Illinois Documents

              Illinois Documents
May 2006
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Illinois Documents
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The Illinois State Library is broadening the scope of this newsletter, formerly Webmaster News, to cover all facets of preservation and access to State of Illinois Documents. This includes the Illinois Documents Depository Program (IDDP, managing deposits of print and other documents in tangible formats), Illinois Government Information (IGI, consolidated searching of State of Illinois websites), and Electronic Documents Initiative (EDI, an electronic depository for State of Illinois documents).
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Illinois Documents Depository Program (IDDP)
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In 1967 the General Assembly mandated that all Illinois state agencies deposit copies of their public documents with the Illinois State Library. The Illinois Documents Depository Program continues to this day. Title 23 Section 3020.110 of the Illinois Administrative Code outlines the responsibilities of state agencies, primarily to deposit 40 copies of all publications distributed in a tangible format: print, CD, video tape, floppy disk, etc. The Illinois State Library preserves the documents and makes them accessible to the public, including distributing multiple copies to depository libraries around Illinois.
Agencies are still required to deposit 40 copies of each pubic document with the Illinois Documents Depository Program.
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Illinois Government Information (IGI)
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At Find-It! Illinois, the portal to electronic services provided by the Illinois State Library, is a search box for Illinois Government Information. IGI is based on a monthly spider of all State of Illinois websites. Posting metadata in documents written in mark-up language helps the user find your content.
On August 9, 2004 Illinois Government Information (IGI) implemented a new search engine based on Swish-E (Simple Web Indexing System for Humans – Enhanced) technology. Swish-E supports many types of searching, allowing precision document retrieval. It provides Boolean searching of both words and phrases, including limiting searches to specified sub-sets such as a specific website or specific fields of data. This type of search precision is based mostly on a document’s metadata. For a full explanation of searching features see search engine help at the IGI website.
You can place access to IGI’s search engine on your website, configured to search either general government information or just your website. For information see add IGI to your website.
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Electronic Documents Initiative (EDI)
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The newest project is the Electronic Documents Initiative. EDI is a searchable depository for your documents. You will be able to submit electronic copies of all public documents, both tangible documents and those “born” digital, for long-term storage. The Illinois State Library will maintain the servers, keep the documents readable as long as possible, and make them available to the public.
In 2002 the State Library Act (15 ILCS 320) was expanded to include electronic publications. According to the act and as outlined in the Administrative Code (Title 23, Section 3020.110) state agencies are required to deposit electronic documents as