100 R.I. Code R. 100-RICR-50-00-1.5

Current through December 3, 2024

Section 100-RICR-50-00-1.5 - Records Management Responsibilities

A. The State Agency Records Officer (§ 1.5.1 of this Part), or Local Government Representative, shall be responsible for:

1. The creation of and adherence to the records management policy and Records Control Schedule(s) for the Agency, in consultation with the PRA or LGRP, including:

a. Inventorying records for the purpose of scheduling or amendment; and

b. Confirming annually that their agency specific, general, or municipal Records Control Schedule does not require an amendment;

2. Communicating with the PRA or LGRP on behalf of the Agency in all matters of public records management and compliance; and

3. Submission of Certifications of Records Destruction to the PRA or LGRP to request acceptable destruction of public records.

1.5.1Designation of a State Agency Records Officer

A. The head of each State agency is responsible for designating a person to be the Records Officer for that Agency and its divisions for the management of public records generated and received by that State agency.

1. State agencies must submit a completed "Records Officer Designation Form", signed by the head of the State agency, within thirty (30) days of the appointment of a new Records Officer, to the PRA by email to records@sos.ri.gov or by mail to the Office of the Secretary of State, Public Records Administration, 33 Broad Street, Providence, Rhode Island 02903.

2. The designation will be complete upon email confirmation by the PRA.

3. In the absence of or failure to designate a Records Officer, the head of the State agency shall be responsible for the duties of the Records Officer and records management for the State agency until a Records Officer is appointed.

100 R.I. Code R. 100-RICR-50-00-1.5

Adopted effective 5/14/2024