100 R.I. Code R. 100-RICR-50-00-1.6

Current through December 3, 2024

Section 100-RICR-50-00-1.6 - Records Control Schedules

A. The Agency, through the State Agency Records Officer, or Local Government Representative, will collaborate with the PRA or LGRP on the development, amendment, and revision of agency specific, general, or municipal Records Control Schedules. The State Agency Records Officer, or Local Government Representative, shall:

1. Submit a new schedule request form or amendment form to the PRA or LGRP for the development of a Records Control Schedule;

2. Develop a project timetable in collaboration with the PRA or LGRP;

3. Complete appropriate forms for the development of record series and records inventory;

4. Acknowledge and certify receipt of the Records Control Schedule draft provided to the Agency by the PRA;

5. Approve or provide comments on the draft Records Control Schedule within ninety (90) days of receipt;

a. Failure to respond will nullify the draft Records Control Schedule.

6. Submit the State agency's signed final approval to the PRA, or Local Government Representative's feedback to the LGRP, within sixty (60) days of receipt of the final draft; and

a. Failure to submit final approval of the proposed Records Control Schedule will result in the suspension of destruction of all records of the Agency until the PRA's or LGRP's receipt of final approval.

7. Implement the Records Control Schedule upon formal notification of approval from the Public Records Administrator, Attorney General, and Auditor General.

B. The State Agency Records Officer, or Local Government Representative, is responsible for developing a records management program and protocols in compliance with the Records Control Schedule. The State Agency Records Officer, or Local Government Representative, shall:

1. Process and submit proper documentation to the PRA or LGRP for disposal or disposition in accordance with the established Records Control Schedule; and

2. Secure and preserve public records in accordance with all applicable retention and disposal requirements.

C. A record series is created to document a specific agency transaction or function, to promote effective retrieval, and to expedite the development of Records Control Schedules.

1. A record series is comprised of the following elements:

a. A specific and descriptive title and number unique to the record series;

b. A description of the function and associated business of the record series;

c. A reasonable, general description of the types of records included in the record series; and

d. A specific retention requirement.

D. Public records cannot be destroyed if they are not on a Records Control Schedule.

100 R.I. Code R. 100-RICR-50-00-1.6

Adopted effective 5/14/2024