100 R.I. Code R. 100-RICR-40-05-1.7

Current through October 25, 2024

Section 100-RICR-40-05-1.7 - Storing Inactive Record(s)

A. Records designated essential by the Agency for the transaction of Agency business will be stored on-site in compliance with secure storage standards. These records shall:

1. Be kept in fireproof rooms, vaults, or safes rated to preserve the contents for a minimum of four (4) hours at two thousand degrees Fahrenheit (2,000° F);

2. Be made available and accessible within ten (10) business days of a written Access to Public Records request to the Agency made pursuant R.I. Gen. Laws § 38-2-3(e); and;

3. Be maintained in accordance with the public records policy established by the Records Officer.

B. Where records are designated as non-essential for the transaction of Agency business and the Agency determines such records are not required to be stored on-site at the Agency's primary offices or place of business, such records shall be stored off-site exclusively with the State Records Center.

1. Records shall be stored in the State Records Center until such time for disposal or disposition as is provided in the applicable Records Control Schedule.

2. The Agency shall retain title and ownership of any record of the Agency stored in the State Records Center.

3. Records stored in the State Records Center shall be made accessible to the Agency in response to requests for access to public records made to the Agency.

4. Records shall be sent into the State Records Center following the transmittals process as set by the Public Records Administration. All records must be identified and described prior to storage and have destruction eligibility dates if not deemed of permanent value.

C. Electronic Records shall be securely maintained subject to applicable retention periods. Such records shall:

1. Be maintained in reasonable accessible format for the entire life of the record; and

2. Be considered for conversion to updated electronic and file formats no less frequently than once every three (3) years, or as otherwise reflected in current best practices for the reasonable avoidance of media deterioration and/or obsolescence.

100 R.I. Code R. 100-RICR-40-05-1.7

Amended effective 12/3/2018
Amended effective 12/22/2022