Public Records Administration

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Public Records Administration

PRA

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Scope and Content: The Public Records Administration oversees records management functions within state government. Both the Public Records Administration and the Local Government Records program provide records management advice, assistance, and consultation to all state and municipal <a href="https://www.sos.ri.gov/divisions/frequent-filers/records-management/glossary">agencies.</a> Comprehensive records management services encompass all <a href="https://www.sos.ri.gov/divisions/frequent-filers/records-management/glossary">records</a>, regardless of format or media. In addition, the Local Government Records program works with Town and City Clerks to preserve and administer the historical records in their care. Workshops on a variety of topics are also available, likewise publications and guidelines about records and records issues.<br />The Public Records Administration works with agencies to develop records retention and disposition schedules, enabling timely disposal or retention as permanent records of the state. Municipal records retention and disposition schedules are developed by the Local Government Records program in consultation with municipal agencies.<br />Inactive records of state agencies can be stored at the State Records Center, managed by the Public Records Administration. Inactive records are those records that agencies no longer require immediate access to, but that are not yet eligible for disposal because of administrative, fiscal or legal requirements. Access to these records is provided only through the expressed permission of the originating state agency.<br />Retention periods shown in all schedules are minimum retention periods. Agencies may need to retain records longer, most notably if the records may be required for a current or pending request under the Access to Public Records Act, or for current or pending litigation.

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