Rhode Island § 38-3-2 - Public Records Administration

§ 38-3-2. Definitions.

As used in this chapter:

(1) “Administrator” means the public records administrator who coordinates and manages the activities and responsibilities of the public records administration program. The administrator shall be appointed by and serve at the pleasure of the secretary of state.

(2) “Agency” or “public body” means any executive, legislative, judicial, regulatory, administrative body of the state, or any political subdivision thereof; including, but not limited to, any department, division, agency, commission, board, office, bureau, authority, any school, fire, or water district, or other agency or quasi-public agency of state or local government which exercises governmental functions, or any other public or private agency, person, partnership, corporation, or business entity acting on behalf of any public agency.

(3) “Electronic” means relating to technology having electrical, digital, magnetic, wireless, optical, electromagnetic, or similar capabilities.

(4) “Electronic record” means a record created, generated, sent, communicated, received, or stored by electronic means.

(5) “Program” means the public records administration program of the secretary of state.

(6) “Public record” or “public records” means all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, electronic records, or other material regardless of physical form or characteristics made or received pursuant to law or ordinance or in connection with the transaction of official business by any agency.

(7) “Record copy” means the record that an agency designates as the official record for legal and business purposes, and to which the agency applies records management policy measures for the protection, security, maintenance, and/or preservation thereof.

(8) “Records center” means a facility, under the direction of the administrator, that provides storage, processing, servicing, and security of public records that must be retained for varying periods of time but need not be retained in an agency’s office equipment or space.

(9) “Records control schedule” or “records retention schedule” means the document or documents establishing the official retention, maintenance, and disposal requirements for a record or record series, based upon any administrative, legal, fiscal, or historical value related to that record or records series.

(10) “Record series” means a collection of records maintained as a group and derived from or related to a particular subject, activity, or function of an agency.

(11) “Records officer” means the representative designated by an agency as responsible for the operation of the records management program for the agency and related communications with the public records administration.

(12) “Retention” means the duration of time that a record, record series, or other information shall be maintained in its original form.

(13) “Secretary” means the Rhode Island secretary of state.

(14) “State archives” means the official state repository or any other repository approved by the state archivist for long-term or permanent records.

(15) “State archivist” means the individual who coordinates, directs, and administers the activities and responsibilities of the state archives.