State Agencies Records Management

Records management is the maintenance of records created or received by your agency and the efficient care of their creation, use, and preservation regardless of format. Records management improves the flow of information in your agency and preserves agency information for the entire lifecycle.


What's a Public Record?

Public records are records created or received by State agencies. Public records come in many forms, including correspondence, calendars, photographs, videos, websites, databases, social media accounts, and more.


Agency Guide: Records Management

Download a comprehensive guide to create and maintain a successful records management program (RI General Laws § 38-3-7), including additional information on all resources below.

Records Retention Schedules

Learn more about the minimum amount of time public records must be retained.

State Records Center

Learn more about how State agencies can store inactive records offsite at the State Records Center.

Records Destruction

Download the Certification of Records Destruction form and learn more about legal records destruction.

Regulations

Review regulations based on industry and national standards for records management and preservation.

How to Get Started:

1

Create or Identify Your Agency Records Management Plan

A records management plan outlines your agency’s process for ensuring that records are accessible for the entire lifecycle and retention period of the record. It establishes the scope, legislative mandates, records roles, responsibilities, and processes.


Review the Records Management Policy Checklist to ensure your agency has a fully developed records policy in use.

2

Protect your Records

Store records in safe areas, protected from exposure to water, excess heat, or humidity when not in use. Additional safety and organizational measures include:


Assessing Storage Space

  • Use standard sized 1.2 CF record boxes (15” L x 12” W x 10” H);
  • Label the outside of the box by its contents, including the record series and year or year span;
  • Keep records off the floor by using metal vertical shelving that is at least 18” below sprinklers and 4-6” off the floor;
  • Do not stack boxes more than 4-5 high;
  • Do not overfill boxes; leave 1-2” of space to interfile files in the future; and
  • Label every folder using clear and consistent naming conventions.

Controlling Your Environment

Fluctuations in temperature and humidity contribute to the decay of records.

  • For the storage of permanent records, including paper and leather-bound books, the Library of Congress recommends a relative humidity of 50% (+/-3%) and a temperature of 70° F (+/-2°).

Monitoring Your Space

  • Routinely check rooms and storage spaces that hold records.
  • Check rooms and storage spaces that hold records before, during, and after weather events. Specified staff should monitor this space to ensure damage is not incurred and the records are safely preserved.
  • Follow your agency’s disaster preparedness plan – download the Disaster Plan Template to get started.
3

Store your Records

  • Establish how long a record is of daily use and when it can be designated inactive;
  • Store inactive records offsite at the State Records Center (pricing available in MPA-163); and
  • Transfer eligible records of permanent, enduring, or historical value to the State Archives.

What is Enduring Value?
Records which document the actions of an elected official, detail important agency duties, record events of significant public attention, or are otherwise deemed permanent by the approved retention schedule.

For additional assistance for State Agencies, contact the Public Records Administration.

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Additional Resources

Guidance Documents

Review to assist with daily records management practices, including tips, advice, and resources to keep you informed.

Forms and Resources

Download destruction, digitization, disaster planning, and transmittal forms and resources.

Records Management Webinars

Watch previously records webinars to learn about records management and how to integrate best practices.

Frequently Asked Questions

Commonly asked questions about public records, how they’re managed, and who has them.