Rhode Island Department of State
Gregg M. Amore

Establish or confirm account with PRA

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• To open an account for approved off-site storage of inactive records contact the PRA team at [email protected]. The PRA team will walk an agency representative through the process and provide the necessary forms. 
• If your agency already has an established account, the PRA will inform you and assist you.
• Records stored at the State Records Center still belong to the agency who created the record (originating agency).

Identify inactive records for storage

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• Records that have not yet reached the end of their retention period can be sent into storage. If you do not know the retention period contact the PRA to establish a retention schedule or view currently approved applicable schedules.
• Records are stored based on the established retention periods outlined in agency retention schedules, or general retention schedules. Records are stored and then can be destroyed according to an approved schedule.
• Only records which have been described with a name, record series, and eligible destruction date can be sent into storage.

Fill out a Transmittal Form

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All records being sent to the State Records Center must be identified on a Cover Sheet and Transmittal Form prior to pick up for off-site storage. The Transmittal Form has 11 key fields that assist the PRA and your agency in identification and proper maintenance of off-site records. Each box of records is assigned a unique RFID barcode for inventory control, tracking and reference. The following fields are required for all transmittals:

• Customer ID:  The State of Rhode Island’s Customer ID is “B8069”.
• SKP Box Number:  The box number on the blue Iron Mountain barcode label (i.e., “RF025468759”).
• Division ID:  The State of Rhode Island’s Division ID is “EXECUTIVE”.
• Department ID:  Your agency’s unique ID (i.e., “RI00035”).
• Record Code:  The record series number that corresponds with the record series title from the associated records retention schedule. If no existing record series or records retention schedule applies, contact the PRA by emailing [email protected].
• From/To Dates:  Date span of the records in the box (using the format “MM/DD/YYYY”).
• Major Description:  The primary description of the box contents using approved truncations of the record series title from the associated records retention schedule, and if applicable, the division of agency and town of office.
• Destruction Date or Destruction Indicator:  The scheduled destruction eligibility date based on the retention period from the associated records retention schedule. If no exact date is applicable, add a destruction indicator of “Permanent” or “Undefined”.
• Alpha From/To:  The alphanumerical sequence range of files in the box (i.e., Jones-Smith; 20450-20567; AD123-BZ784, etc.).

Please see section 1.7 of the Public Records Administration State Agency Manual for additional information.