The bill amends Chapter 38-3 of the General Laws, titled "Public Records Administration," to modernize the definitions and organizational structure related to public records management. Key insertions include new definitions for terms such as "Administrator," "Electronic record," "Record copy," "State archivist," "Record series," and "Retention," which clarify roles and responsibilities within the public records administration program. The bill also reorganizes the public records administration program under the secretary of state’s discretion and outlines the administrator's responsibilities, which include establishing a public records management program, assisting local governments, and ensuring the security and preservation of public records. Significant deletions involve the removal of the detailed structure of the public records advisory commission, simplifying its composition and duties.

Additionally, the bill introduces provisions for the reproduction and management of public records, allowing for the destruction of original records once accurately reproduced, provided they meet readability and accessibility standards. It clarifies that reproduced records can be used as legal evidence and establishes a process for agencies to submit record control schedules for review. The bill mandates that agencies designate a records officer by January 1, 2026, and requires prior notice and approval before destroying any public records. It also empowers the administrator to take legal action against violations and mandates annual compliance reporting to the general assembly. Overall, these changes aim to enhance the management, preservation, and accessibility of public records while ensuring compliance and accountability.

Statutes affected:
5451: 38-3-5