The bill amends Chapter 38-3 of the General Laws, titled "Public Records Administration," to enhance the management and retention of public records. It introduces key definitions such as "Administrator," "Electronic record," "Record copy," and "Records officer," which clarify the roles of individuals involved in public records administration. The bill establishes a structured framework for the public records administration program, detailing the responsibilities of the administrator, including the establishment of a public records management program and a local government records program, as well as the development of records control schedules.

The bill outlines the duties of the administrator, which include establishing and administering a public records management program, providing training for local government records keepers, analyzing and coordinating standards for record keeping, and ensuring the preservation and accessibility of public records. It also specifies procedures for the reproduction and disposal of public records, stating that reproductions can serve as official records under certain conditions.

Additionally, the bill mandates that agencies submit records control schedules for review by the attorney general and auditor general, and it requires agencies to submit a certification of records destruction for approval after the minimum retention period has been met. It modifies the process for transferring records to the state archives after twenty years and establishes a public research room for accessing these records. The administrator is empowered to bring legal action for violations and must submit annual compliance reports to the general assembly. Overall, the amendments aim to improve efficiency in public records management and ensure the preservation and proper disposal of public records.

Statutes affected:
5451: 38-3-5