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Rhode Island Department of State
Gregg M. Amore
Secretary of State
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Public Records Administration Request Form
Submit a request for the Public Records Administration or an order request for the State Record Center.
All form fields required unless otherwise noted.
Requestor Contact Information
*
First and Last Name:
*
Phone Number:
*
Email:
*
Agency Name:
*
Agency Street Address:
*
Agency City/Town:
*
Agency Zip Code:
*
Request Type:
Choose Request Type
SRC Request-Retrieval
SRC Request-Refile
SRC Request-Interfile
SRC Request-Permanent Withdrawal
SRC Request-New Box Pickup
SRC Request-Supplies
SRC Request-Transmittal Review
SRC Request-Data Update
SRC Request-Inventory Report
Document Review-Certification of Records Destruction (CRD)
Document Review-Digitization
Document Review-Records Officer Designation
Document Review-Records Retention Schedule
Document Review-State Records Center Account
Records Management Education-Training
Retrieval
X
Temporarily return boxes and individual files from the State Records Center to the agency that sent them into storage.
Individual File Name Requirements:
60 characters maximum (including spaces, commas, dashes, etc.)
List only the file name/number, exactly as written on the folder
If the file name is a person’s name, it must be listed as “Last, First”
*
Department ID:
(ex. RI00035)
Box Retrieval
List SKP Box Number(s) (<Enter> to separate) :
Individual File Retrieval
List the SKP Box Number and associated File Name:
Rush Order Required?
For same day rush delivery, requests must be submitted before 9 a.m.
For next day rush morning delivery, requests must be submitted before 1 p.m.
Yes
No
Refile
X
Send records that were previously retrieved back to the State Records Center for storage.
If multiple individual files are placed into a box for transport purposes:
Remove all previous barcode/box number labels (i.e., blue RFID labels); and
Write “
Refiles for Transport
” on the outside of the box to alert drivers the box is
not a new box to be scanned and stored whole.
*
Department ID:
(ex. RI00035)
# of Whole Boxes :
# of Individual Files :
*
Are individual files placed in a box/boxes for transport?
Yes
No
*
# of Boxes Transporting the Individual Files :
Rush Order Required?
For same day rush delivery, requests must be submitted before 9 a.m.
For next day rush morning delivery, requests must be submitted before 1 p.m.
Yes
No
Interfile
X
Send new individual files to the State Records Center to be added to a box already in storage.
If multiple individual files are placed into a box for transport purposes:
Remove all previous barcode/ box number labels(i.e., blue RFID labels); and
Write “
Interfiles for Transport
” on the outside of the box to alert drivers the box is not a new box to be scanned and stored whole.
If more than 1-2” of individual files need to be interfiled:
Do not place an interfile order, instead retrieve the whole box to ensure the files will fit to prevent the files from being sent back to your agency, incurring additional delivery fees.
To retrieve the whole box, please click the X for this request type and instead select Retrieval as the request type.
*
Department ID:
(ex. RI00035)
*
# of Individual Files :
*
Are individual files placed in a box/boxes for transport?
Yes
No
*
# of Boxes Transporting the Individual Files :
Rush Order Required?
For same day rush delivery, requests must be submitted before 9 a.m.
For next day rush morning delivery, requests must be submitted before 1 p.m.
Yes
No
Permanent Withdrawal
X
Mark a box or individual file as permanently removed from storage at the State Records Center.
If the records were not previously retrieved and physically with the agency, the records will be delivered and marked as permanently withdrawn.
*
Department ID:
(ex. RI00035)
Box Permanent Withdrawal
List SKP Box Number(s) (<Enter> to separate) :
Permanent Withdrawal
List the SKP Box Number and associated file name :
Rush Order Required?
For same day rush delivery, requests must be submitted before 9 a.m.
For next day rush morning delivery, requests must be submitted before 1 p.m.
Yes
No
New Box Pickup
X
Send Boxes Offsite to the State Records Center
After a transmittal has been approved, request for the boxes to be picked up to be stored offsite at the State Records Center.
*
Department ID:
(ex. RI00035)
*
Transmittal # :
T -
To locate the transmittal number (T-####), the beginning of the file name of the approved transmittal lists the four digits and it is also in column R (Reference 1) of the form.
*
Are the records all within standard sized record boxes?
Standard size is 1.2 CF (15” x 12” x 10”)
Yes
No
*
Dimensions of the non-standard boxes :
(L” x W” x H”)
*
Total # of Boxes :
Day of Pickup Contact Name :
*Optional – only if different than requestor
Day of Pickup Contact Phone :
*Optional – only if different than requestor
Supplies
X
Purchase record boxes, labels, and more.
Note: All boxes include RFID labels.
*
Department ID:
(ex. RI00035)
*
Choose a supply type and enter the quantity to purchase:
If an exact multiple is not entered, the quantity will be rounded up to the nearest multiple.
Model 2000A Box
Model 2000 Box
Model 450 Box
Model 631 Box
Model 844 Box
RFID Box Labels
Interfile Labels
File Transport Bags
Other Box Size
Select all supplies that are required.
*
If other, list the box dimensions needed
If not available for purchase, the Public Records Administration will let you know.
Rush Order Required?
For same day rush delivery, requests must be submitted before 9 a.m.
For next day rush morning delivery, requests must be submitted before 1 p.m.
Yes
No
Minimum Quantities:
Model 2000A Box – sold in multiples of 10
15” x 12” x 10” (1.2 CF, standard sized double-walled)
Model 2000 Box – sold in multiples of 10
15” x 12” x 10” (1.2 CF, standard sized single-walled)
Model 450 Box – sold in multiples of 10
24” x 12” x 10” (2.4 CF, legal-sized)
Model 631 Box – sold in multiples of 10
43” x 6” x 6” (1.2 CF, medium planner)
Model 844 Box – sold in multiples of 10
24” x 9” x 4.5” (1.4 CF, check box)
RFID Box Labels – sold in multiples of 10
For boxes not from Iron Mountain
Interfile Labels – sold in multiples of 24
Required to interfile individual files
File Transport Bags – sold in multiples of 25
To transport individual files
Transmittal Review
X
Submit a transmittal form for the Public Records Administration to review and approve boxes for offsite storage at the State Records Center.
Cover sheet no longer required.
Click here
to download the current transmittal form.
*
Department ID:
(ex. RI00035)
*
File to be Submitted
*
Are all the boxes the same size?
Yes
No
Only one box size may be within a single transmittal form.
If there are multiple box sizes, please first separate the boxes into as many transmittal forms as there are box sizes. Once that has been completed, each transmittal form may be submitted separately.
Please wait until your transmittal has been approved before submitting another.
Data Update
X
To submit data updates for boxes already stored at the State Records Center, first a pre-filled data update transmittal must be requested.
Once the data update transmittal has been updated by an agency, it may be uploaded and submitted for review.
Request Pre-Filled Data Update
Transmittal Form
Submit Data Update
Transmittal Form for Review
Request Pre-Filled Data Update Transmittal
*
Department ID:
(ex. RI00035)
*
List SKP Box Number(s) (<Enter> to separate) :
Request Data Update
Submit a data update transmittal form for the Public Records Administration to review and approve to update data for boxes at the State Records Center.
Cover sheet no longer required.
If you were not provided a pre-filled data update transmittal form to complete, please instead first request a pre-filled form.
*
Department ID:
(ex. RI00035)
*
File to be Submitted :
Inventory Report
X
Request an up-to-date State Records Center inventory of all boxes stored offsite.
*
Department ID:
(ex. RI00035)
Certification of Records Destruction (CRD)
X
To legally destroy eligible records based on their associated Records Retention Schedule, a CRD must be:
Signed
by the submitting agency;
Approved
by the Public Records Administration;
Counter-signed
by the State Archivist and Public Records Administrator; and
Returned
to the agency.
Records may only be legally destroyed upon receiving the approved counter-signed CRD.
Click here
to download the current CRD form.
*
CRD File :
Digitization
X
Before an agency digitizes public records, a Notice of Intent to Digitize (NID) form must be approved by the Public Records Administration to ensure archival standards.
If records have a retention of ten (10) years or longer, a Digital Preservation Plan (DPP) is additionally required to ensure accessibility and readability of the digital versions to prevent obsolescence and degradation.
Click here
to download the NID and DPP forms.
*
Upload the required Notice of Intent to Digitize :
*
Do the records have a 10+ year retention?
Yes
No
*
Upload the required Digital Preservation Plan:
Records Officer Designation
X
State agencies must designate a Records Officer within thirty (30) days of the appointment.
(100-RICR-50-00-1.5.1)
Click here
to download the Records Officer Designation form.
*
Records Officer Form :
Records Retention Schedules
X
New Records Retention Schedules and schedule amendments must have the required forms submitted for review to be approved by the Public Records Administration before they can be approved by the Attorney General and Auditor General
(100-RICR-50-00-1.6(A))
.
To develop a new Records Retention Schedule, first the agency must initially meet with the Public Records Administration.
Schedule Meeting for New Retention Schedule
Submit New Retention Schedule Forms
Submit Amendment Forms
Schedule Initial Records Retention Schedule Meeting
Before submitting forms, an initial meeting between the agency and the Public Records Administration needs to be scheduled.
Please describe the general content of your agency’s records that are currently not covered by the
General Retention Schedules.
*
Description :
New Records Retention Schedule Request
Submit the following
required forms
for review after the initial meeting:
*
Request for Development of Records
Retention Schedule Form :
*
Request to Add Record Series
Inventory Worksheet :
Click Choose Files and select all files to be uploaded at once and click Open to attach
Existing Records Retention Schedule Amendment Request
Submit the following
required forms
for review:
Request for Amendment to Existing Record Series:
Request to Add New Record Series via Inventory Worksheet:
Click Choose Files and select all files to be uploaded at once and click Open to attach
State Records Center Account
X
An agency may establish a new State Records Center account if one hasn’t previously been established for an agency/division.
If an account needs to be closed, the reason for closing the account must be documented to properly reassign or permanently withdraw the records stored offsite.
Click here
to download the State Records Center Account forms.
*
Select form for review :
Request to Establish State Records Center Account
State Records Center Account Closure
*
File for Review :
Training Request
X
Upon request, the Public Records Administration can develop specific trainings for agencies, to be delivered in-person or via webinar.
*
Select all topics to be covered:
General Records Management
Digital Records Management
Records Retention Schedules
Digitization
State Records Center
Records Disposition/Destruction
Other
*
Select the training format :
In-Person
Webinar
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