reglab/statecodes huggingface dataset:
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 1 - Rules and Regulations Relating to the Rhode Island Lobbying Reform Act (100-RICR-40-15-1) › Section 100-RICR-40-15-1.12 - Failure to File Reports and Non-Conforming Reports

Current through June 14, 2024
A. If a report is not filed or a filed report does not comply with these regulations or the Act, the Secretary will notify the delinquent Person in writing.
B. Within twenty (20) calendar days of receipt of a notice from the Secretary, the delinquent Person must file or correct the report, as applicable.
C. If the delinquent Person does not file or correct the report within twenty (20) calendar days of receipt of a notice from the Secretary, the Secretary will issue a show cause order against the delinquent Person. The show cause order will require that Person to establish facts which show why a penalty should not be imposed.
D. If the delinquent Person does not establish facts as to why penalties should not be imposed, the Secretary may impose a penalty in accordance with §
										1.15     of this Part.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 1 - Rules and Regulations Relating to the Rhode Island Lobbying Reform Act (100-RICR-40-15-1) › Section 100-RICR-40-15-1.13 - Failure to Register and Investigations by the Secretary

Current through June 14, 2024
A. The Secretary may initiate a preliminary investigation into the activities of any Person who has allegedly been engaged in Lobbying without registration, or who may be in violation of these regulations or the Act for another reason.
B. Within thirty (30) calendar days of the commencement of such investigation, the Secretary will notify the Person who is the subject of investigation of the existence of the investigation and the general nature of the alleged violation.
C. As part of the investigation, the Secretary may request books, papers or other documents directly relating to services rendered or Compensation received in connection with Lobbying. If such information is not willingly provided to the Secretary within twenty (20) calendar days following the request, the Secretary may file a complaint with the superior court. The complaint may request such relief as is reasonably required by the Secretary to conduct the investigation. The court may enter an order for the relief requested or may modify the relief in the court's reasonable discretion.
1. Any such complaint must include:
a. The identity of the complainant; and
b. A full and complete statement of the facts and circumstances, including:
(1) Details about the alleged violation; and
(2) A copy of the initial request to the alleged violator for the production of books, papers or other documents.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 1 - Rules and Regulations Relating to the Rhode Island Lobbying Reform Act (100-RICR-40-15-1) › Section 100-RICR-40-15-1.14 - Powers and Duties of the Secretary

Current through June 14, 2024
The Secretary has the authority to perform any duties that are necessary to implement the Act, including without limitation developing registration and reporting forms and an online register. adopting regulations and collecting fees and fines. The Secretary may also prepare and publish educational materials relating to the Act, such as an instructional link and training video available on the Secretary's website.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 1 - Rules and Regulations Relating to the Rhode Island Lobbying Reform Act (100-RICR-40-15-1) › Section 100-RICR-40-15-1.15 - Penalties

Current through June 14, 2024
A. A penalty of up to five thousand dollars ($5,000) per violation, and/or revocation of the applicable registration for a period of up to three (3) years may be imposed for a violation of these regulations, including but not limited to:
1. Failure to register;
2. Failure to file reports; or
3. Filing and not correcting non-conforming reports.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 1 - Rules and Regulations Relating to the Rhode Island Lobbying Reform Act (100-RICR-40-15-1) › Section 100-RICR-40-15-1.16 - Appeals

Current through June 14, 2024
Any penalty imposed by the Secretary pursuant to these regulations may be appealed to the superior court pursuant to the provisions of R.I. Gen. Laws, §42-35-1 et seq.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 1 - Rules and Regulations Relating to the Rhode Island Lobbying Reform Act (100-RICR-40-15-1) › Section 100-RICR-40-15-1.17 - Application

Current through June 14, 2024
These regulations shall be liberally construed to permit the Department of State to effectuate the purposes of R.I. Gen. Laws §
										42-139.1-1 et seq.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 1 - Rules and Regulations Relating to the Rhode Island Lobbying Reform Act (100-RICR-40-15-1) › Section 100-RICR-40-15-1.18 - Severability

Current through June 14, 2024
If any provision of these regulations or the application thereof to any Person or circumstances is held invalid by a court of competent jurisdiction, the validity of the remainder of the regulations shall not be affected thereby.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 1 - Rules and Regulations Relating to the Rhode Island Lobbying Reform Act (100-RICR-40-15-1) › Section 100-RICR-40-15-1.19 - Effective Date

Current through June 14, 2024
This Regulation shall be effective on the date indicated below.
EFFECTIVE DATE: January 5, 2017
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 2 - Electronic Filing of Meeting Minutes and Notices - Open Meetings (100-RICR-40-15-2) › Section 100-RICR-40-15-2.1 - Purpose

Current through June 14, 2024
This Part is drafted to ensure that Public Bodies are in compliance with R.I. Gen. Laws §§
										42-46-6 and  42-46-7 requiring electronic filing of meeting notices and meeting minutes. The Open Meetings website creates a centralized electronic location for the public to view meeting information at both the state and municipal levels.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 2 - Electronic Filing of Meeting Minutes and Notices - Open Meetings (100-RICR-40-15-2) › Section 100-RICR-40-15-2.2 - Authority

Current through June 14, 2024
This Part is promulgated pursuant to R.I. Gen. Laws §
										42-46-1 et seq. (the "Act"). It has been prepared in accordance with the requirements of R.I. Gen. Laws §
										42-35-1 et seq.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 2 - Electronic Filing of Meeting Minutes and Notices - Open Meetings (100-RICR-40-15-2) › Section 100-RICR-40-15-2.3 - Definitions

Current through June 14, 2024
A. For the purpose of this Part the following terms will be defined as:
1. "Department" means the Rhode Island Department of State.
2. "Filer" means the individual or individuals designated by a Public Body to be the person or persons responsible for filing meeting notices and minutes with the Department.
3. "Filing coordinator" means the person assigned by the Overseeing Body to:
a. Maintain an accurate list of all Public Bodies and public contact information; and
b. Identify the individual Filers designated by each Public Body.
4. "Open Meetings Law" means R.I. Gen. Laws Chapter 42-46, as amended.
5. "Overseeing body" means the agency, municipality or quasi-public corporation which includes all Public Bodies that fall under that particular agency, municipality or quasi-public corporation, (i.e. the City of Providence is the Overseeing Body for the Providence Zoning Board, the Department of Administration is the Overseeing Body for the Rhode Island Library Board).
6. "Public body," as defined by R.I. Gen. Laws §
											42-46-2(3), is generally any department, agency, commission, committee, board, council, bureau or authority or any subdivision thereof of state or municipal government, and includes all authorities defined in R.I. Gen. Laws §
											42-35-1(1). Any political party, organization, or unit thereof meeting or convening is not and should not be considered to be a Public Body, provided, however, that no such meeting is used to circumvent the requirements of R.I. Gen. Laws §§
											42-46-6 and  42-46-7.
7. "Public contact information" means the information for a Public Body provided by the Filing Coordinator to the Department that allows the public to contact the Public Body. The contact person may or may not be the Filer for that Public Body.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 2 - Electronic Filing of Meeting Minutes and Notices - Open Meetings (100-RICR-40-15-2) › Section 100-RICR-40-15-2.4 - Meeting Notice Requirements

Current through June 14, 2024
A. All Public Bodies required under R.I. Gen. Laws §
										42-46-6 shall electronically file meeting notices and amendments with the Department as follows:
1. An Annual Notice at the beginning of each calendar year;
2. Supplemental written public notices, agendas and amendments at least forty-eight (48) hours in advance of the meeting, excluding state holidays and weekends; and
3. If an emergency meeting is called, a meeting notice and agenda as soon as practicable.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 2 - Electronic Filing of Meeting Minutes and Notices - Open Meetings (100-RICR-40-15-2) › Section 100-RICR-40-15-2.5 - Meeting Minutes Requirements

Current through June 14, 2024
A. All Public Bodies required under R.I. Gen. Laws §
										42-46-7 shall electronically file meeting minutes and amendments with the Department.
B. Minutes must be filed within the time prescribed by the Open Meetings Law.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 2 - Electronic Filing of Meeting Minutes and Notices - Open Meetings (100-RICR-40-15-2) › Section 100-RICR-40-15-2.6 - Designation of Filing Coordinator

Current through June 14, 2024
A. The head of each Overseeing Body (i.e. director of state agency, city or town mayor or council president where no mayor exists) is responsible for designating a person to be the Filing Coordinator for that Overseeing Body.
B. The Filing Coordinator is responsible for identifying Filers for all Public Bodies which fall under each Overseeing Body. The Filing Coordinator will serve as a liaison between the Department and each Filer.
C. The head of each Overseeing Body must submit the designation of the official Filing Coordinator in writing on the "Open Government Filing Coordinator Designation Form" issued by the Department and available on its website (
www.sos.ri.gov
). This form must be resubmitted within thirty (30) days of a change in the designation of the Filing Coordinator. The designation must include the full name, mailing address, phone number and email address for the Filing Coordinator. The designation will be complete upon the confirmation of a valid email address by the Department. This information must be updated within ten (10) days of a change in email address.
D. The Filing Coordinator must provide a complete listing of all Public Bodies within the Overseeing Body. The Filing Coordinator shall provide the following information for each Public Body (which shall be updated within 30 days of a change):
1. Public Body name; and
2. Authority under which the Public Body was created.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 2 - Electronic Filing of Meeting Minutes and Notices - Open Meetings (100-RICR-40-15-2) › Section 100-RICR-40-15-2.7 - Web Account Setup for Filing Coordinator

Current through June 14, 2024
A. Upon receipt of the "Open Government Filing Coordinator Designation Form", the Department will send to the newly designated Filing Coordinator an electronic message containing the username and initial password to enter the system. This initial message will also include detailed instructions on how to set up the Filing Coordinator's account and how to establish Filer accounts.
B. The Filing Coordinator will be responsible for opening their own account with the Department's Open Meetings Website to facilitate the designation of Filers for each Public Body.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 2 - Electronic Filing of Meeting Minutes and Notices - Open Meetings (100-RICR-40-15-2) › Section 100-RICR-40-15-2.8 - Designation of Meetings Filer

Current through June 14, 2024
A. Once the Filing Coordinator sets up Filer accounts through the Open Meetings Website for each Public Body, the Department will be able to accept the filing submissions in the format provided for in §
										2.9     of this Part. The Filing Coordinator is responsible for ensuring that Filers' user information is accurate.
B. Upon the creation of a new Public Body, the Filing Coordinator for the Overseeing Body must identify a Filer through the Department's Open Meetings Website and provide contact information for that person within thirty (30) days. The Filing Coordinator shall update the Filer information in the event there is a change in the Filer.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 2 - Electronic Filing of Meeting Minutes and Notices - Open Meetings (100-RICR-40-15-2) › Section 100-RICR-40-15-2.9 - Filing Format

Current through June 14, 2024
Meeting notices and minutes will only be accepted in file formats and mechanisms of electronic submission as specified by the Department or as allowed by the Department's Open Meetings website.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 2 - Electronic Filing of Meeting Minutes and Notices - Open Meetings (100-RICR-40-15-2) › Section 100-RICR-40-15-2.10 - Technical requirements

Current through June 14, 2024
A. Designated Filers must have access to email and be able to access the Department's Open Meetings Website through a web browser. The Filer must have the ability to submit notices and minutes in the accepted filing format through the Department's Open Meetings Website.
B. The Filer must fill out all electronic fields as provided in the Department's Open Meetings Website to submit meeting notices or meeting minutes to the Department electronically.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 2 - Electronic Filing of Meeting Minutes and Notices - Open Meetings (100-RICR-40-15-2) › Section 100-RICR-40-15-2.11 - Proof of filing

Current through June 14, 2024
Upon the successful electronic submission of a meeting notice or meeting minutes, the Filer will receive acknowledgement in the form of an electronic confirmation message from the Department indicating that the filing was successfully transmitted through the Department's Open Meetings Website. In the absence of such electronic confirmation message, the Filer is responsible for verifying that the Department has successfully received the notice or minutes. The electronic confirmation message is the Filer's record that the notice or minutes were filed with the Department.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 2 - Electronic Filing of Meeting Minutes and Notices - Open Meetings (100-RICR-40-15-2) › Section 100-RICR-40-15-2.12 - Exceptions

Current through June 14, 2024
All Public Bodies, with the exception of Public Bodies whose responsibilities are solely advisory in nature, shall file meeting minutes with the Department electronically.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 2 - Electronic Filing of Meeting Minutes and Notices - Open Meetings (100-RICR-40-15-2) › Section 100-RICR-40-15-2.13 - Application

Current through June 14, 2024
The terms and provisions of this Part shall be liberally construed to permit the Department to effectuate the purposes of state law and policies.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 2 - Electronic Filing of Meeting Minutes and Notices - Open Meetings (100-RICR-40-15-2) › Section 100-RICR-40-15-2.14 - Severability

Current through June 14, 2024
If any provision of this Part, or the application thereof to any person or circumstance, is held invalid by a court of competent jurisdiction, the validity of the remainder of this Part shall not be affected thereby.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 3 - Acquisition of Land - Registry of Leases › Section 100-RICR-40-15-3.1 - Purpose

Current through June 14, 2024
The purpose of this Part is to assist and ensure compliance with R.I. Gen. Laws §
										37-6-30 requiring electronic filing of the registry of all land leases and all subsequent leases entered into by the State and all its departments, boards, bureaus, commissions, officers, or agencies with the Department of State.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 3 - Acquisition of Land - Registry of Leases › Section 100-RICR-40-15-3.2 - Authority

Current through June 14, 2024
This Part is promulgated pursuant to and in accordance with the provisions of R.I. Gen. Laws §
										37-6-30(b) and (c).
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 3 - Acquisition of Land - Registry of Leases › Section 100-RICR-40-15-3.3 - Application

Current through June 14, 2024
The terms and provisions of this Part shall be liberally construed to permit the Department to effectuate the purposes of state law, goals, and policies.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 3 - Acquisition of Land - Registry of Leases › Section 100-RICR-40-15-3.4 - Definitions

Current through June 14, 2024
A. For the purpose of this Part the following terms will be defined as:
1. "Agency" means any state or public agency, defined as follows:
a. "Public agency" means all public corporations and quasi-public agencies listed in R.I. Gen. Laws §
												37-2-7(16).
b. "State agency" means any department, agency, commission, committee, board, council, bureau or authority or any subdivision thereof of state government.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 3 - Acquisition of Land - Registry of Leases › Section 100-RICR-40-15-3.5 - Initial Registry Transfer

Current through June 14, 2024
A. Prior to January 1, 2009, the Chief Purchasing Officer transferred the initial registry to the Department electronically.
B. All leases filed electronically with the Department through the Lease Registry website will be indexed and searchable by:
1. Property location
2. Name of lessor
3. Address of lessor
4. Name of lessee
5. Address of lessee
6. Date of execution
7. Date of expiration
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 3 - Acquisition of Land - Registry of Leases › Section 100-RICR-40-15-3.6 - Lease Transfer Requirements

Current through June 14, 2024
3.6.1
State Agencies
A. Within three (3) business days after execution of a lease, the state agency must submit a copy of the lease to the Chief Purchasing Officer.
B. The Chief Purchasing Officer must file a copy of the lease with the Department electronically through the Lease Registry website within three (3) business days of receipt from the state agency.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 3 - Acquisition of Land - Registry of Leases › Section 100-RICR-40-15-3.7 - Filing Format

Current through June 14, 2024
Leases will only be accepted in file formats and mechanisms of electronic submission as specified by the Department or as allowed by the Department's Lease Registry website.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 3 - Acquisition of Land - Registry of Leases › Section 100-RICR-40-15-3.8 - Technical Requirements

Current through June 14, 2024
A. Designated Filers must have access to email and be able to access the Department's Lease Registry website through a web browser. The Filer must have the ability to submit leases in the accepted filing format through the Department's Lease Registry website.
B. The Filer must fill out all electronic fields as provided in the Department's Lease Registry website in order to submit leases to the Department electronically.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 3 - Acquisition of Land - Registry of Leases › Section 100-RICR-40-15-3.9 - Proof of Filing

Current through June 14, 2024
Upon the successful electronic submission of a lease, the Filer will receive acknowledgement in the form of an electronic confirmation message from the Department indicating that the filing was successfully transmitted through the Department's Lease Registry website. In the absence of such electronic confirmation message, it is the responsibility of the Filer to verify that the Department has successfully received the lease. The electronic confirmation message is the Filer's record that the lease was filed with the Department.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 40 - STATE ARCHIVES, LIBRARY AND PUBLIC INFORMATION › Subchapter 15 - Public Information › Part 3 - Acquisition of Land - Registry of Leases › Section 100-RICR-40-15-3.10 - Severability

Current through June 14, 2024
If any provision of this Part, or the application thereof to any person or circumstance, is held invalid by a court of competent jurisdiction, the validity of the remainder of this Part shall not be affected thereby.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 50 - Public Records Administration › Subchapter 00 - N/A › Part 1 - Records Management › Section 100-RICR-50-00-1.1 - Purpose

Current through June 14, 2024
A. To outline the required procedures for
				  preparing Records Control Schedules, storing inactive records, records
				  disposal, and the transfer of permanent historical records to the State
				  Archives.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 50 - Public Records Administration › Subchapter 00 - N/A › Part 1 - Records Management › Section 100-RICR-50-00-1.2 - Authority

Current through June 14, 2024
A. This Regulation is promulgated pursuant to
				  the authority granted in R.I. Gen. Laws Title 38 ("Public Records"), including
				  expressly but without limitation R.I. Gen. Laws §§
										38-3-1
et
				  seq.
, as hereafter revised and amended (the "Public Records
				  Administration Act").
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 50 - Public Records Administration › Subchapter 00 - N/A › Part 1 - Records Management › Section 100-RICR-50-00-1.3 - Incorporated Material

Current through June 14, 2024
A. These
				  Regulations hereby adopt and incorporate by reference the following standards,
				  not including subsequent editions or amendments thereof and only to the extent
				  that the provisions therein are not inconsistent with these Regulations:
1. Federal Information Processing Standards
				  ANSI/AIIM MS44-1988 (R1993);
2.
				  Federal Information Processing Standards ANSI/AIIM MS19-1993; and
3. International Organization for
				  Standardization protocol ISO 19005-1 (2005).
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 50 - Public Records Administration › Subchapter 00 - N/A › Part 1 - Records Management › Section 100-RICR-50-00-1.5 - Records Management Responsibilities

Current through June 14, 2024
A. The State Agency
				  Records Officer (§ 1.5.1 of this Part), or Local Government
				  Representative, shall be responsible for:
1.
				  The creation of and adherence to the records management policy and Records
				  Control Schedule(s) for the Agency, in consultation with the PRA or LGRP,
				  including:
a. Inventorying records for the
				  purpose of scheduling or amendment; and
b. Confirming annually that their agency
				  specific, general, or municipal Records Control Schedule does not require an
				  amendment;
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 50 - Public Records Administration › Subchapter 00 - N/A › Part 1 - Records Management › Section 100-RICR-50-00-1.6 - Records Control Schedules

Current through June 14, 2024
A. The Agency,
				  through the State Agency Records Officer, or Local Government Representative,
				  will collaborate with the PRA or LGRP on the development, amendment, and
				  revision of agency specific, general, or municipal Records Control Schedules.
				  The State Agency Records Officer, or Local Government Representative, shall:
1. Submit a new schedule request form or
				  amendment form to the PRA or LGRP for the development of a Records Control
				  Schedule;
2. Develop a project
				  timetable in collaboration with the PRA or LGRP;
3. Complete appropriate forms for the
				  development of record series and records inventory;
4. Acknowledge and certify receipt of the
				  Records Control Schedule draft provided to the Agency by the PRA;
5. Approve or provide comments on the draft
				  Records Control Schedule within ninety (90) days of receipt;
a. Failure to respond will nullify the draft
				  Records Control Schedule.
6. Submit the State agency's signed final
				  approval to the PRA, or Local Government Representative's feedback to the LGRP,
				  within sixty (60) days of receipt of the final draft; and
a. Failure to submit final approval of the
				  proposed Records Control Schedule will result in the suspension of destruction
				  of all records of the Agency until the PRA's or LGRP's receipt of final
				  approval.
7. Implement
				  the Records Control Schedule upon formal notification of approval from the
				  Public Records Administrator, Attorney General, and Auditor General.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 50 - Public Records Administration › Subchapter 00 - N/A › Part 1 - Records Management › Section 100-RICR-50-00-1.7 - Storing Records

Current through June 14, 2024
1.7.1
Active
				  Physical Records
A. Records designated
				  essential by the Agency for the transaction of agency business will be stored
				  on-site in compliance with secure storage standards. These records shall:
1. Be kept at minimum four inches (4") off
				  the floor and away from sources of water in fireproof rooms, vaults, or safes
				  rated to preserve the contents for a minimum of four (4) hours at two thousand
				  degrees Fahrenheit (2,000° F);
2. Be made available and accessible within
				  ten (10) business days of a written Access to Public Records request to the
				  Agency made pursuant R.I. Gen. Laws §
												38-2-3(e); and
3. Be maintained in accordance with the
				  public records policy established by the State Agency Records Officer, or Local
				  Government Representative.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 50 - Public Records Administration › Subchapter 00 - N/A › Part 1 - Records Management › Section 100-RICR-50-00-1.8 - Disposition of Records

Current through June 14, 2024
A. Records which
				  have met the applicable retention requirement in compliance with the approved
				  Records Control Schedule shall be physically and permanently destroyed in a
				  timely and appropriate manner per R.I. Gen. Laws §
										38-1-10, only after a
				  Certification of Records Destruction has been approved by the PRA or LGRP, as
				  follows:
1. Records in custody of the Agency
				  shall be destroyed by the Agency or an approved vendor; or
2. State agency records in custody of the
				  State Records Center shall be destroyed by the PRA or an affiliate
				  vendor.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 50 - Public Records Administration › Subchapter 00 - N/A › Part 1 - Records Management › Section 100-RICR-50-00-1.9 - Severability

Current through June 14, 2024
A. If any provision of these Regulations or
				  the application thereof to any Person or circumstances is held invalid by a
				  court of competent jurisdiction, the validity of the remainder of the
				  Regulations shall not be affected thereby.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 50 - Public Records Administration › Subchapter 00 - N/A › Part 2 - Electronic Records Management › Section 100-RICR-50-00-2.2 - Authority

Current through June 14, 2024
A. This Regulation is promulgated pursuant to
				  the authority granted in R.I. Gen. Laws Title 38 ("Public Records"), including
				  expressly but without limitation R.I. Gen. Laws §
										38-3-1 et seq., as
				  hereafter revised and amended (the "Public Records Administration
				  Act").
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 50 - Public Records Administration › Subchapter 00 - N/A › Part 2 - Electronic Records Management › Section 100-RICR-50-00-2.3 - Incorporated Material

Current through June 14, 2024
A. These
				  Regulations hereby adopt and incorporate by reference the following standards,
				  not including subsequent editions or amendments thereof and only to the extent
				  that the provisions therein are not inconsistent with these Regulations:
1. Electronic Records Management,  36 C.F.R.
				  Part 1236  (8/28/2023);
2. National
				  Archives and Records Administration Universal Electronic Records Management
				  (ERM) Requirements, 2023; and
3.
				  National Archives and Records Administration Criteria for Successfully Managing
				  Permanent Electronic Records, 2018.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 50 - Public Records Administration › Subchapter 00 - N/A › Part 2 - Electronic Records Management › Section 100-RICR-50-00-2.5 - General Requirements

Current through June 14, 2024
A. Electronic
				  records must remain accessible for the duration of the retention period
				  specified in their records retention schedule. "Accessible" means all
				  electronic records must be:
1. Readable:
a. By current, commonly available hardware
				  and software; or
b. Converted by the
				  originating agency for use by another software or hardware system if the
				  existing software or hardware is no longer current or commonly
				  available.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 50 - Public Records Administration › Subchapter 00 - N/A › Part 2 - Electronic Records Management › Section 100-RICR-50-00-2.6 - Selection of Electronic Records Storage Media

Current through June 14, 2024
A. Agencies
				  shall select appropriate electronic records storage media and systems for
				  storing public records throughout their life cycle, which meet the following
				  requirements:
1. Permit easy and accurate
				  retrieval in a timely manner;
2.
				  Retain the records in a usable format until their authorized disposition date
				  is identified in an approved records retention schedule; and
3. Meet requirements for transferring
				  historical records to the Rhode Island State Archives, when appropriate (§
				  1.8.3 of this Subchapter).
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 50 - Public Records Administration › Subchapter 00 - N/A › Part 2 - Electronic Records Management › Section 100-RICR-50-00-2.7 - Electronic Records Storage Management Systems

Current through June 14, 2024
2.7.1
Agency Requirements
A. Agencies
				  shall retain responsibility for managing their electronic records, regardless
				  of whether they reside in a public, private, or community cloud, a contracted
				  environment, or under the agency's physical control.
1. Agencies shall be responsible for
				  monitoring changes to third-party terms of service that may affect the
				  management of records.
2. Agencies
				  shall be responsible for identifying what kind of social media output
				  constitutes a public record and capturing those records
				  appropriately.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 50 - Public Records Administration › Subchapter 00 - N/A › Part 2 - Electronic Records Management › Section 100-RICR-50-00-2.8 - Disposition of Electronic Records

Current through June 14, 2024
A. Electronic
				  records may be destroyed only in accordance with approved records retention
				  schedules and a counter-signed Certification of Records Destruction (§
				  1.8.1 of this Subchapter). Each agency shall ensure that:
1. Electronic records scheduled for
				  destruction are disposed of in a manner that ensures protection of any
				  confidential information;
2.
				  Magnetic recording media previously used for electronic records containing
				  confidential information are not reused if the previously recorded information
				  can be compromised by reuse in any way; and
3. All back-up copies of records scheduled
				  for disposition are also destroyed.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 50 - Public Records Administration › Subchapter 00 - N/A › Part 2 - Electronic Records Management › Section 100-RICR-50-00-2.9 - Severability

Current through June 14, 2024
A. If any provision of these Regulations or
				  the application thereof to any Person or circumstances is held invalid by a
				  court of competent jurisdiction, the validity of the remainder of the
				  Regulations shall not be affected thereby.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 60 - State Library › Subchapter 00 - N/A › Part 1 - Rules for the Rhode Island State Publications Clearinghouse › Section 100-RICR-60-00-1.1 - Purpose

Current through June 14, 2024
A. The purpose is to establish policies and
				  procedures for the Rhode Island State Publications Clearinghouse.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 60 - State Library › Subchapter 00 - N/A › Part 1 - Rules for the Rhode Island State Publications Clearinghouse › Section 100-RICR-60-00-1.2 - Statutory Authority

Current through June 14, 2024
A. R.I. Gen. Laws Chapter
				  29-7.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 60 - State Library › Subchapter 00 - N/A › Part 1 - Rules for the Rhode Island State Publications Clearinghouse › Section 100-RICR-60-00-1.3 - State Agencies/Departments' Deposit of Publications

Current through June 14, 2024
A.
				  State agencies, departments, and commissions supported wholly or in part by
				  state funds are required by R.I. Gen. Laws §
										29-7-5 to deposit prior to
				  public release a minimum of twenty-five (25) copies of their publications with
				  the State Publications Clearinghouse. Deposit procedures shall be carried out
				  according to guidelines adopted by the Clearinghouse Committee.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 60 - State Library › Subchapter 00 - N/A › Part 1 - Rules for the Rhode Island State Publications Clearinghouse › Section 100-RICR-60-00-1.4 - Documents Officers

Current through June 14, 2024
A. A Documents Officer shall be
				  named by each agency/department per R.I. Gen. Laws §
										29-7-5.
				  Agencies/departments with many sub-departments may name more than one Documents
				  Officer to facilitate the deposit of their publications.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 60 - State Library › Subchapter 00 - N/A › Part 1 - Rules for the Rhode Island State Publications Clearinghouse › Section 100-RICR-60-00-1.5 - Index

Current through June 14, 2024
A. The Clearinghouse shall prepare checklists
				  quarterly and cumulate those checklists annually. The checklist will be
				  maintained dynamically on the Secretary of State's website so that users will
				  have up-to-date information regarding publications that are being added.
				  Indexing procedures shall be carried out according to guidelines adopted by the
				  Clearinghouse Committee.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 60 - State Library › Subchapter 00 - N/A › Part 1 - Rules for the Rhode Island State Publications Clearinghouse › Section 100-RICR-60-00-1.6 - Depository Libraries' Designation and Responsibilities

Current through June 14, 2024
A.
				  Depository libraries shall be designated by the Clearinghouse Director.
				  Depository libraries' designation and responsibility procedures shall be
				  carried out according to guidelines adopted by the Clearinghouse
				  Committee.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 70 - Public Information › Subchapter 00 - N/A › Part 1 - Rules and Regulations Relating to the Rhode Island Lobbying Reform Act › Section 100-RICR-70-00-1.1 - Purpose

Current through June 14, 2024
A. This regulation implements the Rhode
				  Island Lobbying Reform Act (R.I. Gen. Laws §§
										42-139.1-1
et
				  seq
.). The Rhode Island Lobbying Reform Act simplifies and clarifies
				  the rules governing lobbying, maximizes transparency without imposing
				  unnecessary burdens on the process, provides a user-friendly registration and
				  reporting system, and strengthens the investigation and enforcement
				  scheme.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 70 - Public Information › Subchapter 00 - N/A › Part 1 - Rules and Regulations Relating to the Rhode Island Lobbying Reform Act › Section 100-RICR-70-00-1.2 - Authority

Current through June 14, 2024
A. This regulation is put in to effect
				  pursuant to R.I. Gen. Laws §§
										42-139.1-1
et
seq
. (the "Act"). It has been prepared in accordance with the
				  requirements o f R.I. Gen. Laws §§
										42-35-1
et
				  seq
.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 70 - Public Information › Subchapter 00 - N/A › Part 1 - Rules and Regulations Relating to the Rhode Island Lobbying Reform Act › Section 100-RICR-70-00-1.3 - Regulated Parties

Current through June 14, 2024
A. This regulation
				  applies to Lobbyists, Lobbying Firms, and Persons engaging Lobbyists or
				  Lobbying Firms, as those terms are defined below.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 70 - Public Information › Subchapter 00 - N/A › Part 1 - Rules and Regulations Relating to the Rhode Island Lobbying Reform Act › Section 100-RICR-70-00-1.4 - Definitions

Current through June 14, 2024
A. The following terms are defined by R.I.
				  Gen. Laws §
										42-139.1-3:
1. "Appointed" or
				  "Engaged" means receiving Compensation from another Person for the purpose of
				  Lobbying.
2. "Compensation" means
				  any remuneration or earnings received or to be received for services rendered
				  as a Lobbyist, including any fee, salary, forbearance, forgiveness, or any
				  other form of recompense, and any combination of these, but does not include
				  reimbursement for incidental expenses.
3. "Lobbying" means acting directly or
				  soliciting others to act for the purpose of promoting, opposing, amending, or
				  influencing any action or inaction by any member of the executive or
				  legislative branch of state government, or any public corporation.
4. "Lobbying Firm" means a business entity,
				  partnership or other organized group that receives Compensation for
				  Lobbying.
5. "Lobbyist" means any
				  of the following:
a. "Contract Lobbyist" means
				  any person who engages in Lobbying as the Appointed or Engaged representative
				  of another person;
b. "In-house
				  Lobbyist" means any employee, officer, director, or agent of a corporation,
				  partnership, or other business entity or organization whose job
				  responsibilities include Lobbying; and
c. "Governmental Lobbyist" means any employee
				  of any federal, state, or local government office or agency or any Public
				  Corporation who engages in Lobbying.
6. "Money" and "Anything of Value" means any
				  fee, salary, commission, expense allowance, forbearance, forgiveness, royalty,
				  rent, capital gain, gift, loan, reward, favor or service, gratuity or special
				  discount, or any other form of recompense that constitutes income under the
				  Federal Internal Revenue Code, but shall not include campaign
				  contributions.
7. "Person" means an
				  individual, firm, business, corporation, association, partnership, or other
				  group.
8. "Public Corporation"
				  means a body corporate and politic acting as a public corporation, which has
				  been organized pursuant to law and granted certain powers, rights, and
				  privileges by the general laws, but which has a separate and distinct legal
				  existence from the state, and is not a department of the state.
9. "Secretary" means the Rhode Island
				  secretary of state.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 70 - Public Information › Subchapter 00 - N/A › Part 1 - Rules and Regulations Relating to the Rhode Island Lobbying Reform Act › Section 100-RICR-70-00-1.5 - Annual Registration of Persons engaging Lobbyists or Lobbying Firms

Current through June 14, 2024
A. The Secretary will maintain an online
				  register of Persons engaging Lobbyists or Lobbying Firms that is available to
				  the public.
B. Any Person engaging
				  Lobbyists or Lobbying Firms must provide the following information to the
				  Secretary's online register within seven (7) calendar days of any Lobbying
				  engagement (paper registrations are not accepted):
1. Name, telephone number, web address and
				  business address of the Person engaging the Lobbyist or Lobbying
				  Firm;
2. The name(s) of the
				  Lobbyist(s) or Lobbying Firm(s) employed;
3. Total Compensation expected to be paid to
				  the Lobbyist(s) or Lobbying Firm(s) for Lobbying activity;
4. Retainers and other fee payment
				  arrangements; and
5. Any other
				  reasonable information required by the Secretary.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 70 - Public Information › Subchapter 00 - N/A › Part 1 - Rules and Regulations Relating to the Rhode Island Lobbying Reform Act › Section 100-RICR-70-00-1.6 - Annual Registration of Lobbying Firms

Current through June 14, 2024
A. The Secretary
				  will maintain an online register of Lobbying Firms that is available to the
				  public.
B. Except for the seven (7)
				  calendar day grace period noted below in § 1.6(C) of this Part, no
				  Lobbying Firm shall engage in any Lobbying unless and until that Lobbying Firm
				  is registered with the Secretary.
C. Lobbying Firms must provide or confirm the
				  following information in electronic form to the Secretary's online register
				  within seven (7) calendar days of any Lobbying engagement (paper registrations
				  are not accepted):
1. Name of Lobbying Firm,
				  telephone number, email address, web address and business address of the
				  Lobbying Firm;
2. Name of the
				  Lobbyists employed by the Lobbying Firm;
3. Total Compensation expected to be paid to
				  the Lobbying Firm for Lobbying; and
4. Any other reasonable information required
				  by the Secretary.
Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 70 - Public Information › Subchapter 00 - N/A › Part 1 - Rules and Regulations Relating to the Rhode Island Lobbying Reform Act › Section 100-RICR-70-00-1.7 - Annual Registration of Lobbyists

Current through June 14, 2024
A. The Secretary
				  will maintain an online register of Lobbyists that is available to the
				  public.
B. Except for the seven (7)
				  calendar day grace period noted below in § 1.7(C) of this Part, no Person
				  shall engage in any Lobbying unless and until that Person is registered with
				  the Secretary.
C. Registrations
				  shall be effective as of the date upon which a Lobbyist provides or confirms
				  the following information in electronic form to the Secretary's online register
				  and pays any applicable badge fee, which must be within seven (7) calendar days
				  of any Lobbying engagement (paper registrations are not accepted):
1. Name, telephone number, email address, web
				  address (if applicable) and address of the Lobbyist;
2. The legislation by bill number or by the
				  subject matter(s) of the Lobbying;
3. The executive branch officials or public
				  bodies to be Lobbied;
4. Total
				  Compensation expected to be paid, except for Lobbyists employed by a Lobbying
				  Firm; and
5. Any other reasonable
				  information required by the Secretary, which may include information necessary
				  to ensure compliance with the Rhode Island "revolving door statute" at R.I.
				  Gen. Laws §
											36-14-5(e)(4), as amended hereafter.