2015 -- H 5156

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LC000407

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     STATE OF RHODE ISLAND

IN GENERAL ASSEMBLY

JANUARY SESSION, A.D. 2015

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A N   A C T

RELATING TO PUBLIC RECORDS -- PUBLICATION OF MUNICIPAL AND OTHER

PUBLIC BUDGETS IN DIGITAL FORM

     Introduced By: Representatives Solomon, Shekarchi, Melo, Nardolillo, and Roberts

     Date Introduced: January 21, 2015

     Referred To: House Judiciary

     It is enacted by the General Assembly as follows:

     SECTION 1. Section 38-3-5 of the General Laws in Chapter 38-3 entitled "Public

Records Administration" is hereby amended to read as follows:

     38-3-5. Duties of program. -- It shall be the duty and responsibility of the public records

administration program to:

      (1) Establish and administer a public records management program, including the

operation of a record center or centers, and appoint a director who will apply efficient and

economical management methods relating to the creation, utilization, maintenance, retention,

preservation, and disposal of records.

      (2) Analyze, develop, establish, and coordinate standards, procedures, and techniques of

record making and record keeping.

      (3) Insure the maintenance and security of records which are deemed appropriate for

preservation.

      (4) Institute and maintain a training and information program in all phases of records

management to bring to the attention of all agencies approved and current practices, methods,

procedures, and devices for the efficient and economical management of records.

      (5) Make available a centralized program of microfilming for the benefit of all agencies.

      (6) Make continuous surveys of record keeping operations.

      (7) Recommend improvements in current records management practices, including the

use of space, equipment, supplies, and personnel in creating, maintaining, and servicing records.

      (8) (i) Establish and maintain a program, in cooperation with each agency, for the

selection and protection of public records considered essential to the operation of government and

to the protection of the rights and privileges of citizens.

      (ii) Make or to have made duplicates of essential records, or to designate existing record

copies as essential records to be protected in the place and manner of safekeeping as prescribed

by the program.

      (iii) The duplicate of any record made pursuant to this chapter shall have the same force

and effect for all purposes as the original record. A transcript, exemplification, or certified copy

of the duplicate shall be deemed, for all purposes, to be the original record.

     (9) The administration shall make available, as soon after publication as possible, in a

commonly used digital format such as portable document format "PDF", the budget of each

public entity which submits to the public a formal budget document. Access to the documents

shall be through the internet facilities of the secretary of state.

     SECTION 2. This act shall take effect upon passage.

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EXPLANATION

BY THE LEGISLATIVE COUNCIL

OF

A N   A C T

RELATING TO PUBLIC RECORDS -- PUBLICATION OF MUNICIPAL AND OTHER

PUBLIC BUDGETS IN DIGITAL FORM

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     This act would make public entity budgets available in digital form through the secretary

of state.

     This act would take effect upon passage.

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