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Rhode Island. Department of State (1730-)

 Organization

Dates

  • Existence: 1730-

The secretary of state is the head of the Department of State, which is a part of the executive branch of government. Prior to 1730 the position was known as the General Recorder. The 1647 Acts and Orders described the position of the General Recorder as follows:

Be it enacted by this present Assemblie, that the Generall Recorder’s Office shall be in the generall, to keep a Coppie of all the Records or Acts of the Generall Assemblie, Generall and particular Courts of Judicature, Rolles of the Freemen of the Colonie, Records, Evidences, Sales and Bargaines of Land, Wills and Testaments of the Testators, and orders of the Townsmen touching the Intestate, Records of the Limitts and Bounds of Townes, their Highways, Driftwayes, Commons and Fencings, Priviledges and Liberties.

The position of General Recorder, also sometimes referred to as that of the Recording Secretary, remained under King Charles II’s Royal Charter of 1663. The title changed to Secretary of State in 1730.

According to the Rhode Island Manual 1975-1976, “the secretary of state is the general recording officer of the State and serves as the secretary of the senate. In the performance of his duties he prepares and compiles annually the Public Laws of the state, prepares all ballot labels and arranges for the filing of all primary and election papers, maintains and keeps the Central Voter Registry accurate, keeps all corporate records, registers all notaries public, compiles lists of representatives and senators elected in the state, administers the commercial code and biannually publishes the Rhode Island Manual. This office has custody of the official state seal and the original of all enacted laws. The state archives, as a unit of this office, has custody of all legislative records from the colonial period to the present”.

The secretary of state is required to facilitate the accessibility of records to the public. Besides appointing a State Archivist to organize the State Archives and maintain a research room within, the secretary of state also publishes manuals aimed at consolidating and presenting information to the public in a straightforward manner. Some of the major functional changes include its constitutional duties and its responsibilities relating to elections. Until 2003, the secretary of state served as the secretary of the senate. In 1994, the General Assembly, in joint resolutions 184 and 193, voted to repeal Article 8, Section 4 of the Rhode Island Constitution, which declared that the secretary of state was also the secretary of the senate. Upon approval by the voters, this constitutional change took effect January 2003.

The secretary of state is in charge of receiving nominations, preparing ballots, and maintaining the central voter register, but there have been several changes and modifications in terms of the secretary of state’s specific duties relating to elections. In 1936, Public Law chapter 2479, required the Department of State to create a division of elections which would appoint a board of elections. This board of elections was responsible for all functions relative to vote tabulation and maintaining voting machine equipment. The board remained under the jurisdiction of the department of state until 1941, when it became an independent agency of the state (PL 1941, chapter 1040). Today, the Board of Elections monitors the implementation of election laws including campaign finance, maintains voting equipment, performs duties relating to the conduct of elections and certifies the election results.

Presently, the Office of the Secretary of State includes five (5) divisions; the Public Information Division, the Corporations Division, the Elections Division, the State Archives and Public Records Administration, and the State Library.

The Public Information division is responsible for registering lobbyists, enforcing the state’s lobbying laws and maintaining and providing access to meeting minutes filed by agencies. The division is also responsible for maintaining filings of the following: Public Laws and Acts and Resolves of the General Assembly; Governor’s vetoes and messages; certificates of engagements relative to general officers, governor’s cabinet, judges and sheriffs; and Governor’s executive orders.

The Corporations division is the official agent and record keeper for all official corporate filings, UCC filings and notary and trademark applications. The division holds entity filings pursuant to RIGL§ 7-1.2, 7-5.1 7-6, 7-7, 7-8, 7-12, 7-13 and 7-16, and certificates of engagement relative to notaries, justices of the peace, general assembly members, court clerks and railroad commissioners.

The Elections division is responsible for maintaining the central voter registry, preparing ballots, preparing forms and publishing guides for voters and candidates. Statutory requirements are enumerated under RIGL § 17-6. The division is also responsible for voter, electoral process and civic education.

The State Library is responsible for providing reference and research services to the General Assembly, government agencies and the general public. The state library operates the Legislative Reference Bureau, is a Federal Government Publications Depository and serves as the State Publications Clearinghouse (RIGL § 29-7) which provides copies of state documents libraries and facilities throughout the state. The state library was created by resolution of the General Assembly in 1852 (RIGL § 29-1) and the state librarian served as the state records commissioner .

The State Archives and Public Records Administration is charged with preserving and maintaining the permanent records of state government (RIGL § 42-8.1 and 38-3). The State Archives is the official custodian and trustee for the state of public records of permanent, historical and legal value. The Public Records Administration is charged with overseeing records management functions within state government (RIGL § 38-1 and 38-3).

Found in 140 Collections and/or Records:

A Guide to Tax Directories in the Rhode Island State Archives

 Item — Folder: 34. A Guide to Tax Directories in the Rhode Island State Archives, 1990
Identifier: 1636-86

Administrative Procedures Act: Compilation of Rules of State Agencies (Second Edition)

 Item — Folder: 30 Administrative Procedures Act: Compilation of Rules of State Agencies (Second Edition) 1984
Identifier: 1636-1060

Administrative Procedures Act: Compilation of Rules of State Agencies (Second Edition), 1984

 Item — Folder: Compilation of Rules of State Agencies, second edition, 1984, folder 25
Identifier: 1636-1060

Annual Report of the State Librarian, 1902-1921

 Sub-Series — Multiple Containers
Identifier: 1636-102, 1636-757

Articles of Incorporation, 1893-2007

 Series — Multiple Containers
Identifier: C#00179
Abstract Original articles of Incorporation or Association of foreign and domestic of business and non-profit entities filed with the Office of the Secretary of State pursuant to Chapter 1200 January Session 1893.
Dates: 1893-2007

Articles of Incorporation: Catholic Churches, 1869-1972

 Series — Multiple Containers
Identifier: C#00623
Scope and Contents Original articles of Incorporation of Catholic Churches per enabling legislation of January Session 1869 and amended January Session 1872.
Dates: 1869-1972

Articles of Incorporation: Catholic Churches, 1869-1972

 Digital Work
Identifier: 7d3e85e9-3f88-4049-9337-794774fe0b58
Dates: 1869-1972

Articles of Incorporation microfilms, 1960-1986

 Sub-Series — Multiple Containers
Identifier: C#00179
Scope and Contents From the Series: Original articles of Incorporation or Association of foreign and domestic of business and non-profit entities filed with the Office of the Secretary of State pursuant to Chapter 1200 January Session 1893. Includes amendments. C# 00179, arranged by sub Series and by date of incorporation therein. Index available in front of each volume. Records include Articles of Incorporation for Profit, Non-Profit, Limited Liability Corporations. Also includes Limited Partnerships, Limited...
Dates: 1960-1986

Articles of Incorporation records

 Series — Box: 3. Index to Articles of Incorporation, June 1, 2004-
Identifier: C#00179

Autograph Letters and Documents of George Washington, 1932

 Item — Multiple Containers
Identifier: 1636-66; 1636-1171
Abstract Publication which displays the official letters written by Washington to Rhode Island, to Governors Nicholas Cooke, William Greene and John Collins.
Dates: 1932

Automobile Laws of the New England States, New York, New Jersey and Pennsylvania, 1908

 Item — Folder: 13. Automobile Laws of the New England States, New York, New Jersey and Pennsylvania, 1908 (1636-1108)
Identifier: 1636-1108

Ballot Box keys, 1935

 Item — Folder: 1 Ballot Box keys, 1935
Identifier: 1636-4011
Scope and Contents From the Series: Sample ballots of primaries, presidential preference primaries, special elections and general elections created per R.I. Gen. Laws § 17-6-3. Includes names of candidates, party preference, and master lever.
Dates: 1935

Bank Stock subscriptions

 Series — Volume: Bank Stock subscriptions, 1835-1855
Identifier: C#00606
Abstract Document which records the names and number of shares held by the original subscribers to bank in Rhode Island.
Dates: 1835-1855

Boards and Commission appointments, 1967-

 Sub-Series — Multiple Containers
Identifier: 1995-482
Scope and Contents Record of legislative or executive appointments made to boards & commissions as mandated by statute or created by joint resolution, public or private act.
Dates: 1967-

Boards and Commission records

 Series
Identifier: C#00078-C#00503-C#00887-1995-482

Bricks and Mortar for the Mind: Statewide Preservation Program for Rhode Island, 1992

 Item — Folder: 7. Bricks and Mortar for the Mind: Statewide Preservation Program for Rhode Island, 1992 (1636-903)
Identifier: 1636-903

Candidate's Elections Calendar in Rhode Island: A Guide for Candidates and Political Parties, 1994

 Item — Folder: 32. Candidate's Elections Calendar in Rhode Island: A Guide for Candidates and Political Parties, 1994
Identifier: 1636-215

Certificate of engagements and appointments, 1873-1990

 Sub-Series — Multiple Containers
Identifier: C#00887
Scope and Contents Record of oaths, registered bonds, notifications, applications and/or certificates as pertaining to executive appointments made to established State agencies, boards & commissions, advisory councils, trustees, the judiciary, positions requiring advise & consent of the Senate or individuals acting in the capacity of railroad, metropolitan park & steamboat police.
Dates: 1873-1990

Certificates of Organization, January 13, 1908-1921

 Item — Multiple Containers
Identifier: C#00009
Abstract To register date of organization and amount of "paid in" capital stock of corporations doing business in Rhode Island and includes date of organization, date of filing, amount of capital stock "paid in" at time of organization, name and post office address of treasurer of the company.
Dates: January 13, 1908-1921

Certification of Amendment 27 to the Constitution of the United States of America

 Item — Folder: 31. Certification of Amendment 27 to the Constitution of the United States of America, 1992
Identifier: 1636-214

Check-list of Legislative Documents in the Rhode Island State Archives

 Item — Multiple Containers
Identifier: 1636-63
Scope and Contents At the suggestion of Hon Ernest L. Sprague, Secretary of State, Grace E. Macdonald of the State Library, was assigned the task of classifying and recoding the volumes in the state archives, and in the process created a check list of session of the General Assembly, adding the manuscript material prepared in connection with the various sessions.
Dates: 1928

City and Town filings

 Series — Multiple Containers
Identifier: 1636-2500
Dates: c. 1980-1989

Civil and Military lists

 Series — Folder: Civil and Military lists, 1821-1836
Identifier: C#00123
Abstract The Civil and Military lists include the the names of civil and military officials for a given year in the state of Rhode Island.
Dates: May 1, 1821-December 31, 1836

Commission Appointed to Redistrict State record book

 Item — Volume: Commission Appointed to Redistrict State record book, 1934
Identifier: C#00062
Abstract Sealed volume title on cover reads, Record book of the Commission appointed to re-destrict the state. Filed by the Secretary Fredrick B. Cole on May 14, 1934.
Dates: 1934

Committee Records and Lists

 Series — Multiple Containers
Identifier: 2010-20-2011-26
Abstract Records that document the organization of Democratic and Republican state and municipal committees.
Dates: 2003-2008

Compilation of Rules of State Agencies

 Item — Multiple Containers
Identifier: 1636-1162

Constitution and Charter of the State of Rhode Island, c. 1959-1973

 Item — Folder: 3 Constitution and Charter of the State of Rhode Island
Identifier: 1636-443

Constitution of the State of Rhode Island and Providence Plantations, 1933, 1938, 1944, 1994

 Series — Folder: Rhode Island Constitution, 1933, 1938, 1944
Identifier: 1636-235
Scope and Contents Constitution of the State of Rhode Island and Providence Plantations: Done in Convention at Providence on the Fourth Day of December, A.D. 1986, including amendments approved November, 1992
Dates: 1933, 1938, 1944, 1994

Consultants Utilized by State Agencies

 Item — Folder: 31. Consultants Utilized by State Agencies 1985
Identifier: 1636-701

Corporate Records Card File Index, 1700-1984

 Series — Box: Corporate Records Card File Index, 1700-1984
Identifier: 2008-25
Abstract Microfiche copy of index of active and inactive corporate records.
Dates: 1700-1984