MCA 2-6-1002 defines a public record as being “public information that is fixed in any medium and is retrievable in usable form for future reference”. This includes both physical records and electronic records, because a record is a record, no matter what medium it resides on or within.
STATE OF MONTANA
SECRETARY OF STATE
RECORDS AND INFORMATION MANAGEMENT (RIM) GENERAL RECORDS RETENTION SCHEDULE
Records Category RECORDS & INFORMATION MANAGEMENT
General Schedule Number 9
Revised Dec. 2015
| wdt_ID | wdt_created_by | wdt_created_at | wdt_last_edited_by | wdt_last_edited_at | Item | Record Series Title | Distribution | Office | Records Center | Total | Disposition |
|---|---|---|---|---|---|---|---|---|---|---|---|
| 1 | vagtarap | 16/04/2026 10:42 AM | vagtarap | 16/04/2026 10:42 AM | 1 | Catalogs, Journals & Other Published Materials | Agency | Destroy when they have served their purpose | |||
| 2 | vagtarap | 16/04/2026 10:42 AM | vagtarap | 16/04/2026 10:42 AM | 2 | Photo Copies of Bulletins & Correspondence prepared for reference or information | Agency | Same as item 1 | |||
| 3 | vagtarap | 16/04/2026 10:42 AM | vagtarap | 16/04/2026 10:42 AM | 3 | Notices & Memoranda that do not relate to the Agency’s functions or responsibilities (employee meetings, community notices, holiday, etc.) | Agency | Same as item 1 | |||
| 4 | vagtarap | 16/04/2026 10:42 AM | vagtarap | 16/04/2026 10:42 AM | 4 | Preliminary drafts of any report, letter, memoranda or worksheet | Agency | Same as item 1 | |||
| 5 | vagtarap | 16/04/2026 10:42 AM | vagtarap | 16/04/2026 10:42 AM | 5 | Reproduction material: Stencils, Hectographs, Offset Plates | Agency | Same as item 1 | |||
| 6 | vagtarap | 16/04/2026 10:42 AM | vagtarap | 16/04/2026 10:42 AM | 6 | Routing Slips | Agency | Same as item 1 | |||
| 7 | vagtarap | 16/04/2026 10:42 AM | vagtarap | 16/04/2026 10:42 AM | 7 | Shorthand notes, Steno-tapes & Recordings which have been transcribed | Agency | Same as item 1 | |||
| 8 | vagtarap | 16/04/2026 10:42 AM | vagtarap | 16/04/2026 10:42 AM | 8 | Telephone messages, “while you were away” slips, or other forms used to convey non-policy messages | Agency | Same as item 1 | |||
| 9 | vagtarap | 16/04/2026 10:42 AM | vagtarap | 16/04/2026 10:42 AM | 9 | Stocks of Agency publications & printed documents which are superseded or updated | Agency | four copies to State Library |
The State Records Committee (SRC) has designated all records marked as “No RM5 Required” will not require approval from the SRC prior to destruction. If the ‘Disposition’ above lists “Offer to State Archives” you must contact the Historical Society at 444-7427 or [email protected] before disposing.