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 TECHNOLOGY SERVICES
General Schedule Number 6
Revised Dec. 2015
| wdt_ID | wdt_last_edited_at | Item | Record Series Title | Distribution | Office (In years) | Storage (In years) | Total (In years) | Disposition Toss/Shred/Delete |
|---|---|---|---|---|---|---|---|---|
| 308 | 1 | Service Agreement | DOA –SITSD | 1 | 2 | Termination +3 | T/S/D No RM5 Required | |
| 309 | Agency | 1 | 2 | Termination +3 | T/S/D No RM5 Required | |||
| 310 | 2 | Service Orders | DOA –SITSD | 1 | 2 | 3 | T/S/D No RM5 Required | |
| 311 | Agency | 1 | 0 | 1 | T/S/D No RM5 Required | |||
| 312 | 3 | Information Technology Proposal Request (ITPR) | DOA –SITSD | 1 | 2 | Project Completion +2 | T/S/D No RM5 Required | |
| 313 | Agency | 1 | 3 | Project Completion +3 | T/S/D No RM5 Required | |||
| 314 | 4 | Employee Network and Application Authorization | Agency | 3 | 0 | Work years +3 | T/S/D RM5 Required | |
| 315 | 5a | Project files - Technology Systems (Internal/Inter Agency) | Agency/DOA | 1 | 2 | 3 after completion | T/S/D No RM5 Required | |
| 316 | 5b | Project files - Technology Systems (Contracted) | Agency | 2 | 6 | 8 after termination | T/S/D No RM5 Required | |
| 317 | 6 | Technology Response and Recovery Plans (i.e., Incident, Disaster Recovery, Information Systems/Resources, Emergency Action). | Agency | Current Version | Current Version +1 superseded | Current Version +1 superseded | T/S/D No RM5 Required | |
| 318 | 7 | Network Audit Logs | Agency | 2 | 3 | 5 | T/S/D No RM5 Required | |
| 319 | 8 | Software Licensing | Agency | 2 years | 0 years | 2 years after expired | T/S/D No RM5 Required | |
| 320 | 9 | Security Plans & Reports | Agency | Work plus 3 | 0 years | Work plus 3 | T/S/D No RM5 Required | |
| 321 | 10 | Service Orders-non project related, helpdesk, Telecoms | Agency | 2 years | 2 years | 4 years | T/S/D No RM5 Required | |
| 322 | 11 | Network Performance Reports | Agency | 2 years | 0 years | 2 years | T/S/D No RM5 Required | |
| 323 | 12 | Web Analytics | Agency | 2 years | 0 years | 2 years | T/S/D No RM5 Required | |
| 324 | 13 | MT Interactive Transaction Fund Work Order Reports-See General Schedule 3 Item 33 | Agency | See GS3 Itm. 33 |
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 before disposing.