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 Licensing
General Schedule Number 8
Revised Dec. 2015
| wdt_ID | wdt_last_edited_at | Item | Record Series Title | Distribution | Office (in years) | Records Center (in years) | Total (in years) | Disposition T/S/D TOSS/SHRED/DELETE |
|---|---|---|---|---|---|---|---|---|
| 346 | 1 | Inspections/Audit Reports - License/Facility | Agency | 3 | 0 | 3 | No RM5 Required Shred | |
| 347 | 2 | Requests for Information (reference GS3–5c) | Agency | 90 days | 0 | 90 days | No RM5 Required Shred | |
| 348 | 3 | License Renewals (MCA 37-1-141) | Agency | 2 | 2 | 4 | No RM5 Required Shred | |
| 349 | 4 | Complaints – Noticed and Closed | Agency | 3 | 0 | 3 | No RM5 Required Shred | |
| 350 | 5 | Final Order Books | Agency/FileNet | P | 0 | P | Image/Offer to State Archives RM5 Required | |
| 351 | 6 | Continuing Education | Agency | 3 | 0 | 3 | No RM5 Required T/S/D | |
| 352 | 7 | Licensing Examination Records (State, Board) | Agency | 2 | 0 | 2 | No RM5 Required Shred | |
| 353 | 8 | Incomplete or Examination Failure Applications | Agency | 2 | 1 | 3 | No RM5 Required T/S/D | |
| 354 | 9 | Deceased Licensee Files–Hard Copy/Electronic (MCA 37-1-141) | Agency | 2 | 1 | 3 | No RM5 Required T/S/D | |
| 355 | 10 | Lapsed Licensed Files–Hard Copy/Electronic (MCA 37-1-141) | Agency | 2 | 0 | 2 | No RM5 Required Shred | |
| 356 | 11 | License Files-Hard Copy/Microfilm | Agency | 2 after lapse | 1 | 3 after lapse | RM5 Required Shred | |
| 357 | 12 | License Files – Imaged | Agency | 2 after lapse | 1 | 3 after lapse | Delete No RM5 Required | |
| 358 | 13 | License Files-Imaged Hardcopy (secondary-see Item 12) | Agency | 30 days after QA | 0 | 30 days after QA | Shred No RM5 Required | |
| 359 | 14 | Licensing Board Minutes (reference GS3-9) | Agency | 4 | 0 | 4 | Microfilm & Offer to State Archives RM5 Required | |
| 360 | 15 | Screening and Executive Minutes | Agency | 4 | 0 | 4 | Microfilm & Offer to State Archives RM5 Required | |
| 361 | 16 | Examination Results - National | Agency | 2 | 0 | 2 | Shred |
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.