Montana Secretary of State
Main: (406) 444-2034
Business Services: (406) 444-3665

Products and Services

Records and Information Management does much more than simply store your records. We provide services such as shredding documents (only those stored at RIM); document conversion (from paper to microfilm/microfiche, or, electronic image to film); duplicating film; and jacketing the film. We also sell film, CD’s or DVD’s (with your documents on them), and boxes to store your documents. Please see our complete item price list.

Order New Boxes (Instructions)
Store Boxes (Instructions)
Destroy Boxes (Instructions)
Request Records Form (Instructions)
Foldered Document Returns (Instructions)
Unfoldered Document Returns
Document Conversion Services (Instructions)

Document imaging is the conversion of paper source documents to digital source documents, or, you can also transfer your electronic images to microfilm, and also convert microfilm to digital images. It includes the scanning portion of the process and also the indexing components so that imaged documents can be retrieved, displayed, printed, etc.

Per ARM 44.14.101, agencies may rely on digital records for their official record(s), so long as a Records Retention Schedule and digital migration plan are completed and approved by the State Records Committee.  The benefits of having records digitally stored and electronically available, or placed on microfilm, must be weighed against other business and information technology requirements, such as retention periods, storage capacities and costs, migration requirements, application obsolescence, litigation holds, open government and etc.

Many records have a retention period beyond a few years. Security and preservation requirements need to be identified and addressed in order to ensure records can be made available through an agency’s attention to refreshment cycles and technology changes, which normally occur about every four years. Technology change considerations include software versions, replacement or changes in operating systems, hardware device changes, portable or hosted storage, etc.

Microfilm continues to be the most universally accepted archival format, with a life expectancy of 500 years. It provides excellent results for many flat materials including newspapers, manuscripts, and maps. If you have electronic images that you want to transfer to microfilm, we have the solution for you. Please contact Jim Shaw at [email protected] or 406.444.9083

If you have questions, please contact the RIM Division at [email protected] or call (406) 444-9000.

Back to the Records Management Tool Kit

Records Management Home Page

Glossary