State Records Committee
MINUTES
October 10, 2025
Online Microsoft Teams
This is a summary of the State Records Committee meeting. The meeting in its entirety is recorded in a digital audio file format and maintained at Office of the Secretary of State 1301 E 6th Ave, Helena, MT 59601.
Committee Members Present
Andy Ritter (Chair, Secretary of State) Bowen Greenwood (Clerk of Supreme Court) Jill Hamilton (Department of Revenue) Ken Varns (Legislative Audit Division) | Gena Geiss-Marton (Department of Justice) Yvette Englert (Department of Administration) |
Summary of Committee Action
The Committee approved the minutes from the 4th quarter meeting held on June 30, 2025.
The Committee scheduled the next meeting for December 18, 2025 at 2:00 p.m. in Helena, MT. The meeting adjourned at 11:22 a.m.
Call to Order and Roll Call
Chairman Ritter called the meeting to order at 11:00 a.m.
OLD BUSINESS
Records Management – Geographic Information Systems (GIS)
Mr. Ritter provided a recap to the committee and noted that in past meetings the group has worked on determining the minimum retention timeline standards for GIS records.
Committee Member Rich Aarstad made a motion to approve and adopt the proposed GIS records schedule, and Committee Member Anita Milanovich seconded the motion.
The committee unanimously approved the motion.
Records Management around Social Media
Mr. Ritter provided a recap indicating that the committee wanted to have a packet put together to continue discussing this area of records management. Mr. Ritter presented to the committee a conceptual records management framework for social media.
Mr. Ritter made mention that the Secretary of State’s Office has not reviewed the conceptual framework, and the intent at this time is to gather stakeholder feedback in order for the committee to present a recommendation to the Secretary of State’s Office.
Mr. Ritter provided a recap of prior discussions around this topic.
NEW BUSINESS
Determine Records Management Areas for Further Improvement
There were no additional topics determined by the committee during this meeting.
Public Comment
Public comment was presented at the time of each agenda item.
Final Business
The Committee scheduled the next meeting for October 10, 2025 in Helena, MT. The meeting was adjourned at 1:24 p.m.