State Records Committee
MINUTES
December 18, 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) | Kevin Gilbertson (State CIO) Gena Geiss-Marton (Department of Justice) Tracy Cuddy (Department of Transportation) Yvette Englert (Department of Administration) |
Summary of Committee Action
The Committee approved the minutes from the 1st quarter meeting held on October 10, 2025.
The Committee approved unanimously the agency acknowledgment form in accordance with ARM 44.14.107.
The Committee approved to create a subcommittee to review and determine updates to the state general retention schedules.
The Committee scheduled the next meeting for March 31, 2026 at 2:00 p.m. in Helena, MT. The meeting adjourned at 2:48 p.m.
Call to Order and Roll Call
Chairman Ritter called the meeting to order at 2:00 p.m.
OLD BUSINESS
Agency Authority for Disposal of Public Records Annual Acknowledgement Form
Chairman Ritter introduced to the committee a final draft form related to the implementation of administrative rule 44.14.107, which requires state agencies to submit on an annual basis an acknowledgement form affirming that they are following the requirements associated to maintaining their agency delegation of authority for disposal of records. The committee approved unanimously the final draft for sending out to agencies.
NEW BUSINESS
State General Retention Schedules
Chairman Ritter presented to the committee that the current schedules have not been updated since 2016 and noted that it would be best practice to review the schedules to ensure they are current and up to date. Mr. Ritter presented options to the committee regarding the review. The committee decided and approved to form a subcommittee to review the schedules.
State Records Storage Services Contract
The Committee invited Mr. Nolan Harris from the State Procurement Office. Mr. Harris presented to the Committee that the State’s Iron Mountain term contract through Omnia was expiring, and therefore the State Procurement Office was working on putting together a solicitation to cover storage, shredding, and digitization services. Mr. Harris encouraged that the committee members provide input and participate in the evaluation of the solicitation.
Language Around AI Prompts
Committee member Kevin Gilbertson introduced and presented to the Committee a draft policy regarding the treatment of AI prompts and productivity tools. Mr. Gilbertson proposed that AI prompts and productivity tools be treated as non-records, except when content from the prompts and tools are formally published by someone.
Determine Records Management Areas for Further Improvement
Chairman Ritter provided a refresher of ongoing topics that the committee has planned to discuss. 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 March 31, 2026 in Helena, MT. The meeting was adjourned at 2:48 p.m.