In 1977, the Montana Legislature recognized the importance of preserving and properly disposing of public records. That year, it created a State Records Committee (MCA 2-6-1107) and assigned it the task of monitoring record retention and disposal. No public record may be disposed of without the approval of the committee.
The committee meets at least quarterly.
Retention Schedules:
Retention provides a minimum period of time that a specific type of record must be retained and preserved and the appropriate disposal method (toss, shred, etc).
View the Current General Retention Schedules.
Add/Change Retention Schedule:
To add a retention schedule to a record series:
Use Form RM84 to request a new record series to be added onto the General Schedule. Email the completed form to [email protected].
To change the retention schedule of a record series:
Use Form RM85 to request a change to a record series on the General Schedule.
Email completed form to [email protected].
Disposals:
Email the completed disposal application to [email protected]
Instructions
Records Disposal Request – RM5
Rolling Disposal Request (RM7): a disposal request form implemented with the intent to provide an agency with the State Records Committee’s annual revolving approval to dispose of specific records series. Rolling disposal requests may only be used for duplicated (secondary or tertiary) records series, when within that requesting agency, the same records series exists in its primary of official format which services as the state’s official public record. Email the completed disposal application to [email protected]
Instructions
Rolling Disposal Request
Delegated Authority for Disposals:
Does your state agency have what it takes to dispose of your own records without having to get approval from the State Records Committee each time you want to dispose of your records? If you answered “yes” to this question, then you will need to read the Agreement Guidelines and fill out forms A1-A8. Email these to [email protected]. The State Records Committee will review the documents and get back to you within 10 business days.
Be sure you read the guidelines carefully, and do not hesitate to contact us at [email protected] or 406.444.9009 if you have any questions regarding Delegated Authority.
Forms:
RM 1 – Record Series Profile
Instructions
Fillable Word Form
RM 2 – Transmittal of Records
Instructions
Fillable Word Form
RM 2a – Transmittal of Records for Folders
Instructions
Fillable Word Form
RM 2b – Unfoldered Document Returns
Fillable Word Form
RM 3 – Records Retention Schedule
Instructions
Fillable Word Form
RM 4 – Returning Folders or Unfoldered Documents
Instructions
Fillable Word Form
RM 5 – Records Disposal Request
Instructions
Fillable Word Form
RM 7 – Rolling Disposal Request
Instructions
Fillable Word Form
RM 11 – Work Request Form
Instructions
Fillable Word Form
RM 84 – Request to Add Record Series to the General Schedule
Instructions
Fillable Word Form
RM 75 – Migration Plan
Migration Template – Word
Migration Template – PDF
Appendix A – Guidelines – Word
Appendix A – Guidelines – PDF
RM 85 – Request to Add Record Series to the General Schedule
Instructions
Fillable Word Form