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State Government Records Committee

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 sosrecords@mt.gov.

Instructions
RM 84

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 sosrecords@mt.gov.

Instructions
RM 85

Disposals:

Email the completed disposal application to sosrecords@mt.gov

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 sosrecords@mt.gov

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 sosrecords@mt.gov. 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 sosrecords@mt.gov 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