MCA 2-6-1002 defines a public record as being “public information that is fixed in any medium and is retrievable in usable form for future reference”. This includes both physical records and electronic records, because a record is a record, no matter what medium it resides on or within.
STATE OF MONTANA
SECRETARY OF STATE
RECORDS AND INFORMATION MANAGEMENT (RIM) GENERAL RECORDS RETENTION SCHEDULE
Records Category SABHRS Financial
General Schedule Number 1
Revised Dec. 2015
| wdt_ID | Item | wdt_last_edited_at | Records Series Title | Distribution | Office (in years) | Storage (in years) | Total (in years) | Disposition Toss/Shred/Delete (T/S/D) |
|---|---|---|---|---|---|---|---|---|
| 10 | 1 | 21/04/2026 09:09 AM | Business Unit Form (add, modify, delete) | State Accounting | 3 | 0 | 3 | T/S/D No RM5 required |
| 11 | 21/04/2026 09:09 AM | Agency | 1 | 0 | 1 | T/S/D No RM5 required | ||
| 12 | 2 | 21/04/2026 09:09 AM | Fund Description Form (add, modify, delete) | State Accounting | 3 | 0 | 3 | T/S/D No RM5 required |
| 13 | 21/04/2026 09:09 AM | Agency | 1 | 0 | 1 | T/S/D No RM5 required | ||
| 14 | 3 | 21/04/2026 09:09 AM | Account Request Form (add, modify, delete) | State Accounting | 3 | 0 | 3 | T/S/D No RM5 required |
| 15 | 21/04/2026 09:09 AM | Agency | 1 | 0 | 1 | T/S/D No RM5 required | ||
| 16 | 4 | 21/04/2026 09:09 AM | Chartfields Documentation (1,2,3, project, other) | Agency | 1 | 0 | 1 | T/S/D No RM5 required |
| 17 | 5 | 21/04/2026 09:09 AM | Inter-Entity Loan Request Form | State Accounting | 3 | 0 | 3 | T/S/D No RM5 required |
| 18 | 21/04/2026 09:09 AM | Agency | 3 | 0 | 3 | T/S/D No RM5 required | ||
| 19 | 6 | 21/04/2026 09:09 AM | Budgets (Appropriation) | Ofc of Budget & PP | 1 | 5 | 6 | RM5 required |
| 20 | 21/04/2026 09:09 AM | Agency | 5 | 0 | 5 | T/S/D No RM5 required | ||
| 21 | 7 | 21/04/2026 09:09 AM | Budgets (Entity/Organizational) | Ofc of Budget & PP | 1 | 5 | 6 | RM5 required |
| 22 | 21/04/2026 09:09 AM | Agency | 5 | 0 | 5 | T/S/D No RM5 required | ||
| 23 | 8 | 21/04/2026 09:09 AM | Journals and Support Documentation (Accounts Payables, Accounts Receivables, Asset Management, Billing, Expenditure Accruls, Interunit, Online, Purchase Order, Revenue Accruals, Statewide Interface) | Agency | 1 | 2 | 3 | T/S/D No RM5 required |
| 24 | 9 | 21/04/2026 09:09 AM | Procard-Users Receipts and Statements | Agency | 1 | 2 | 3 | T/S/D No RM5 required |
| 25 | 10 | 21/04/2026 09:09 AM | Procard Allocations | State Accounting | 3 | 0 | 3 | T/S/D No RM5 required |
| 26 | 11 | 21/04/2026 09:09 AM | Revenue Estimate Budget Journals | Ofc of Budget & PP | 3 | 5 | 8 | T/S/D No RM5 required |
| 27 | 21/04/2026 09:09 AM | Agency | 5 | 0 | 5 | T/S/D No RM5 required | ||
| 28 | 12 | 21/04/2026 09:09 AM | Statewide Cost Allocation Plan (SWCAP) | State Accounting | 10 | 0 | 10 | RM5 required |
| 29 | 13 | 21/04/2026 09:09 AM | Cash Management Improvement Act (CMIA) | State Accounting | 10 | 0 | 10 | RM5 required |
| 30 | 14 | 21/04/2026 09:09 AM | Comprehensive Annual Financial Report (CAFR) | State Accounting | 0 | 0 | 0 | None |
| 31 | 15 | 21/04/2026 09:09 AM | CAFR Adjustment Files | State Accounting | 10 | 0 | 10 | T/S/D No RM5 required |
| 32 | 16 | 21/04/2026 09:09 AM | Vouchers and Support Documentation (General Ledger, Accounts Receivables/Payables, Asset Management, Purchase Orders, Billing) | Agency | 1 | 3 | 4 | No RM5 Required T/S/D Unless 30 years or older RM5 Required. Offer to State Archives |
| 33 | 21/04/2026 09:09 AM | State Accounting | 3 | 3 | 6 | No RM5 Required T/S/D Unless 30 years or older RM5 Required. Offer to State Archives | ||
| 34 | 17 | 21/04/2026 09:09 AM | Warrant Cancellation Notice | Agency | 3 | 0 | 3 | T/S/D No RM5 required |
| 35 | 21/04/2026 09:09 AM | State Accounting | 5 | 0 | 5 | T/S/D No RM5 required | ||
| 36 | 18 | 21/04/2026 09:09 AM | Vender Form-Non-Interface Vendor (submitted to DOA) | Agency | 3 | 0 | 3 | T/S/D No RM5 required |
| 37 | 21/04/2026 09:09 AM | State Accounting | 5 | 0 | 5 | T/S/D No RM5 required | ||
| 38 | 19 | 21/04/2026 09:09 AM | Vender W-9/W-8 (submitted to DOA) | Agency | 3 | 0 | 3 | T/S/D No RM5 required |
| 39 | 21/04/2026 09:09 AM | State Accounting | 5 | 0 | 5 | T/S/D No RM5 required | ||
| 40 | 20 | 21/04/2026 09:09 AM | Vender W-9/W-8 (Interface Vendor) | Agency | 3 | 0 | 3 | T/S/D No RM5 required |
| 41 | 21/04/2026 09:09 AM | State Accounting | 5 | 0 | 5 | T/S/D No RM5 required | ||
| 42 | 21 | 21/04/2026 09:09 AM | Warrant-Replacement Stale Date Forms | Agency | 3 | 0 | 3 | T/S/D No RM5 required |
| 43 | 21/04/2026 09:09 AM | State Accounting | 5 | 0 | 5 | T/S/D No RM5 required | ||
| 44 | 22 | 21/04/2026 09:09 AM | All Purpose Warrant Signature Authorization Forms | State Accounting | 5 | 0 | 5 | T/S/D No RM5 required |
| 45 | 23 | 21/04/2026 09:09 AM | All Purpose Warrant Sign In/Out Sheet | State Accounting | 5 | 0 | 5 | T/S/D No RM5 required |
| 46 | 24 | 21/04/2026 09:09 AM | Payment Fraud File (MCA 5-13-309) | State Accounting | 5 | 0 | 5 | T/S/D No RM5 required |
| 47 | 25 | 21/04/2026 09:09 AM | CP 2100 (Invalid Name TIN Match) | State Accounting | 10 | 0 | 10 | T/S/D No RM5 required |
| 48 | 26 | 21/04/2026 09:09 AM | 972CG Notice (Info Return Proposed Penalty Notice) | State Accounting | 10 | 0 | 10 | T/S/D No RM5 required |
| 49 | 27 | 21/04/2026 09:09 AM | B Notice Solicitation | State Accounting | 10 | 0 | 10 | T/S/D No RM5 required |
| 50 | 28 | 21/04/2026 09:09 AM | 1099 MISC | State Accounting | 10 | 0 | 10 | T/S/D No RM5 required |
| 51 | 21/04/2026 09:09 AM | Agency | 10 | 0 | 10 | T/S/D No RM5 required | ||
| 52 | 29 | 21/04/2026 09:09 AM | 1099-S | Agency | 10 | 0 | 10 | T/S/D No RM5 required |
| 53 | 30 | 21/04/2026 09:09 AM | 1099-C | Agency | 10 | 0 | 10 | T/S/D No RM5 required |
| 54 | 31 | 21/04/2026 09:09 AM | 1099-INT | Agency | 10 | 0 | 10 | T/S/D No RM5 required |
| 55 | 32 | 21/04/2026 09:09 AM | 1099-W2G | Agency | 10 | 0 | 10 | T/S/D No RM5 required |
| 56 | 33 | 21/04/2026 09:09 AM | Excise Fuel Tax | State Accounting | 10 | 0 | 10 | T/S/D No RM5 required |
| 57 | 21/04/2026 09:09 AM | Agency | 10 | 0 | 10 | T/S/D No RM5 required | ||
| 58 | 34 | 21/04/2026 09:09 AM | IRS Correspondence | State Accounting | 10 | 0 | 10 | T/S/D No RM5 required |
| 59 | 21/04/2026 09:09 AM | Agency | 10 | 0 | 10 | T/S/D No RM5 required | ||
| 60 | 35 | 21/04/2026 09:09 AM | Bank Statement | State Treasury | 5 | 0 | 5 | T/S/D No RM5 required |
| 61 | 21/04/2026 09:09 AM | Agency | 3 | 2 | 5 | T/S/D No RM5 required | ||
| 62 | 36 | 21/04/2026 09:09 AM | EFT Payment Forms Documentation | State Treasury | 5 | 0 | 5 | T/S/D No RM5 required |
| 63 | 21/04/2026 09:09 AM | Agency | 3 | 0 | 3 | T/S/D No RM5 required | ||
| 64 | 37 | 21/04/2026 09:09 AM | Bank Reconciliation | State Treasury | 5 | 0 | 5 | T/S/D No RM5 required |
| 65 | 21/04/2026 09:09 AM | Agency | 3 | 0 | 3 | T/S/D No RM5 required | ||
| 66 | 38 | 21/04/2026 09:09 AM | ACH Reconciliation | State Treasury | 5 | 0 | 5 | T/S/D No RM5 required |
| 67 | 21/04/2026 09:09 AM | Agency | 3 | 0 | 3 | T/S/D No RM5 required | ||
| 68 | 39 | 21/04/2026 09:09 AM | Cash Sheets Documentation | State Treasury | 5 | 0 | 5 | T/S/D No RM5 required |
| 69 | 40 | 21/04/2026 09:09 AM | Cash Concentration | State Treasury | 1 | 0 | 1 | T/S/D No RM5 required |
| 70 | 41 | 21/04/2026 09:09 AM | Treasury Deposit Ticket | State Treasury | 5 | 0 | 5 | T/S/D No RM5 required |
| 71 | 21/04/2026 09:09 AM | Agency | 3 | 0 | 3 | T/S/D No RM5 required | ||
| 72 | 42 | 21/04/2026 09:09 AM | Treasury Posting (999 Posting Sheet) | State Treasury | 5 | 0 | 5 | T/S/D No RM5 required |
| 73 | 43 | 21/04/2026 09:09 AM | Notice of Dishonored Checks (from bank) | State Treasury | 5 | 0 | 5 | T/S/D No RM5 required |
| 74 | 21/04/2026 09:09 AM | Agency | 3 | 0 | 3 | T/S/D No RM5 required | ||
| 75 | 44 | 21/04/2026 09:09 AM | Dishonored Checks | State Treasury | 5 | 0 | 5 | T/S/D No RM5 required |
| 76 | 21/04/2026 09:09 AM | Agency | 3 | 0 | 3 | T/S/D No RM5 required | ||
| 77 | 45 | 21/04/2026 09:09 AM | Collateral Reports | State Treasury | 5 | 0 | 5 | No RM5 Required T/S/D Unless 30 years or older RM5 Required. Offer to State Archives |
| 78 | 46 | 21/04/2026 09:09 AM | Capital Asset Documentation (non-deeded property) | Agency | 3 | 0 | 3 | T/S/D No RM5 required |
| 79 | 47 | 21/04/2026 09:09 AM | Expensed Assets Documentation (insured or sensitive nature) | Agency | 3 | 0 | 3 | T/S/D No RM5 required |
| 80 | 48 | 21/04/2026 09:09 AM | Inventory Listing – Property | Agency | 3 | 0 | 3 | No RM5 Required T/S/D Unless 30 years or older RM5 Required. Offer to State Archives |
| 81 | 49 | 21/04/2026 09:09 AM | Capital Asset Documentation (deeded property) | Agency | 3 | 0 | 3 | No RM5 Required T/S/D Unless 30 years or older RM5 Required. Offer to State Archives |
| 82 | 50 | 21/04/2026 09:09 AM | Capital Lease Documentation | Agency | 3 | 0 | 3 | T/S/D No RM5 required |
| 83 | 51 | 21/04/2026 09:09 AM | New Internal Service Enterprise Funds | State Accounting | 6 | 0 | 6 | T/S/D No RM5 required |
| 84 | 52 | 21/04/2026 09:09 AM | Inter-entity Loan Detail Report | State Accounting | 6 | 0 | 6 | T/S/D No RM5 required |
| 85 | 53 | 21/04/2026 09:09 AM | A-Accrual Extension Information | State Accounting | 6 | 0 | 6 | T/S/D No RM5 required |
| 86 | 54 | 21/04/2026 09:09 AM | Unaudited General Fund Balance Report | State Accounting | 6 | 0 | 6 | T/S/D No RM5 required |
| 87 | 55 | 21/04/2026 09:09 AM | Audited General Fund Balance Report | State Accounting | 6 | 0 | 6 | T/S/D No RM5 required |
| 88 | 56 | 21/04/2026 09:09 AM | Local Gov’t Charge for Services Fund Limitation Report | State Accounting | 6 | 0 | 6 | T/S/D No RM5 required |
| 89 | 57 | 21/04/2026 09:09 AM | Modified Deposit Exception Report | State Accounting | 6 | 0 | 6 | T/S/D No RM5 required |
| 90 | 58 | 21/04/2026 09:09 AM | Accounts Receivables | SABHRS-FAB | 2 | 10 | 12 | RM5 required |
| 91 | 21/04/2026 09:09 AM | Agency | 2 | 3 | 5 | RM5 required | ||
| 92 | 59 | 21/04/2026 09:09 AM | Accounts Payables | SABHRS-FAB | 2 | 10 | 12 | RM5 required |
| 93 | 21/04/2026 09:09 AM | Agency | 2 | 3 | 5 | RM5 required | ||
| 94 | 60 | 21/04/2026 09:09 AM | General Ledger Reports | SABHRS-FAB | 2 | 20 | 22 | No RM5 Required T/S/D Unless 30 years or older RM5 Required. Offer to State Archives |
| 95 | 21/04/2026 09:09 AM | Agency | 2 | 3 | 5 | No RM5 Required T/S/D Unless 30 years or older RM5 Required. Offer to State Archives | ||
| 96 | 61 | 21/04/2026 09:09 AM | General Ledger Journals | SABHRS-FAB | 2 | 10 | 12 | No RM5 Required T/S/D Unless 30 years or older RM5 Required. Offer to State Archives |
| 97 | 21/04/2026 09:09 AM | Agency | 2 | 3 | 5 | No RM5 Required T/S/D Unless 30 years or older RM5 Required. Offer to State Archives | ||
| 98 | 62 | 21/04/2026 09:09 AM | Budget Ledgers | SABHRS-FAB | 5 | 0 | 5 | No RM5 Required T/S/D Unless 30 years or older RM5 Required. Offer to State Archives |
| 99 | 21/04/2026 09:09 AM | Agency | 5 | 0 | 5 | No RM5 Required T/S/D Unless 30 years or older RM5 Required. Offer to State Archives | ||
| 100 | 63 | 21/04/2026 09:09 AM | Budget Journals | SABHRS-FAB | 5 | 0 | 5 | No RM5 Required T/S/D Unless 30 years or older RM5 Required. Offer to State Archives |
| 101 | 21/04/2026 09:09 AM | Agency | 5 | 0 | 5 | No RM5 Required T/S/D Unless 30 years or older RM5 Required. Offer to State Archives | ||
| 102 | 64 | 21/04/2026 09:09 AM | Asset Management (Bridges, Buildings, Lands) | SABHRS-FAB | 0 | 0 | 0 | Offer to State Archives RM5 Required |
| 103 | 21/04/2026 09:09 AM | Agency | 0 | 0 | 0 | Offer to State Archives RM5 Required | ||
| 104 | 65 | 21/04/2026 09:09 AM | Purchasing/Pro Card | SABHRS-FAB | 2 | 10 | 12 | T/S/D No RM5 required |
| 105 | 21/04/2026 09:09 AM | Agency | 1 | 2 | 3 | T/S/D No RM5 required | ||
| 106 | 65 | 21/04/2026 09:09 AM | Billing | SABHRS-FAB | 2 | 10 | 12 | T/S/D No RM5 required |
| 107 | 21/04/2026 09:09 AM | Agency | 1 | 2 | 3 | T/S/D No RM5 required | ||
| 108 | 67 | 21/04/2026 09:09 AM | System Customization Documentation | State Accounting | 3 | 0 | 3 | T/S/D No RM5 required |
| 109 | 68 | 21/04/2026 09:09 AM | Modified Deposit Exception Report | State Accounting | 3 | 0 | 3 | T/S/D No RM5 required |
The State Records Committee (SRC) has designated all records marked as “No RM5 Required” will not require approval from the SRC prior to destruction. If the ‘Disposition’ above lists “Offer to State Archives” you must contact the Historical Society at 444-7427 before disposing.