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 GENERAL FINANCIAL RECORD
General Schedule Number 2
Revised Dec. 2015
| wdt_ID | wdt_last_edited_at | Item | Record Series Title | Distribution | Office (in years) | Records Center (in years) | Total (in years) | Disposition |
|---|---|---|---|---|---|---|---|---|
| 275 | 1 | Accounts Receivable/Payable | Agency | 3 | 2 | 5 | T/S/D No RM5 Required | |
| 276 | 2 | Accounts Uncollectible (Including Write-Off Authority) | Agency | 3 | 2 | 5 | T/S/D No RM5 Required | |
| 277 | 3 | Deposits, Reconciliations, Stop Payments | Agency | 3 | 2 | 5 | T/S/D No RM5 Required | |
| 278 | 4 | Ledgers - Books of Final Entry | Agency | 5 | 0 | 5 | Offer to State Archives RM5 Required | |
| 279 | 5 | Journals/Registers - Books of Original Entry | Agency | 3 | 2 | 5 | No RM5 Required unless 30 yrs or older RM5 Required. Offer to State Archives | |
| 280 | 6 | Record of Daily Transactions | Agency | 3 | 2 | 5 | No RM5 Required unless 30 yrs or older RM5 Required. Offer to State Archives | |
| 281 | 7 | Vouchers | Agency | 3 | 2 | 5 | T/S/D No RM5 Required | |
| 282 | Accounting Division | 1 | 4 | 5 | T/S/D No RM5 Required | |||
| 283 | 8 | General Journal (Non-SBAS users only) | Agency | 3 | 2 | 5 | RM5 Required | |
| 284 | 9 | Billing Support Documentation | Agency | 2 | 2 | 4 | T/S/D No RM5 Required | |
| 285 | 10 | Claims (Request for Payments) | Agency | 3 | 0 | 3 | T/S/D No RM5 Required | |
| 286 | 11 | Cancelled & Voided Checks (Warrants) | Agency | 3 | 2 | 5 | T/S/D No RM5 Required | |
| 287 | Auditor | 3 | 0 | 3 | T/S/D No RM5 Required | |||
| 288 | 12 | Bank Statements | Agency | 3 | 2 | 5 | RM5 Required | |
| 289 | 13 | Bank Deposit Slips | Agency | 3 | 2 | 5 | T/S/D No RM5 Required | |
| 290 | 14 | Check Registers | Agency | 3 | 2 | 5 | T/S/D No RM5 Required | |
| 291 | 15 | Local Fund Receipts (Receipts for License fees, service, etc. of state agency routine business) | Agency | 3 | 2 | 5 | No RM5 Required unless 30 yrs or older RM5 Required. Offer to State Archives | |
| 292 | 16 | Local Fund Correspondence | Agency | 3 | 0 | 3 | RM5 Required | |
| 293 | 17 | Budget Preparation Forms (Forms B-02, B-7, B-8, A, B, C, B-1000, B-80, B-70) | Office of Budget & Program Planning | 2 | 3 | 5 | T/S/D No RM5 Required | |
| 294 | Agency | 2 | 0 | 2 | T/S/D No RM5 Required | |||
| 295 | 18 | Correspondence Concerning Budgets | Office of Budget & Program Planning | 2 | 3 | 5 | T/S/D No RM5 Required | |
| 296 | Agency | 1 | 0 | 1 | T/S/D No RM5 Required | |||
| 297 | 19 | Position Control Report | Office of Budget & Program Planning | 2 | 3 | 5 | T/S/D No RM5 Required | |
| 298 | Personnel | 2 | 0 | 2 | T/S/D No RM5 Required | |||
| 299 | Agency | 2 | 0 | 2 | T/S/D No RM5 Required | |||
| 300 | 20 | Position Control Adjustment | Office of Budget & Program Planning | 2 | 3 | 5 | T/S/D No RM5 Required | |
| 301 | Agency | 2 | 0 | 2 | T/S/D No RM5 Required | |||
| 302 | 21 | Adjustment Update Report | Office of Budget & Program Planning | 2 | 3 | 5 | T/S/D No RM5 Required | |
| 303 | Agency | 2 | 0 | 2 | T/S/D No RM5 Required | |||
| 304 | 22 | Budget Addition Request (Justifications, Program Analysis, Staffing Pattern) | Office of Budget & Program Planning | 2 | 3 | 5 | T/S/D No RM5 Required | |
| 305 | Agency | 2 | 0 | 2 | T/S/D No RM5 Required | |||
| 306 | 23 | Budgets | Office of Budget & Program Planning | 2 | 3 | 5 | RM5 Required | |
| 307 | Agency | 2 | 0 | 2 | 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.