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 RECORDS & INFORMATION MANAGEMENT
General Schedule Number 7
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 (T/S/D)Toss/Shred/Delete |
|---|---|---|---|---|---|---|---|---|
| 325 | 1 | Justification to Acquire Major Office Equipment (RM17) | SOS RIM | 4 | 0 | 4 | T/S/D No RM5 Required | |
| 326 | Agency | 1 | 0 | 1 | T/S/D No RM5 Required | |||
| 327 | 2 | Records Disposal Exception Report (RM6) | SOS RIM | 30 | 0 | 30 | T/S/D RM5 Required Offer to State Archives | |
| 328 | Agency | 30 | 0 | 30 | T/S/D RM5 Required | |||
| 329 | 3 | Records Disposal Request (RM5) RM5 or Agency Form | SOS RIM | 30 | 0 | 30 | T/S/D RM5 Required Offer to State Archives | |
| 330 | Agency | 30 | 0 | 30 | T/S/D RM5 Required | |||
| 331 | 4 | Records Disposal Request Continuation Sheet (RM5.1) | SOS RIM | 30 | 0 | 30 | T/S/D RM5 Required Offer to State Archives | |
| 332 | Agency | 30 | 0 | 30 | T/S/D RM5 Required | |||
| 333 | 5 | Records Rolling Disposal Request (RM7) RM7 or Agency Form | SOS RIM | 30 | 0 | 30 | T/S/D RM5 Required Offer to State Archives | |
| 334 | Agency | 30 | 0 | 30 | T/S/D RM5 Required | |||
| 335 | 6 | Records Inventory Worksheet (RM8) | Agency | 1 | 0 years | 1 | T/S/D No RM5 Required | |
| 336 | 7 | Records Retention Schedule (RM3) | SOS RIM | 30 | 0 | 30 | T/S/D No RM5 Required | |
| 337 | Agency | 30 | 0 | 30 | T/S/D No RM5 Required | |||
| 338 | 8 | Records Schedule Series Profile (RM1) | SOS RIM | 2 | 28 | 30 | T/S/D No RM5 Required | |
| 339 | Agency | 0 | 0 | 0 | T/S/D No RM5 Required | |||
| 340 | 9 | Transmittal of Records (RM2) | SOS RIM | 0 | 0 | 0 | T/S/D No RM5 Required | |
| 341 | Agency | 0 | 0 | 0 | T/S/D No RM5 Required | |||
| 342 | 10 | Records Center Requests | SOS RIM | 2 | 3 | 5 | T/S/D No RM5 Required | |
| 343 | Agency | 1 | 3 | 4 | T/S/D No RM5 Required | |||
| 344 | 11 | Migration Plan | SOS RIM | 2 | 28 | 30 | T/S/D RM5 Required Offer to State Archives | |
| 345 | Agency | 0 | 0 | 0 | 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.