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.

Skip to Retention Schedules

Skip to Add/Change Retention Schedule

Skip to Disposals

Skip to Delegated Authority for Disposals

Skip to Committee Members

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.

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 completed form to [email protected].

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 [email protected]

Instructions
RM 85

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

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 406.444.9000 if you have any questions regarding Delegated Authority.

If you have questions, please contact us at [email protected] or call 406-444-9009.

Deborah Butler
Legislative Audit Division

Jodie Foley
Montana Historical Society
State Archives

Dawn Anderson
Attorney General’s Office

Raphael Graybill
Governor’s Office

Audrey Hinman
State Chief Information Officers’ Office

Peter Wiseman
Department of Administration – State Information Technology Services Division

Ray Dagnall
Secretary of State’s Office
Records and Information Management

Bowen Greenwood
Clerk of Supreme Court

KarenDe Herman
Department of Natural Resources and Conservation

Sundi West
Military Affairs

Evan Waters
Department of Livestock

Danielle Vincent
Department of Health and Human Services

Becky Dockter
Fish, Wildlife, and Parks

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

If you have questions, please contact the RIM Division at [email protected] or call (406) 444-9009.

Back to the Records Management Tool Kit

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Glossary

Montana Secretary of State – Corey Stapleton
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