Local Government Disposal Management Forms
- Introduction to Montana Local Government Records Schedules
- Appendix A - Request for Records Disposal or Transfer Authorization
- Appendix B - Transfer Receipt Example
- Retention Schedule
- Request for Change in Records Schedule
- Disposal Form
The Local Government Records Committee, with help from local records custodians, created the following records retention schedules, request for change and records disposal processes. Agencies must request permission to dispose of official public records. If you have questions or comments about the schedules or processes, please contact the:
Local Government Records Committee
Local Government Services Bureau
P.O. Box 200547
Helena MT 59620-0547
For local governments that undergo annual audits, retention schedules begin the month that the final fiscal year audit report is received by the entity.
Retention periods assigned to records are minimums. You are not required to destroy or otherwise dispose of records at the end of the minimum time frame outlined in the appropriate retention schedule. The Local entity bears responsibility to determine if records are confidential and are to be marked accordingly on each request for disposal. See the Montana Constitution, Article II, Section 9 and Section 10, Title II statutes at 2-6-1, MCA, consult legal counsel, or develop policy and procedure for addressing privacy and right to know.
Per Administrative Rule 44.14.202, document images, or any other type of electronic medium, is not an acceptable, long-term or permanent method of storing records. Records with a retention period of more than 10 years may be stored electronically as long as they are also maintained in paper or microfilm.
If an entity choses to use archival-quality microfilm or microfiche, as the official storage medium, the agency must carefully review the microfilm’s readability before allowing for destruction of the paper source records. If poor-quality paper documents are filmed, the quality on film may also be poor quality and the paper records may need to be retained to ensure readability.
Microfilm or microfiche may be considered as a long-term or permanent, low-cost, storage medium for public records, provided that the filming process, development, and storage of the film master meets certain national standards. To verify whether the agency’s film meets these standards, contact the Secretary of State Records and Information Management Division by email or by phone at (406) 444-9000.
|Local Government Retention Schedules||Revision Date|
|1||General (i.e. correspondence)||November 2011|
|2||Clerk and Recorder||April 2010|
|5||Accounting and Financial||April 2010|
|7||School District||May 2012|
|9||Conservation District||May 2012|
|11||Appraisal and Assessment||May 2012|
|14A||Sheriff Local Detention Center/Jail||1999|
|17||9-1-1 PSAP||October 2007|
|18||Weed Department||October 2009|
|19||County School Superintendents||October 2008|
|20||County Museums||October 2009|
|10||Courts of Limited Jurisdiction||May 2012|
|12||Clerk of District Court||April 2010|
|16||County Attorney||April 2007|
|15||Insurance Authority||May 2012|
|15A||Insurance Authority - Claims||January 2011|