Elections and Government Services Administrative Rules of Montana Business Services Notary and Certification Records and Information Management

Agencies of state government should refer to the General Records Retention Schedules to or to their agency-specific Records Retention Schedule (RM3) todetermine how long to keep specific public records and how to securely dispose of them. If your agency must meet federal retention requirements, the longer of the two retention periods applies.

If you are uncertain which schedule to refer to for a specific type of document, refer first to the General Records Retention Schedule Index.

While some records are kept on a calendar basis, most state government records are maintained by fiscal year (July 1 to June 30). For example, a record created in FY 2006 that has a retention period of four years could be disposed of at the end of FY 2010, or June 30, 2010.

Records Management Forms



RM 1
Record Series Profile

RM 2
Transmittal of Records

RM 2a
Transmittal of Records for Folders

RM 2b
Unfoldered Document Returns

RM 3
Records Retention Schedule

RM 4
Returning Folders or Unfoldered Documents

RM 5
Records Disposal Request

RM 7
Rolling Disposal Request

RM 11
Work Request Form

RM 75
Migration Plan

RM 84
Request to add Record Series to the General Schedule

General Records Retention Schedules

Schedule #

Schedule Name

Index of General Records Retention Schedules


SABHRS Financials


General Financial Records


Administrative and Legal Records Schedule updated August 2014


Purchasing and Procurement Records


Payroll and Personnel Records


Technology Services Records


Records Management


Licensing Schedule updated August 2014


Non-record Material