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
 

Form#

Name

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 75
Migration Plan

General Records Retention Schedules

Schedule #

Schedule Name

Index of General Records Retention Schedules

GS1

SABHRS Financials

GS2

General Financial Records

GS3

Administrative and Legal Records Schedule updated July 2014

GS4

Purchasing and Procurement Records

GS5

Payroll and Personnel Records Schedule updated July 2014

GS6

Technology Services Records Schedule updated July 2014

GS7

Records Management

GS8

Licensing

GS9

Non-record Material