Fiscal value. To fulfill their financial obligations, governmental agencies need to keep such records as budgets, ledgers, allotments, payrolls, vouchers, warrants, and encumbrances. These all have fiscal value, as would almost any document needed for a fiscal audit.
Historical value. Even when a document no longer has any administrative, legal, or fiscal value, it still may have historical or documentation value and so should be retained. Records that contain authentic evidence of an agency's organization, function, policies, decisions, procedures, operations, or other activities are examples. This type of information may be found in policy records, organizational documents, memos, correspondence, and reports. "Historical" records that are not used in the day-to-day operations of an agency should be transferred to the State Archives of the Montana Historical Society. If you need guidance as to what constitutes a historical record, contact the State Archivist at (406) 444-6779.