This rule has been repealed.

This rule has been repealed.

(1) Per 2-6-1101, MCA, it is the duty of the Secretary of State to ensure the proper management and safeguarding of public records as defined in 2-6-1002(13), MCA.

(2) The state records committee, as established by 2-6-1107, MCA, whose presiding officer is the Secretary of State, is authorized to approve, modify, or disapprove of agency requests to dispose of public records.

(3) Per 2-6-1103, MCA, each executive branch agency of state government is mandated to administer its records management function.

(4) Any state agency with a records management program that meets established records retention, disposition, and archiving criteria may apply for and be granted authority to independently dispose of its public records by entering into a delegation agreement with the secretary of state and the state records committee.

(5) The Secretary of State and the state records committee shall evaluate an agency's ability to manage its records independently based on a review of the following agency resources:

(a) management support;

(b) dedicated human resources;

(c) current internal policies and procedures;

(d) annual activity regarding retention schedule modifications and disposal requests; and

(e) negotiate directly with the Montana Historical Society state archives to establish a mutually acceptable preservation process.

(6) A delegation agreement will be in effect for five years with renewal dependent on review by the Secretary of State and the state records committee to determine if modifications are necessary.

(1) Electronic records storage systems may be used for the daily management, storage and retrieval of documents with a retention schedule of 10 years or more (long-term documents) or records with a retention schedule of less than 10 years (short- or medium-term documents).

(1) The Local Government Records Committee adopts and incorporates by reference the Association of Records Managers & Administrators (ARMA) International's Generally Accepted Recordkeeping Principles® for local governments using electronic systems to store long-term records, ©2014 ARMA International, www.arma.org. Local governments should use them as the framework to design, implement, operate, and decommission the systems and to manage the records and data within the systems.

(2) ARMA's Generally Accepted Recordkeeping Principles® can be accessed on the ARMA web site at the following link: http://www.arma.org/docs/sharepoint-roadshow/the-principles_executive-summaries_final.doc.

(1) Original short- or medium-term documents that are electronically stored may be destroyed or otherwise disposed of without maintaining a copy in another medium.

This rule has been repealed.

This rule has been repealed.

This rule has been repealed.

This rule has been repealed.

This rule has been repealed.

This rule has been repealed.

This rule has been repealed.

This rule has been repealed.

This rule has been repealed.

This rule has been repealed.

(1) The following fees shall be charged for services provided for records housed in the state records center:

(a) 1/2 cubic foot storage, per month $.17

(b) one cubic foot storage, per month .33

(c) retrieval/re-file, each 1.20

(d) emergency retrieval, each 25.00

(e) large retrievals, delivery, interfiling, per hour 25.00

(f) records disposal, per hour 25.00

(g) shredding confidential records, per hour 25.00

(h) tape storage, per inch .55

(i) permanent withdrawal (remove or dispose) 25.00 per hour

(j) database set-up 25.00 per hour

(k) unsuccessful search 1.20

(l) data research 25.00 per hour

(m) record center, enter new box into database (each) .40

This rule has been repealed.

This rule has been repealed.

(1) Per 2-6-1107, MCA, the following membership rotation is established for those executive branch agencies (including those that are administratively attached/allocated) that are not designated as permanent representatives of the state records committee:

(a) First rotation (October 1, 2017, through September 30, 2019):

(i) Department of Commerce;

(ii) State Board of Education;

(iii) Department of Corrections;

(iv) Department of Environmental Quality; and

(v) Department of Labor and Industry.

(b) Second rotation (October 1, 2019, through September 30, 2021):

(i) Department of Natural Resources and Conservation;

(ii) Department of Public Health and Human Services;

(iii) Department of Military Affairs;

(iv) Department of Fish, Wildlife and Parks; and

(v) Department of Livestock.

(c) Third rotation (October 1, 2021, through September 30, 2023):

(i) Department of Transportation;

(ii) Department of Revenue;

(iii) Office of Public Instruction;

(iv) Department of Public Service Regulation; and

(v) State Auditor.

(d) Fourth rotation (October 1, 2023, through September 30, 2025):

(i) Department of Agriculture;

(ii) Department of Commerce;

(iii) State Board of Education;

(iv) Department of Corrections; and

(v) Department of Environmental Quality.

(2) The fifth rotation will begin with the Department of Labor and Industry, and, as with all future rotations of the executive branch agencies not designated as permanent members of the state records committee, will follow the order set out above in the first, second, third, and fourth rotations and be for a two-year period beginning on October 1 and ending September 30 two years later.