Montana Code 2-6-1103. Agency records management duties
2-6-1103. Agency records management duties. Each department head shall administer the executive branch agency‘s records management function and shall:
Terms Used In Montana Code 2-6-1103
- Executive branch agency: means a department, board, commission, office, bureau, or other public authority of the executive branch of state government. See Montana Code 2-6-1002
- Records manager: means an individual designated by a public agency to be responsible for coordinating the efficient and effective management of the agency's public records and information. See Montana Code 2-6-1002
- State: when applied to the different parts of the United States, includes the District of Columbia and the territories. See Montana Code 1-1-201
- State records committee: means the state records committee provided for in 2-6-1107. See Montana Code 2-6-1002
(1)coordinate all aspects of the agency records management function in accordance with procedures prescribed by the secretary of state and the state records committee;
(2)analyze records inventory data and examine and compare all inventories within the agency to minimize duplication of records;
(3)review and approve records disposal requests for submission to the retention and disposition subcommittee;
(4)review established records retention schedules to ensure they are complete and current and make recommendations to the secretary of state and the state records committee regarding minimal retentions for all copies of public records within the agency;
(5)incorporate records management requirements into the agency information technology plan provided for in 2-17-523;
(6)ensure that all agency employees receive appropriate and ongoing records management training; and
(7)after considering guidance from the state records committee regarding records manager qualifications, officially designate a qualified agency records manager to manage the functions provided for in this section.