Montana § 2-6-1202 - Local Government Records Committee -- Duties And Responsibilities

§ 2-6-1202. Local Government Records Committee -- Duties And Responsibilities

Local government records committee -- duties and responsibilities. The local government records committee shall: (1) approve, modify, or disapprove proposals for local government records retention and disposition schedules; (2) appoint a subcommittee, known as the local government records destruction subcommittee, to handle requests for disposal of records that are not listed on an approved retention schedule. The subcommittee consists of the state archivist, one of the local government records managers, and the representative of the department of administration. Unless specifically authorized by statute or by the retention and disposition schedule, a local government public record may not be destroyed or otherwise disposed of without the unanimous approval of the subcommittee. When approval is required, a request for the disposal or destruction of local government records must be submitted to the subcommittee by the entity concerned. If there is not unanimous approval of the subcommittee, the issue of the disposition of a record must be referred to the local government records committee for approval. When approval is obtained from the subcommittee or from the local government records committee for the disposal of a record, the local government records committee shall consider the inclusion of a new category of record for which a disposal request is not required and shall update the schedule as necessary. (3) establish a retention and disposition schedule for categories of records for which a disposal request is not required. The local government records committee shall publish the retention and disposition schedules. Updates to those schedules, if any, must be published at least annually. (4) develop guidance for local governments to identify, maintain, and secure their essential records; (5) respond to requests for technical advice on matters relating to local government records; and (6) provide leadership and coordination in matters affecting the records of multiple local governments.