The City of Billings adopted a records management program via Ordinance 97-5034. The City initially adopted records retention schedules via Resolution 97-17257. Many of the adopted schedules have not been updated since their initial adoption. As a result, many retention schedules are not in compliance with State requirements. The Montana Secretary of State's Office has created Schedule 8, which sets retention schedules for local government records. The Secretary of State's Office has also created Schedule 10, which sets retention schedules for courts of limited jurisdiction. Schedule 10 would apply to Municipal Court. The State Local Government Records Committee regularly maintains and updates Schedules 8 and 10.  Adopting Schedules 8 and 10 as the City of Billings records retention schedules will ensure compliance with State retention requirements, and will ensure that the schedules are regularly reviewed and updated.

City Council may:

• Approve, or;
• Disapprove. Disapproval will result in noncompliance of retention requirements for many of the City's records series. Changes in records management requirements from the 2015 legislative session, including the records destruction approval process, necessitate updated records retention schedules.

There is no financial impact.

Staff recommends that the City Council approve the resolution adopting Montana Municipal Records Retention Schedule 10 for Municipal Court and Schedule 8 for all other City departments.