Records Management System: City of Billings, Montana

Billings City Clerk Marita Herold, with the help of HAI, has launched an ambitious records management program to streamline and standardize the city's records keeping. Reprinted with permission of the Billings Gazette. Photo by Larry Mayer.

History Associates developed a records management system that streamlined and standardized municipal records keeping for the City of Billings, Montana. HAI staff verified inventory data collected by city staff and gathered inventory information for textual, audiovisual, and electronic records. HAI also analyzed the city's records and electronic systems; interviewed records custodians, system users, and system administrators; and conducted research into existing local, state, and federal laws and regulations concerning records keeping requirements. HAI developed records retention and disposition schedules for city records that became the basis for a Municipal Records Manual, issued by the Montana Secretary of State's office, which contained schedules for all Montana municipalities.

In addition, HAI prepared a report analyzing the city's records keeping systems and outlining an implementation plan for system improvement, drafted an electronic mail policy, and prepared reports on software and hardware needs. HAI also identified and analyzed the city's vital records; explained project objectives and the need for improved systems to the City Council; and conducted training sessions for city staff. HAI is continuing to help the City of Billings to implement its schedules and ensure they remain current with changes in legislation and city programs.