(1) Agency managers shall document the following in the recruitment and selection process:

(a) job information;

(b) screening information; and

(c) applicant information.

(2) For the purposes of this subchapter, "job information" includes but is not limited to:

(a) a description of the current duties of the job;

(b) a copy of the vacancy announcement;

(c) a copy of newspaper or journal advertising, if any;

(d) a list of all recruitment sources used; and

(e) a copy of Internet posting, if any.

(3) For the purposes of this subchapter, "screening information" includes but is not limited to:

(a) a copy of all selection procedures and any criteria used to evaluate qualifications;

(b) the names and titles of any persons who participated in the design or administration of the selection procedures; and

(c) a statement of why and how the hiring decision was made.

(4) For the purposes of this subchapter, "applicant information" includes, but is not limited to:

(a) all applications, supplemental question responses, evaluation notes, reference checks, and any other application materials received;

(b) applicants' demographic information from the applicant survey page; and

(c) correspondence with applicants.

(5) Agencies shall maintain items listed in this rule for a period of time consistent with the General Records Retention Schedule found at http://sos.mt.gov/Records/State Forms.asp and also available from Records and Information Management, Montana Secretary of State, 130 Bozeman Street, P.O. Box 202801, Helena, MT 59620, telephone (406) 444-9000.