Montana Administrative Register Notice 44-2-236 No. 17   09/06/2019    
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In the matter of the amendment of ARM 44.14.310 and 44.14.312 and the repeal of ARM 44.14.301, 44.14.302, 44.14.304 through 44.14.309, and 44.14.311 pertaining to records and information management fees










TO: All Concerned Persons


            1. On September 26, 2019, at 10:00 a.m., the Secretary of State will hold a public hearing in the Secretary of State's Office Conference Room, Room 260, State Capitol Building, Helena, Montana, to consider the proposed amendment and repeal of the above-stated rules.


            2. The Secretary of State will make reasonable accommodations for persons with disabilities who wish to participate in this rulemaking process or need an alternative accessible format of this notice. If you require an accommodation, contact the Secretary of State no later than 5:00 p.m., September 19, 2019, to advise us of the nature of the accommodation that you need.  Please contact Joe DeFilippis, Secretary of State's Office, P.O. Box 202801, Helena, MT 59620-2801; telephone (406) 444-5476; fax (406) 444-3976; TDD/Montana Relay Service (406) 444-9068; or e-mail jdefilippis@mt.gov.


            3. The rules proposed to be amended are as follows, new matter underlined, deleted matter interlined:


            44.14.310 FEES FOR RECORDS CENTER SERVICES (1) The following fees shall be charged for services provided for records housed in the state records center:

            (a) 1/2 cubic foot storage, per month                                                    $.17

            (b)(a)  one cubic foot carton storage, (per cubic foot per month)      $.22 .33

            (b) receiving and entering - carton (per cubic foot)                          $1.00 

            (c) regular retrieval/re-file - carton, each (per cubic foot)                $1.50 1.20

            (d)  emergency retrieval, each                                                              25.00

            (e) large retrievals, delivery, interfiling, per hour                               25.00

            (f) records disposal, per hour                                                               25.00

            (g) shredding confidential records, per hour                                      25.00

            (h) tape storage, per inch                                                                          .55

            (i) permanent withdrawal (remove or dispose)                                  25.00 per hour

            (j) database set-up                                                                                 25.00 per hour

            (k) unsuccessful search                                                                           1.20

            (l) data research                                                                                     25.00 per hour

            (m) record center, enter new box into database (each)                       .40

            (d) regular retrieval from/re-file to carton (per file)                            $1.50

            (e) rush retrieval - carton (per cubic foot)                                           $6.00

            (f)  rush retrieval - file from carton (per file)                                       $8.00

            (g)  regular interfile - carton (each)                                                       $5.00

            (h) next day delivery (per visit plus handling charge)                    $15.00

            (i) regular pickup (per visit plus handling charge)                           $15.00

            (j) half day delivery (per visit plus handling charge)                       $40.00

            (k) rush pickup/delivery – business day (per visit plus handling charge)                              $75.00

            (l) rush delivery – weekends/holidays/after hours (per visit plus handling charge) $200.00

            (m) handling charge (per cubic foot)                                                               $1.50

            (n) miscellaneous services - labor (per hour)                                              $45.00

            (o)  re-boxing (per labor plus new carton)                                                       $6.55


AUTH: 2-6-1101, 2-15-405, MCA

IMP: 2-6-1101, 2-6-1114, MCA


            44.14.312 FEES FOR IMAGING SERVICES (1) The following fees shall be charged for imaging services:

            (a) indexing/document preparation, per hour                                  $25.00

            (b) scanning (per image)                                                                           .15

            (a) image on demand – digital images scanned (in excess of the first 50 images) (per image)            $.10

            (b) image on demand – imaging minimum (includes first 50 images)                                   $10

            (c) image on demand – hourly labor (per hour)                              $45


AUTH: 2-6-1101, 2-15-405, MCA

IMP: 2-6-1101, MCA


            4. The rules proposed to be repealed are:


            44.14.301 FEES FOR 16MM MICROFILM SERVICES


AUTH: 2-15-405, MCA

IMP: 2-6-1101, 2-6-1114, MCA


            44.14.302 FEES FOR 35MM MICROFILM SERVICES


AUTH: 2-15-405, MCA

IMP: 2-6-1101, 2-6-1114, MCA


            44.14.304 FEES FOR FILM PROCESSING


AUTH: 2-15-405, MCA

IMP: 2-6-1101, 2-6-1114, MCA


            44.14.305 FEES FOR FILM INSPECTING


AUTH: 2-15-405, MCA

IMP: 2-6-1101, 2-6-1114, MCA


            44.14.306 FEES FOR FILM DUPLICATION


AUTH: 2-15-405, MCA

IMP: 2-6-1101, 2-6-1114, MCA




AUTH: 2-15-405, MCA

IMP: 2-6-1101, 2-6-1114, MCA


            44.14.308 MISCELLANEOUS FEES                                                                       


AUTH: 2-15-405, MCA

IMP: 2-6-1114, MCA


            44.14.309 MISCELLANEOUS SUPPLIES   


AUTH: 2-15-405, MCA

IMP: 2-6-1101, 2-6-1114, MCA


            44.14.311 FEES FOR RECORDS CENTER BOXES


AUTH: 2-15-405, MCA

IMP: 2-6-1114, MCA


            5. STATEMENT OF REASONABLE NECESSITY: These proposed rule changes reflect the transfer of state records to a new storage facility that is more secure and safe and has environmental controls to prolong the life of paper records. The proposed changes reflect a net cost decrease for state agencies. For example, the storage fees are decreased by 1/3 of the cost agencies were paying as of July 1, 2019 (from 33 cents to 22 cents). Currently, 17 state agencies and 8 local government entities use the state records center and will benefit from this price reduction.  Filming storage has been eliminated from the state records center due to the high cost of microfilm and maintaining equipment, and because filming is no longer an industry standard but has been replaced by scanning per the National Archives and Records Administration and the National Association of Government Archives and Records Administrator.  Scanning has been eliminated since the Department of Administration Print and Mail Services Bureau has obtained high-speed scanners and is now working with agencies. The authorizing and implementing statutes also have been updated to reflect the current law (previously cited statutes were repealed).


            6. Concerned persons may submit their data, views, or arguments either orally or in writing at the hearing. Written data, views, or arguments may also be submitted to: Joe DeFilippis, Secretary of State's Office, P.O. Box 202801, Helena, Montana 59620-2801, or by e-mailing Jdefilippis@mt.gov, and must be received no later than 5:00 p.m., October 4, 2019.


            7. Austin James, Secretary of State's Office, has been designated to preside over and conduct the hearing.


            8. The Secretary of State maintains a list of interested persons who wish to receive notices of rulemaking actions proposed by this agency. Persons who wish to have their name added to the list shall make a written request which includes the name and mailing address of the person to receive notices and specifies that the person wishes to receive notices regarding administrative rules, corporations, elections, notaries, records, uniform commercial code, or combination thereof. Such written request may be mailed or delivered to the Secretary of State's Office, Administrative Rules Services, 1301 E. 6th Ave, P.O. Box 202801, Helena, MT 59620-2801, faxed to the office at (406) 444-3976, or may be made by completing a request form at any rules hearing held by the Secretary of State's Office.


            9. The bill sponsor contact requirements of 2-4-302, MCA, do not apply.


            10. With regard to the requirements of 2-4-111, MCA, the Secretary of State has determined that the amendment and repeal of the above-referenced rules will not significantly and directly impact small businesses.



/s/ AISLINN BROWN                                    /s/ COREY STAPLETON   

Aislinn Brown                                               Corey Stapleton

Rule Reviewer                                              Secretary of State



Dated this 27th day of August, 2019.

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