2-6-1107. State records committee -- composition and meetings. (1) There is a state records committee composed of:
(a) representatives of:
(i) the department of administration;
(ii) the legislative auditor;
(iii) the attorney general;
(iv) the secretary of state;
(v) the Montana historical society;
(vi) the governor;
(vii) the clerk of the supreme court; and
(viii) the state chief information officer; and
(b) five members representing executive branch agencies designated pursuant to subsections (4) and (5).
(2) The state records committee is administered by the secretary of state, and the secretary of state's representative serves as the presiding officer for the committee.
(3) The committee members representing the agencies in subsection (1)(a) are designated by the heads of the respective agencies, and their appointments must be submitted in writing to the secretary of state. These committee members serve at the pleasure of the heads of their respective agencies.
(4) To implement subsection (1)(b), the committee members in subsection (1)(a) shall develop a rotation by which each of the executive branch agencies is designated to select a representative to serve a 2-year term as a committee member. The secretary of state shall adopt the rotation by administrative rule.
(5) The committee shall establish guidelines for the heads of executive branch agencies in appointing representatives to ensure the executive branch representatives provide a balance of perspectives from records management, information technology, and legal professionals.
(6) The committee shall meet at least quarterly.
(7) Committee members shall serve without additional salary but are entitled to reimbursement for travel expenses incurred while engaged in committee activities as provided for in 2-18-501 through 2-18-503. Expenses must be paid from the appropriations made for operation of their respective agencies.