Montana Secretary of State records
Content Description
This collection consists materials created by and relating to the duties of the Secretary of State's Office. These records include correspondence primarily related to appointments, businesses, and commissions. There are also records from court cases involving the Secretary's Office, as well as other legal documents related to certification, contracts, appointments, oaths of office, and election matters. This collection contains information about department regulations for various agencies, notary public commissions, and petitions. in addition to financial records such as account books, fee books, motor vehicle registrations, and tax lists.
Part of the records in this collection were produced by Montana state commissions and boards that are related to the responsibilities of the Secretary's Office. These records consist mainly of correspondence, reports, and meeting minutes.
The bulk of the records in this collection are comprised of business license records for businesses registered in Montana that are no longer in operation. This collection does not contain business license records for still-active businesses registered in Montana. Those materials are held and maintained by the Secretary's Office. Information about whether a business is active or inactive is available on the Secretary of State's Business Search Portal.
Dates
- Creation: 1867-2010
Access Restrictions
This collection open for research, but access to portions of the unprocessed records is restricted. Contact the Research Center for details.
Restrictions on Use
Researchers must use collection in accordance with the policies of the Montana Historical Society. The Society does not necessarily hold copyright to all materials in the collection. In some cases, permission for use may require additional authorization from the copyright holders. For more information, contact the Montana Historical Society Research Center Archives.
Historical Note
Established: By the 1889 Constitution of the State of Montana.
Functions: Interpreting state election laws and overseeing elections.; Maintaining the official records of the executive branch and the acts of the legislature.; Reviewing, maintaining, and distributing public-interest records of businesses and nonprofit organizations.; Filing administrative rules adopted by state departments, boards, and agencies. Attesting to the governor’s signature on executive orders, proclamations, resolutions, extradition papers, and appointments. Preserving the state seal.; Filing and maintaining records of secured financial transactions, such as liens.; Commissioning notaries public.
Predecessor Agency: Montana Territory Territorial Secretary
The Montana Territorial Secretary, authorized by the Organic Act of The Territory of Montana, was a presidential appointee whose duties included the transmittal of federal reports, and serving as Territorial Governor in the latter's absence. With the adoption of the 1889 Montana State Constitution the Office of the Secretary of State replaced the Territorial Secretary. The new Secretary was elected to a 4-year term and assigned a variety of new tasks including serving as ex-officio member of various boards and commissions. In 1992, the Constitution was amended to limit the Secretary of State and other top officials to two 4-year terms in a 16-year period.
In addition to the functions listed above, the Secretary of State serves as a member of the Board of Land Commissioners and the Board of Examiners; president of the House of Representatives; chief election officer overseeing procedures and publications relating to state elections; state corporations officer; custodian of executive branch records; and central filing officer for the Uniform Commercial Codes, notary bonds, deeds, mortgages, motor vehicle registration, and trademarks.
As of 2021, the Secretary of State's Office was made up of the following divisions: Administrative Rules of Montana; Business Services; Notary Services; Elections and Government; and Records and Information Management.
Extent
1059 linear feet
38 Volumes
9 Floppy disks
Language of Materials
English
Summary
This collection consists mainly of records produced by the office of the Montana Secretary of State. Materials include inactive business license records, correspondence, financial records, oaths of office, and reports and minutes from other Montana state commissions.
Arrangement
This collection is divided into six series based on department or division within the Secretary of State's office. Series 1, 2, and 6 are further divided into subseries. Specific information about each subseries is available at the series level.
Series 1: State Executive Office, 1889-1988, 15 linear feet, 37 volumes
Subseries 1: Correspondence, 1890-1966
Subseries 2: Financial, 1889-1957
Subseries 3: Legal, 1899-1967
Subseries 4: Reports, 1889-1971
Subseries 5: Additional records, 1889-1988
Series 2: Inactive Business Entity records, 1867-1997, 972 linear feet
Subseries 1: Domestic Corporation Licenses, 1867-1997
Subseries 2: Foreign [out-of-state] Corporation Licenses, 1867-1997
Series 3: Election and Legislative Bureau, 1908-1919, 4 linear feet
Series 4: Business Services Bureau, 1997-2000, 2 linear feet
Series 5: Legal Services, 1904-2010, 6.5 linear feet, 1 volume
Series 6: Unprocessed records, 1988-2000, 57.5 linear feet, 9 floppy disks
Subseries 1: Accession S1998-014, 1988-1995
Subseries 2: Accession S1999-045, 1989-1998
Subseries 3: Accession S2001-041, 1988-2000
Subseries 4: Accession S2003-015, 1988-1999
Subseries 5: Accession S2004-045, 1991-1998
Location of Collection
31:8-6; oversize, 25:5-5; volumes 120:7-6
Acquisition Information
Most of the records in this collection were acquired via a series of transfers from the Montana Secretary of State's office. More detailed information about individual transfers is available upon request.
- Title
- Guide to the Montana Secretary of State Records, 1867-2010
- Status
- Completed
- Author
- Finding aid prepared by MHS Staff
- Date
- 2004
- Description rules
- Describing Archives: A Content Standard
- Language of description
- English
- Script of description
- Latn
- Language of description note
- Finding aid written in English.
- Sponsor
- Funding for encoding this finding aid was provided through a grant awarded by the National Endowment for the Humanities.
Repository Details
Part of the Montana Historical Society, Research Center Archives Repository
225 North Roberts
PO Box 201201
Helena MT 59620-1201 United States
406-444-2681
406-444-2696 (Fax)
mhslibrary@mt.gov