mtlrs250.xml Guide to the Montana Secretary of State Records, 1867-1997 Montana. Secretary of State records, 1867-1997 Finding aid prepared by MHS Staff Funding for encoding this finding aid was provided through a grant awarded by the National Endowment for the Humanities. Montana Historical Society, Research Center Archives 2004
225 North Roberts PO Box 201201 Helena, MT 59620-1201 mhslibrary@mt.gov https://mhs.mt.gov/research
This finding aid was produced using ArchivesSpace on 2022-02-23. Finding aid written in English. Finding aid based on DACS (Describing Archives: A Content Standard), 2nd Edition. 2021,2022 Finding aid revised by MHS Staff Montana Historical Society, Research Center Archives Montana Secretary of State records Montana. Secretary of State RS 250 991 linear feet 37 volumes 1867-1997 This collection consists mainly records produced by Montana Secretary of State's office. Materials include inactive business license records, correspondence, financial records, oaths of office, and reports and minutes from other Montana state commissions. 31:8-6; oversize, 25:5-5; volumes 120:7-6 English .

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.

As of 2021, the Secretary serves as a member of the Board of Land Commissioners, and the Board of Examiners Commissioners. The Secretary also serves as president of the House of Representatives; chief election officer overseeing procedures and publications relating to state elections; state corporations officer overseeing incorporation documentation for foreign and domestic businesses; custodian of records affixing their seal to and filing official documents handled by the Governor's Office; 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.

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.

This collection is divided into the following four series:

Series 1: Secretary of State records, 1889-1988, 15 linear feet, 37 volumes

Subseries 1: Correspondence, 1890-1966

Subseries 2: Financial Records, 1889-1957

Subseries 3: Legal Documents, 1899-1967

Subseries 4: Reports, 1889-1971, 3.5 linear feet

Subseries 5: Subject Files, 1889-1988

Series 2: Inactive Business Entity records, 1867-1997, 972 linear feet

Subseries 1: Domestic Corporations, 1867-1997

Subseries 2: Foreign [out-of-state] Corporations, 1867-1997

Series 3: Election and Legislative Bureau records, 1908-1919, 4 linear feet

This collection open for research.

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.

[Name of document or photograph number], Montana Secretary of State records, RS 250, [box and folder number]. Montana Historical Society, Research Center Archives, Helena, Montana.

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.

This collection originally included records from the Montana Territory Territorial Secretary's office. In 2021, those materials were removed from this collection and processed into a separate collection, RS 160.

In 2021, the Montana Secretary of State County Business License records, RS 477, and the Montana Secretary of State Business Entity records, RS 478, were integrated into this collection to promote access and ease of use.

The briefcase containing the Darnell petition materials was discarded, and the papers were housed in Box 12 of this collection.

Materials produced by the following external Montana agencies and boards--Building and Loan Commissioner, Capitol Site Commission, Board of Charities and Reforms, Efficiency and Trade Commission, Board of Examiners, Fish and Game Commission, Law Library, Montana Legislature, Railroad Commissioners, State Canvassers, Department of Weights and Measures, and Board of World's Fair Managers--were removed from this collection and processed separately according to creating entity.

Future records transfers from the Secretary of State's office will be added to this collection, including business entity records when businesses cease to exist.

Records produced by the Territorial Secretary, including business license information for businesses established prior to Montana's statehood, are available in the Montana Territory Territorial Secretary records, RS 160.

Business license records for still-active business registered in Montana can be accessed by contacting the Montana Secretary of State office.

 Montana. Secretary of State Montana. Governor Montana Territory. Territorial Secretary Montana--Politics and government Auditing--Montana Constitutional conventions--Montana Elections--Montana Finance, Public--Montana--Auditing Taxation--Montana Government and Politics Montana State Executive Office Series 1 1889-1988

This series consists of correspondence, legal and financial documents, reports, and other records created by the Office of the Secretary of State.

The materials in this series are arranged into five subseries based on record type. Subseries include: Correspondence; Legal Documents; Financial Records; Reports; and Additional Records.

 Correspondence Subseries 1 1890-1966 Appointments and resignations 1894-1962 1 1 Commissioner of Deeds 1889-1914 1 2 Notary public 1889-1893 1 3 - 4 Secretary of State, L. Rottwitt 1889-1891 1 5 - 12 Secretary of State, L. Rottwitt 1890 35 Secretary of State, L. Rottwitt 1891 36 Correspondence organized alphabetically, A-Y 1895-1966 1 13 - 30

Includes information about appointments, auto licenses, and elections

 Legal Subseries 2 1899-1967

The materials in this subseries are arranged alphabetically by topic. In the case of court papers, they are arranged alphabetically by defendant's or plaintiff's last name.

 Court papers, B - H 1902-1928 1 31 - 77 Court papers, H - T 1900-1953 2 1 - 9 Washington Water Power Co. agreement 1953 2 10

Dam construction in Sanders County

 Agriculture certificate 1895 2 11 Applications for survey of Yellowstone River and Echo Lake 1912; 1930 2 12 Certificates for analysis of metal culverts 1919-1957 2 13 - 14 Political certificates 1919-1957 2 15 Certification of insurance claims 1934 2 16 Certification: special elections on city reorganization 1911-1915 2 17 Construction contracts 1898-1913 2 18 - 39

State and local government buildings

 Contracts for state government printing 1890-1913 2 40 - 41 Contracts 1901-1917 3 1 - 4 County appointments 1903-1946 3 5 County descriptions 1912-1923 3 6 - 8 County seals 1901-1922 3 9 County seats 1896-1898 3 10 Oaths of office 1890-1942 3 11 - 15 Precinct boundaries for Carter County 1966 3 16 Resolution of Lewis and Clark County Commissioners 1889 3 17 State Textbook Commission 1940-1941 3 18 Township descriptions 1890-1967 3 19 Financial Records Subseries 3 1889-1957 Fee books 1901-1949 1

Executive Office services to the public

 Fee books 1901-1949 2 Fee book 1901-1949 3 Fee book 1901-1949 4 Fee book 1901-1949 5 Fee book 1901-1949 6 Fee book 1901-1949 7 Fee book 1901-1949 8 Fee book 1901-1949 9 Fee book 1901-1949 10 Fee book 1901-1949 11 Fee book 1901-1949 12 Fee book 1901-1949 13 Fee book 1901-1949 14 Fee book 1901-1949 15 Fee book 1901-1949 16 Fee book 1901-1949 17 Fee book 1901-1949 18 Fee book 1901-1949 19 Fee book 1901-1949 20 Fee books 1889-1900 3 20 - 22 Executive Office budget 1921-1937 14 37 Annual statements of Choteau and Silver Bow counties 1899 3 23 Capitol Building bonds 1912-1916 3 24 Building estimates for Historical Society Library circa 1933 3 25 Motor Vehicle department expenditures 1917-1926 3 26 Governor's Office accounts 1919-1921 3 27 Bonds 1919-1947 3 28 - 30 Gifts, donations, grants records 1927-1957 3 31 Tax lists 1918-1926 3 32 Reports Subseries 4 1889-1971

The materials in this subseries are arranged by type of report, then alphabetically by the agency or commission who submitted it.

 Inventory: list of reports 1905-1922 3 33 Inventory: State Agencies and Boards, A-C 1889-1925 and undated 3 34 - 40 Inventories: State Agencies and Boards, C-S 1905-1956 4 1 - 43 Inventories: State Agencies and Boards, T-V 1905-1956 5 1 - 5 Inventory work papers 1924-1927 5 6 Reports: State Agencies and Commissions, A-S 1891-1953 5 7 - 55 Reports: State Agencies and Commissions, S-W 1890-1951 6 1 - 19 Payroll comparison of state agencies circa 1920-1959 6 20 Payroll comparison of state agencies 1915-1916 OS 15 1 Additional Records Subseries 5 1889-1988 Appointments to state boards and agencies 1901-1983 21 Appointments to state boards and agencies 1901-1983 22 Appointments to state boards and agencies 1901-1983 23 Appointments to state boards and agencies 1901-1983 24 Appointments to state boards and agencies 1901-1983 25 Appointments to state boards and agencies 1901-1983 26 Appointments to state boards and agencies 1895-1896 8 1 - 2 Attorney General opinions per request of the Secretary of State 1897-1966 and undated 7 1 - 15

Includes index.

 Auto registration application examples 1914 7 16 Auto dealer registrations 1913-1914 7 17 Auto registration fee books 1913-1921 27 Auto registration fee books 1913-1921 28 Auto registration fee books 1913-1921 29 Auto registration fee books 1913-1921 30 Auto registration fee books 1913-1921 31 Coal dealer license applications 1911-1921 7 18

These records were sampled and only represent a fraction of the bulk of applications created from 1911 to 1921.

 Copyright registration for music 1936 7 19 Corporation reports, forms, etc. 1981-1988 7 20 Departmental Regulations, B-I 1919-1973 7 21 - 30 Departmental Regulations, I-W 1919-1973 8 3 - 12 Eagleman, Melvin Leroy, Sr. pardon 1975 8 13 Elected officials biographical data circa 1960 8 14 Elections: state and presidential races 1964-1980 8 15 - 24 Executive Record: #1-1388 1911-1946 9 Executive Record: #1389-2750 1947-1961 10 Executive Record: #2751-4000 1961-1970 11 Executive Record: #1389-4000 1947-1970 OS 15 2 Honorary Commissions 1940; 1958 11 Index to Montana Codes undated 11 Unidentified Index circa 1890 34 Lists of registered lobbyists 1961-1981 11 Lists of stray horses 1892 11

Deer Lodge and Silver Bow Counties

 Memorials 1895; 1955-1970 11 Native American Church of Montana 1969 11 Notary public commissions 1913-1916 11 Notary public commissions 1924-1955 32 Notary public commissions 1924-1955 33 Petitions, John Darnell 1921-1928 12 Petitions, Joseph Hurst circa 1900 OS 15 4 Petitions, Special legislative sessions 1939 12 Press releases 1966-1978 8 25 Proclamations 1889-1942 12

State observance of national holidays

 Proclamations 1943-1970 13

State observance of national holidays

 Railroad license book and card file 1893-1943 8 26 - 27 Reapportionment 1965-1971 8 28 - 30 Register of bills received by Governor's Office undated OS 15 5 Vote tabulation, State Primary 1920 1892-1920 8 31 - 32 Constitutional Conventions 1889-1972 8 33 - 39 Constitutional Conventions 1889; 1934 OS 15 3 Inactive Business Entity records Series 2 1867-1997

This series consists of articles of incorporation, annual reports, dissolution notes, and other items, for domestic and foreign [out-of-state] corporations that no longer exist.

These records are organized into two subseries: Domestic Corporations and Foreign Corporations.

 Domestic Corporations Subseries 1 1867-1997

The records in this subseries contain license numbers #D00001-D60774. Keep in mind that there are gaps in the numbers because active business entity records are still held by the Secretary of State's Office. To determine whether a business is active or inactive, visit the Secretary of State's Business Search Portal.

The records in this subseries are arranged numerically by the license number.

 Domestic Corporation Licenses, #D00001-D60774 1867-1997 001 - 599

Due to the number of boxes in this series, there is no itemized box and folder list. Once you determine that the business you're researching is inactive, contact the Research Center Archives so they can assist you with accessing the box containing the correct record.

 Foreign [out-of-state] Corporations Subseries 2 1867-1997

The records in this subseries contain license numbers #F00001-F27667. Keep in mind that there are gaps in the numbers because active business entity records are still held by the Secretary of State's Office. To determine whether a business is active or inactive, visit the Secretary of State's Business Search Portal.

The records in this subseries are arranged numerically by the license number.

 Foreign [out-of-state] Corporation Licenses, #F00001-F27667 1867-1997 600 - 972

Due to the number of boxes in this series, there is no itemized box and folder list. Once you determine that the business you're researching is inactive, contact the Research Center Archives so they can assist you with accessing the box containing the correct record.

 Election and Legislative Bureau records Series 3 203 microfilm reels 1908-1919 16 17 18 19

This series consists of petitions submitted to the Montana Secretary of State's Office in compliance with the initiative and referendum process.