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Section 8 covers materials that have no administrative, legal, fiscal or archival requirement for their retention. They may be disposed of when no longer needed for reference.

Disposition Authority# Records series title and description Retention and Disposition Instructions

GS 50004

General Information – External.

Information received from other agencies, commercial firms or private institutions, which requires no action and is no longer needed for agency business purposes. Includes, but is not limited to: Catalogs, reports, multi-media presentations (videos, CDs, etc.); Informational copies, notices, bulletins, newsletters, announcements; Unsolicited information (junk mail, spam, advertisements, etc.).

 

Retain until no longer needed for agency business

 

 

 

GS 50001

Informational Notifications/Communications.

Records communicating basic/routine short-term information (regardless of format or media used) that: Do not document agency decisions/actions; Are not used as the basis of agency decisions/actions; and Are not covered by a more specific records series. Includes, but is not limited to: Basic messages such as “Come and see me when you’re free,” “Call me back at (360) 555-5555,” etc. Internal communications notifying of staff absences or lateness (such as “Bob is out today,” “Mary is running late,” etc.), provided the appropriate attendance and leave records are retained in accordance with Attendance and Leave Records (DAN GS 03030); Internal communications notifying of staff social events/gatherings (such as potlucks, birthdays, fun runs, cookies in the break room, etc.) or of weather/traffic conditions (such as “Avoid I-5, it’s a parking lot,” “Take care – it has started snowing,” etc.); Email delivery/read receipts, out-of-office notices, etc. Excludes records covered by: Attendance and Leave Records (DAN GS 03030); Provision of Advice, Assistance or Information (DAN GS 09022).

 

Retain until no longer needed for agency business

 

 

 

GS 50013

Reference Materials.

Materials gathered from outside sources for reference/reading use which are not evidence of the agency’s business transactions. Includes, but is not limited to: Conference materials (such as proceedings, handouts, etc.) from conferences/seminars not organized by the agency; Copies of published articles, reports, etc.; Internet browser favorites/bookmarks; Listserv/RSS feeds. Excludes records covered by Secondary (Duplicate) Copies (DAN GS 50005).

 

Retain until no longer needed for agency business

 

 

 

GS 50002

Requests for Basic/Routine Agency Information.

Internal and external requests for, and provision of, routine information about the operations of the agency, such as: Business hours, locations/directions, web/email addresses; Meeting dates/times. Excludes records covered by: Public Disclosure/Records Requests (DAN GS 05001); Provision of Advice, Assistance or Information (DAN GS 09022).

 

Retain until no longer needed for agency business

 

 

 

GS 50005

Secondary (Duplicate) Copies.

Copies of records (created or received), provided the agency retains its primary copy of the record in accordance with the current approved minimum retention period. Includes, but is not limited to: Data extracts and printouts from agency information systems; Cc’s of emails, provided the agency is retaining its primary copy of the email; Convenience/reference copies of records; Duplicate and near-duplicate images/photographs provided the selected “best” image(s) documenting the occasion/object is retained. Excludes records which are the agency’s only copy of the record, even if it is held by another

Retain until no longer needed for agency business

 

 

 

Section Index  |  Alphabetical Index  |  Records Retention Schedule page

Questions? Contact us