Section 8: Records and Information Without Retention Requirements

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Section 8: Records and Information Without Retention Requirements

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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 50002

Agency Information - Routine.

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

Retain until no longer needed for agency business

then

Any office: Destroy

 

GS 50003

Agency-Generated Forms and Publications – Copies.

Blank forms and duplicate copies of publications, provided that the agency retains the primary record in accordance with the current approved minimum retention period. Includes, but is not limited to: • Reports, catalogs, brochures, calendars, posters; • Multi-media presentations (videos, CDs, etc.). Excludes: • Publication masters covered by GS 15008; • Form masters covered by GS 12005; • Accountable forms (unused, pre-numbered checks, receipts, meal tickets, licenses, etc.) covered by GS 12004.

 

Retain until no longer needed for agency business

then

Any office: Destroy

 

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

then

Any office: Destroy

 

GS 50005

Secondary (Duplicate) Copies.

Copies of records (created or received), provided that the agency retains the primary record in accordance with the current approved minimum retention period. Includes, but is not limited to: • Data extracts and printouts from agency information systems.

 

Retain until no longer needed for agency business

then

Any office: Destroy

 

GS 50001

Transitory Records.

Public records that only document information of temporary, short-term value, and provided that the records are: • Not needed as evidence of a business transaction; and, • Not covered by a more specific records series. Includes, but is not limited to: • Miscellaneous notices or memoranda which do not relate to the functional responsibility of the agency (notices of community affairs, employee meetings, holidays, etc.); • Preliminary drafts of letters, memoranda, reports, work sheets, spreadsheets, presentations, and informal notes, etc., which do not represent significant basic steps in the preparation of record document(s); • Routing slips used to direct the distribution of documents; • Shorthand notes, stenotype tapes, and mechanical records, after they have been transcribed into typewritten or printed form on paper or microfilm; • Telephone messages (including voicemail, digital voice messages, etc.); • Letters of transmittal which do not add any information to the transmitted materials.

 

Retain until no longer needed for agency business

then

Any office: Destroy

 

Section Index  |  Alphabetical Index  |  Records Retention Schedule page