Examples of Transitory Records​

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Announcements and notices of a general nature​

• Notifications of meetings, holidays or special events, acceptances, or regrets

• “To All Staff” memoranda or emails of routine administrative matters

 

Copies

• Duplicate copies of documents for convenience or reference purposes

• Minutes, agenda and circulars received from other parts of the University or external stakeholders which require no action

• “cc” and “FYI” copies

• Printouts or extracts from databases

• Snapshots of websites

Drafts

• Preliminary drafts that do not reflect significant changes leading to the final version of a document, or record decisions

• Spreadsheets used as working documents

 

Informational materials

• Unsolicited advertising materials including price lists, catalogue, product brochures, company profiles, etc.

 

Messages with immediate or short-term value

• E-mails to schedule or confirm meetings and appointments

• Voice mails, phone messages or telephone slips containing messages like “Please return call”

 

Superseded lists

• Superseded contact lists, membership lists, mailing lists, etc

 

Superseded or duplicated stock of in-house publications with no further usefulness

• Superseded administrative manuals, calendars, communication directories, etc

• Published reports, newsletters, pamphlets, periodicals, or reference materials received from other parts of the University or external stakeholders which require no action

 

Transmittal memos

• Letter, fax cover sheets, routing slips, compliments slips that accompany a document, report or form but do not add value