Managing Transitory Records

Examples of Common Records with Minimal Retention

Basic informational messages (such as "Please call", "Running 10 minutes late", etc.)
Business cards and others' contact information
Drafting/editing notes such as handwritten annotations / notes, track changes, information / comments in Microsoft Word, etc.
Duplicate copies
Electronic records created solely for printing, such as signs, mailing labels, etc.
Email delivery / read receipts
Emails notifying staff of weather / traffic conditions or social gatherings (such as potlucks, agency sports teams, etc.)

Extra copies of blank forms or publications
Information received from an external source which requires no action (such as bulletins, notices, newsletters, etc.)
Internet browsing history, cache / temporary files, cookies, etc.
Mailing lists and email distribution lists
Meeting scheduling (provided the calendar is retained)
Microsoft Word versions of letters / correspondence used to print the hard copy that gets signed, where either the hardcopy or scanned copy of the signed version is retained

Notes taken in brainstorming sessions and meetings
Out-of-office email notices
Reference materials (such as news clippings, published articles, etc.)
Requests for basic information (such as business hours, driving directions, web address, etc.)
Rough / working notes that have been written up into a more formal record
Routing slips
To-do lists
Unsolicited information (such as junk mail, spam, advertisements, etc.)
Workflow notifications

Last Updated: August 2026