Transitory Records (schedule 102901)

A SA FD
SO nil DE
Transitory records are records of temporary usefulness that are not an integral part of an administrative or operational record series, that are not regularly filed with standard records or filing systems, and that are only required for a limited period of time for the completion of a routine action or the preparation of an ongoing record.

Transitory records are not required to meet statutory obligations or to sustain administrative or operational functions.  Originals or copies required for statutory, legal, fiscal, administrative or operational purposes will be retained in a regular filing system and disposed of separately in accord with the Document Disposal Act.  This schedule covers the following types of transitory records.

  

A SA FD
1.1  CONVENIENCE COPIES SO nil DE
Extra copies of records created and retained only for the convenience of reference, including photocopies.

NOTE:  This schedule does NOT cover day files, crutch files, or chronological files.  Disposition of those records will be approved separately in accord with the Document Disposal Act

  

A SA FD
1.2  UNNECESSARY DUPLICATES SO nil DE
Stocks of publications, pamphlets, blank forms, informational material, etc. which have no further usefulness.  

A SA FD
1.3  WORKING MATERIALS AND DRAFTS SO nil DE
Rough notes, steno work materials, word processor diskette copies, calculations, preliminary drafts, rough research notes, and similar materials used in the preparation of correspondence, reports, memoranda, statistical tabulations, or other records.

Once the finished record has been produced, documented, and incorporated into a regular filing or records system, these working materials become transitory records.

NOTE:  This schedule does not cover working materials and drafts that are described or specified in some other records schedule.   For example, this schedule does NOT cover working materials relating to the preparation of legislation or audit reports.  Disposition of records relating to legislation and other specified working papers will be approved separately in accord with the Document Disposal Act.

If you have any questions about a specific type of working paper, please contact your Records Officer.