Transitory Electronic Data Processing (EDP) Records (schedule 102902)

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Transitory EDP records are records of temporary usefulness that are not an integral part of an administrative or operational record or datafile, 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 or file.  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 database or datafile and disposed of separately in accord with the Document Disposal Act.

NOTE:   This records schedule covers word processing records, including disks and diskettes, if the records come within the general definition of transitory EDP records.  See also the special schedule for word processing records (102904).

NOTE:  This records schedule does NOT cover generation data groups, image backup copies (used for system recovery purposes), or backup copies of specific data sets.   These are NOT transitory records and disposition will be approved separately in accord with the Document Disposal Act.

NOTE:  This records schedule does NOT cover electronic mail unless records created by electronic mail clearly fit within one of the categories described below.  For electronic mail see special schedule (102903).

There are three categories of transitory EDP records: (1) input records; (2) processing records; and (3) output records.

  

2.1  TRANSITORY INPUT RECORDS
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a)  INPUT SOURCE DOCUMENTS SO nil DE
Input source documents are forms or other records (including EDP records) used to enter data into a master file.  Unless it is required for financial, legal, audit, or other statutory purposes, the input source document is obsolete once the update or data entry is validated and backup procedures are completed.  

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b)  INPUT SCREENS AND INPUT TRANSACTIONS SO nil DE
Information recorded on a screen or in an EDP transaction file which is used to update a master file is obsolete once the update or data entry is validated, and backup procedures are completed.  

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c)  AUTOMATED DATA COLLECTION PROCESSES SO nil DE
Information gathered electronically by some automated method (e.g., weather stations, traffic counters, weight and motion scales, lightning location devices) is stored temporarily in the memory of the collection system.  Once the information at the collection location is transmitted to a data storage facility, becomes an ongoing record and is validated, the copy at the collection location is obsolete.  

2.2  TRANSITORY PROCESSING RECORDS
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a) INTERMEDIATE PROCESSING COPIES SO nil DE
These are EDP copies of a master file or a portion of a master file which are transferred into the system's main memory for some operational purpose or system function.  If the master file is retained, intermediate processing copies are transitory records and are obsolete when the function has been completed and validated.  

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b) TRANSMITTAL COPIES SO nil DE
These are EDP copies of information from a master file or a portion of a master file which are used to send information to some other location.  If the master file is retained, the transmittal copy is a transitory record at the location of transmittal and is obsolete when the action is completed.

NOTE:  The transmitted copy at the receiving location is not necessarily a transitory record.  If it falls within one of the categories for transitory records described in this schedule, it is transitory.   If it is a regular or ongoing record and required for a statutory, fiscal, legal, audit, administrative, or operational purpose, it will be disposed of separately in accord with the Document Disposal Act.

  

2.3  TRANSITORY OUTPUT RECORDS
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a)  OUTPUT RECORDS   SO nil DE
Physical media output records (i.e., hardcopy, microforms, tapes, and other storage media) are transitory if they are unnecessary duplicates, extra copies created only for reference convenience, or working materials, drafts, or research files used in the preparation of an ongoing record.  If physical media output records are ongoing records, part of regular filing or information systems, or are required for statutory, legal, fiscal, audit, administrative, or operational purposes, they will be disposed of separately in accord with the Document Disposal Act.  

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b)  USER VIEWS OF MASTER FILES SO nil DE
These are output records that present information from a set of master files and that can be reconstituted from the masters.  These user views of master files are transitory if they are stored electronically for use during computer sessions and are obsolete at the completion of the research, production, or reference activities.

NOTE:  User views of master files that arrange data from several master files so that a new record series is created and that are stored on hardcopy, microform, or magnetic media as ongoing records are not transitory records.  Disposition of these types of user views will be approved separately in accord with the Document Disposal Act.

  

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c)  SUB-SETS OF EXISTING USER VIEWS SO nil DE
These are outputs from existing user views that are used for a specific and immediate purpose and can be reconstituted from the existing user view.  

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d)  DISPLAY SCREENS SO nil DE
The display of information on a screen is a transitory record and is obsolete when the work session or reference activity is completed.   Logs of activity and other records that determine system status are not transitory records.  

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e) FAILED JOB OUTPUT RECORDS   SO nil DE
These are outputs resulting from abnormally ended jobs, programming errors, improper selection criteria, and unsuccessful input of data.

NOTE:  This records schedule does NOT cover generation data groups, image backup copies, or backup copies of data sets.  These are NOT transitory records and disposition will be approved separately in accord with the Document Disposal Act.