What are Non-Records?

Non-Records may be duplicates of University records, materials used merely for reference purposes, or materials that communicate information of short-term value. Non-records should be disposed of as soon as possible after their primary usefulness has expired. Unlike University records, non-records do not require State approval prior to their disposal.

Non-Records may still be valuable to the business processes of units and they may still be expected to be kept locally within a department for future business processes. For example, some units may want to have ready access to reference copies of contracts for use when drafting new contracts for similar goods and services. For this reason, departments may intentionally retain these copies for specified periods of time, but they should plan to dispose of the materials as soon as their primary usefulness has expired.

Examples of Non-Records

  • Academic research data
  • Personal correspondence and junk mail/spam
  • Non-University publications and catalogs
  • Working papers and drafts of papers or reports that have been published
  • Duplicate material including recipient copies of most internal communications
  • Blank forms and stocks of printed or reproduced documents kept for supply purposes
  • Material created and preserved only for reference or convenience purposes
  • Books, periodicals, newspapers, posters, and other library and museum materials
  • Private materials neither made nor received by the University in the transaction of public business
  • Material used to facilitate operations but not to support, enable, or document administrative action
  • Material considered as University Records that has been duplicated or migrated to another format in accordance with the requirements put forth by the State
  • Transitory messages created primarily to communicate information of short-term value. Transitory messages are created in many formats such as email, instant messaging (IM), text messaging (SMS), or paper correspondence. Examples of transitory messages include, but are not limited to:
    • reminders to employees about scheduled meetings or appointments;
    • telephone messages (whether in paper, voicemail, or other electronic form);
    • announcements of office events;
    • recipient copies of announcements of campus-sponsored events such as exhibits, lectures, workshops, etc.

For more information about Non-Records, please read A Guide for the Clarification of Non-Record Materials or Communication 003: Identification of University Records versus Non-Record Materials.