The following materials are considered to have no administrative, legal, fiscal or archival requirements for their retention and are classified as an non-record. There is no specific retention period for non-records. Once its usefulness has been served, it may be destroyed.

  • Document Errors
    Incorrect versions of documents, forms or reports that had to be regenerated in order to correct errors in typing, data entry, spelling, grammar, or format.
  • Drafts
    Drafts may be disposed of as soon as the document is finalized and are no longer needed for reference purposes.
  • Duplicates
    Extra copies of correspondence, completed forms, bulletins, statistics, reports, hardcopy printouts from a database (including e-procurement purchase orders and reports), electronic files extracted from a master file or database, mailing lists, etc., used only for reference or informational distribution.

Electronic Records That Do Not Need to be Printed or Saved

The following electronic records DO NOT have to be saved or printed because they are extracted from a master file or database. Reports printed from a database are considered duplicates and can be destroyed as soon as they have served their reference purpose. They will be visible and accessible for their full retention period in the system of record and can be reprinted as needed. You should never print e-mails - the official copy is the original digital version.
Retention: May be disposed of as soon as the reference purpose has been served. Please shred, recycle or delete as appropriate.

  • Extracted Data
    Documents derived from a master file or database in the form of statistics, reports, hardcopy printouts, mailing lists, auto-generated notifications and reminders, etc. Includes emails. These records will be visible and accessible for their full retention period in the system of record and can be reprinted as needed.
  • Lists and Logs
    Lists/logs containing information tracked by a department from which elements are superseded as new data/information is received, where not covered by a more specific records series.
  • Miscellaneous Memoranda or Notices
    Memos and postings that DO NOT relate to the functional responsibility of the department (i.e., announcements of meetings, reservations, confirmations, itineraries, acknowledgements, form-letter thank you notes, etc.).
  • Published Reference Materials
    Printed materials received from other UWG offices, vendors or other non-UWG institutions, which require no action and are not needed for documentary purposes. May include technical reports/studies, magazines, catalogs, periodicals, flyers, announcements, newsletters and other widely distributed printed materials received by a UWG office.
  • Requests for Information
    Routine memos or forms used to request or respond to requests for information, forms, mailing lists, database printouts, publications, requests for computer printouts, etc.
  • Routing Slips
    Memos used to direct the distribution of documents.
  • Publications
    Multiple copies of departmentally produced printed documents that are superseded, obsolete or otherwise valueless. May include program brochures, booklets, flyers, forms, catalogs, directories, manuals, posters and other informational materials produced by a department for wide distribution. NOTE: One copy of all UWG publications must be retained.
  • Transmittal Memos
    Emails or fax cover sheets that accompany an attachment, document, report, form, etc., that do not add any substantive information to the transmitted material.