Office of the Chief Information Officer

United States Department of Agriculture

Transitory and Intermediary Records

Transitory records.  Records required only for a short time (generally less than 180 days) and that are not required to meet legal or fiscal obligations, or to initiate, sustain, evaluate, or provide evidence of decision-making.  Records include, but are not limited to:

  • messages coordinating schedules, appointments, and events
  • transmittal documents such as e-mail, letters, cover memos, and facsimile cover sheets that do not provide evidence of approval, concurrence, or decision-making, or include substantive comments
  • received copies of circulated internal information such as agency instructions, notifications, circulars, newsletters, and email blasts to employees
  • messages received from agency distribution lists or listservs
  • “to-do” or task lists and assignments

Retention

Destroy when no longer needed for business use, or according to agency predetermined time period or business rule.

GRS or Approved Records Schedule

GRS 5.2, Item 010

Disposal Authority

DAA-GRS-2017-0003-0001

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Intermediary records.  Records of an intermediary nature, meaning that they are created or used in the process of creating a subsequent record. To qualify as an intermediary record, the record must also not be required to meet legal or fiscal obligations, or to initiate, sustain, evaluate, or provide evidence of decision-making. 

Retention

Destroy upon verification of successful creation of the final document or file, or when no longer needed for business use, whichever is later.

GRS or Approved Records Schedule

GRS 5.2, Item 020

Disposal Authority

DAA-GRS-2017-0003-0002

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017