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Thompson Rivers University
Thompson Rivers University

Records and Transitory Records

The TRU Records Retention/Destruction Policy, Section II (16)(a) defines a Transitory Record as “… Records which are only required for a limited period of time for the completion of a routine action or the preparation of an ongoing Record. It is a Record’s content and context that determines whether a Record is transitory, rather than its form.”

Following are some examples of University records and transitory records:

— a few examples

To be retained as outlined in the TRU Records Retention Schedule

  • Policies, procedures, guidelines, briefing notes
  • Final reports and recommendations
  • Business deliverables
  • Accounting records (may include working papers)
  • Work plans, schedules, assignments and performance results
  • Material of historical or research importance to the university
  • Agendas and minutes of meetings
  • Legal agreements
  • Records used to make a decision that directly affects an individual

Transitory records
— a few examples

Can be purged when no longer needed (Note: many email communications are official records)

  • Duplicate copies of records used for convenience
  • FYI communications i.e. general notices regarding meetings, holidays, room bookings, etc.
  • Draft documents used in preparation of a final version (see exceptions below)
  • Duplicate portions of email strings that become copies (only the final copy of the email string that contains all content of the email discussion is the official record)

TRU's Information Classification Standard outlines the appropriate method of handling various types of records including the appropriate method of disposal.

Questions regarding the implementation requirements of the Records Retention/Destruction Policy should be directed by email to the Privacy and Access Officer, or by calling 250-828-5012.

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