As part of Records and Information Management Month, the Division of Information Technology and K-State Libraries are sharing information about various topics related to records and information management. We have many transitory records in paper, audio, electronic, or other formats at K-State. This article focuses on defining the types of transitory records and how to dispose of the records properly.
Examples of Transitory Records
- Announcements and notices of a general nature
- Drafts
- Convenience or duplicate copies
- Messages where the information has no operational value
- Superseded lists
- Stocks of in-house publications that are obsolete or no longer useful
- Blank forms
Disposal of Transitory Records
Transitory records have no ongoing operational, informational, evidential, or historical value. As a general rule, destroy transitory records as soon as they have served their primary purpose. The following are examples of transitory records that can be discarded:
- Notices – once the event has taken place, unless you are the originator
- Preliminary drafts – when the final version of a document is issued
- “FYI” – when no longer referenced
- “cc” copies – when the issue is resolved or concluded
- Snapshots or printouts: when the database is updated/rolled over
To learn more about correctly identifying and disposing of transitory records, view the knowledge base article on How to identify and deal with them appropriately.
Records Management 101 (Hybrid)
Records Management 101 training and information sharing sessions were scheduled during April. The last session will be held on Wednesday, April 19, 11:30 a.m.-1:00 p.m. in Hale Library 181 or over Zoom. Register through HRIS, KSU Training Enrollment.
Shred Day
A Shred Day has been scheduled to properly dispose of university paper records on the Manhattan campus. Shred day is 9–11:30 a.m. Wednesday, April 27, at the northwest corner of Bosco Plaza near Martin Luther King Jr. Drive.
For more information, contact Ryan Leimkuehler, University Records Manager, at rleimkue@ksu.edu.
