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92 <br /> TRANSITORY RECORDS <br /> Transitory records are defined as "record[s]that [have] little or no documentary or evidential value and <br /> that need not be set aside for future use."' <br /> According to North Carolina General Statutes§ 121 and § 132,every document, paper, letter, map, <br /> book, photograph,film,sound recording, magnetic or other tape, electronic data processing record, <br /> artifact, or other documentary material, regardless of physical form or characteristics, made or received <br /> in connection with the transaction of public business by any state, county, municipal agency, or other <br /> political subdivision of government is considered a public record and may not be disposed of, erased,or <br /> destroyed without specific approval from the Department of Natural and Cultural Resources. <br /> The Department of Natural and Cultural Resources recognizes that some records may have little or no <br /> long-term documentary or evidential value to the creating agency. These records are often called <br /> "transitory records." The following questions and answers discuss types of transitory records commonly <br /> created in state government. They may be disposed of according to the guidance below. However, all <br /> public employees should be familiar with the General Records Schedule for Local Government Agencies, <br /> their office's Program Records Retention and Disposition Schedule, and any other applicable guidelines <br /> for their office. If any of these documents require a different retention period for these records,follow <br /> the longer of the two retention periods. When in doubt about whether a record is transitory, or <br /> whether it has special significance or importance, retain the record in question and seek guidance from <br /> the analyst assigned to your agency. <br /> Q. What do I do with routing slips, fax cover sheets, "while you were out" <br /> slips, memory aids, etc.? <br /> A. Routing slips and transmittal sheets adding no information to that contained in the transmitted <br /> material have minimal value after the material has been successfully transmitted. These records <br /> may be destroyed or otherwise disposed of after receipt of the material has been confirmed. <br /> Similarly, "while you were out"slips, memory aids, and other records requesting follow-up <br /> actions (including voicemails) have minimal value once the official action these records are <br /> supporting has been completed and documented. Unless they are listed on the General <br /> Records Schedule for Local Government Agencies or your office's Program Records <br /> Retention and Disposition Schedule, these records may be destroyed or otherwise disposed <br /> of once the action has been resolved. <br /> Q. What about research materials, drafts, and other working papers used to <br /> create a final, official record? <br /> A. Drafts and working papers are materials, including notes and calculations,gathered or created <br /> to assist in the creation of another record. All drafts and working papers are public records <br /> subject to all provisions of General Statute§ 132, but many of them have minimal value after <br /> the final version of the record has been approved, and may be destroyed after final approval, if <br /> they are no longer necessary to support the analysis or conclusions of the official record. Drafts <br /> and working documents which may be destroyed after final approval include: <br /> • Drafts and working papers for internal and external policies <br /> s Society of American Archivists,Dictionary of Archives Terminology. <br /> A-6 <br />