I'm curious as to whether many of you include a records series called
> "Reference Materials" on your retention schedules?
>
>   Or, should a retention schedule only include those unique records that
> your organization actually creates or produces?


In a FEderal Recorkeeping environment, or for Contractors to the Federal
Government, here is the guidance to follow:

*1220.1 Scope of subchapter. *

Subchapter B prescribes policies for Federal agencies' records management
programs relating to records creation and maintenance, adequate
documentation, and proper records disposition.

From 36CFR, 1220.14

*Records* include all books, papers, maps, photographs, machine readable
materials, or other documentary materials, regardless of physical form or
characteristics, made or received by an agency of the United States
Government under Federal law or in connection with the transaction of public
business and preserved or appropriate for preservation by that agency or its
legitimate successor as evidence of the organization, functions, policies,
decisions, procedures, operations or other activities of the Government or
because of the informational value of the data in them (44 U.S.C. 3301).

*Nonrecord materials* are those Federally owned informational materials that
do not meet the statutory definition of records (44 U.S.C. 3301) or that
have been excluded from coverage by the definition. Excluded materials are
extra copies of documents kept only for reference, stocks of publications
and processed documents, and library or museum materials intended solely for
reference or exhibit.


As mentioned by others, in the private sector, you can keep whatever you
want, as long as you want, for whatever reason you want to keep it.  You
just have to determine the value versus the risks associated with doing so.

Larry

-- 
Larry Medina
Danville, CA
RIM Professional since 1972

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