This doesn't apply to private industry, but it's how it's addressed in the
Federal environment

5.1 Records of High-Level Officials. (N1-434-98-25, item 5.1)

Unique substantive records relating to the activities of high level
officials (to
include scientific and technical staff-Federal or contractor), e.g., Secretarial
officers, heads of program offices, heads of offices, their deputies and
assistants;
the heads of staff offices, directors of offices, or equivalent; principal field
officials; and staff assistants to all these aforementioned officials, such
as special
assistants, confidential assistants, and administrative assistants; and
career Federal employees, political appointees, and officers of the Armed
Forces serving in equivalent or comparable positions; also includes
equivalent contractor officials.

Examples of these records include, but are not limited to calendars, appointment
books, schedules, logs, diaries, and other records documenting meetings,
appointments, telephone calls, trips, visits, and other activities while
serving in an
official capacity.

Permanent. Cut off at the end of the fiscal year. Transfer to NARA in 5 year
blocks when 25 years old.

The key here is "unique substantive records"... but when you read what they
state as examples (calendars, appt books, phone calls, trips, etc) it gets
pretty granular.  Also, when you see who it applies to it's not only these
Senior Officials, but those who are in support roles to them, such as
Administrative Assistants.  

With respect to the "...be duplicates of information sent to them, but would
include their notes..." anything that is an exact DUPLICATE should be
considered a copy, not a record and should be destroyed when it no longer
has reference value, but definitely should not be retained beyond the
required retention of the record copy.  Anything that has been modified by
the addition of notes becomes a new, unique record and should be retained
for the period associated with the content following its change. 

Larry
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