<As mentioned above, with a 180 day window, if it is determined the item has
additional value, it should be declared a record and assigned to a series .
If one doesn't exist, maybe one needs to be created for "reference material"
and assigned a 1 year (or whatever) retention.>

A couple of thoughts on this:

I am leery of including this type of material with other official business records because the distinction is already difficult for people to make. This is a quality vs quantity issue.

Without getting into the gory details, we do have a place in the corporate records classification scheme that can accommodate this type of material (duplicates reference copies etc., however, this brings me to an important point: the records classification scheme is designed to mitigate risk for the corporation, it does not necessarily facilitate the daily work of the employee. For example, I may be working on a project that has records related to HR, Finance etc. that are classified differently and have greatly different retentions. If I want to get a clear picture of my project using only the corporate classification scheme, I am forced to go here and there to get all the relevant information. Of course, my division has staff that seek to help employees bridge this gap with different techniques but it remains challenging. For this reason, I am reluctant to address "working" material (again that does not fit the criteria of an official business record" with the corporate classification scheme. 

Does this make sense?

This e-mail originates from the City of Ottawa e-mail 
system. Any distribution, use or copying of this e-mail or 
the information it contains by other than the intended 
recipient(s) is unauthorized. If you are not the intended 
recipient, please notify me at the telephone number shown 
above or by return e-mail and delete this communication and 
any copy immediately. Thank you.

Le présent courriel a été expédié par le système de 
courriels de la Ville d'Ottawa. Toute distribution, 
utilisation ou reproduction du courriel ou des 
renseignements qui s'y trouvent par une personne autre que 
son destinataire prévu est interdite. Si vous avez reçu le 
message par erreur, veuillez m'en aviser par téléphone (au 
numéro précité) ou par courriel, puis supprimer sans délai 
la version originale de la communication ainsi que toutes 
ses copies. Je vous remercie de votre collaboration.

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]