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Frequently Asked QuestionsWhat is transitory information? The Texas State Retention Schedule defines Transitory Information as follows: Records of temporary usefulness that are not an integral part of a records series of an agency, that are not regularly filed within an agency’s record keeping system, and that are required only for a limited period of time for the completion of an action by an official or employee of the agency or in the preparation of an ongoing records series. Transitory records are not essential to the fulfillment of statutory obligations or to the documentation of agency functions. Some examples of transitory information, which can be in any medium (voice mail, fax, email, hard copy, etc.) are routine messages; internal meeting notices; routing slips; incoming letters or memoranda of transmittal that add nothing of substance to enclosures; and similar routine information used for communication, but not for the documentation, of a specific agency transaction. If a record can be classified as Transitory Information, you are free to destroy the record as soon as the purpose has been fulfilled. CAUTION: Before designating any record as
transitory ensure that it is not listed as part of
another records series in the
University of Texas Records Retention Schedule
(UTRRS). Records designated as transitory do
not require authorization for disposal but
departments should establish procedures governing
disposal of these records as part of their
departmental records management
plan.
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