Transitory Records Cheat Sheet
but are still subject to disclosure while they exist.
GS 50-02-02 Rev. 1
GS 2016-002 Rev. 0
GS 2016-003 Rev. 0
BLANK FORMS & PUBLICATIONS
BRAINSTORMING
CONTACT INFORMATION
Blank forms or extra copies of
reports, brochures, newsletters.
Post-it notes, Whiteboards,
Flipcharts, or staff notes from
brainstorming sessions.
Business cards, Outlook contacts,
mailing lists, listservs and requests
to be added/removed, or mail
returned as undeliverable.
Excludes: Numbered forms like
checks and master set of blank
forms. One copy of all publications
must be sent to WA State Library.
Excludes: Drafts, edits, comments,
or brainstorming with other
agencies or outside consultants.
Excludes: Emergency/Disaster
Preparedness contact lists.
GS 2016-004 Rev. 0
GS 2016-005 Rev. 0
GS 50-02-03 Rev. 0
DRAFTING & EDITING
UNSIGNED DIGITAL DOCUMENT
SPAM & MAILERS
Drafts, edits, comments, mockups
from INTERNAL staff.
Digital documents or document
templates used to create official,
signed, paper copies, like official
letters or signed meeting minutes.
Catalogs, brochures, bulletins,
newsletters, advertisements, or
notices NOT created by the
agency, not requiring any action
by the agency, and not required
for agency business.
Excludes: Final versions and draft
comments or edits from EXTERNAL
sources like other agencies or
outside consultants.
Excludes: Copies of signed and
sent letters.
GS 50-02-05 Rev. 2
GS 2016-006 Rev. 0
GS 2016-008 Rev. 0
FYI’S & MEMO’S
BROWSING HISTORY
TO-DO LISTS & TASKS
Cookies in the breakroom, Bob out Cookies, cache, temp files, saved
sick today, email read receipts, or passwords or web form autofill info,
Records monitoring work in
progress, like To-Do lists, Outlook
‘Tasks’, routing slips, workflow
notifications, or status logs.
out-of-office notices.
Google searches, or bookmarks.
Excludes: Leave records, records
documenting or informing agency
decisions or actions.
Excludes: Internet activity logs
monitored by IT staff to ensure
appropriate use.
Excludes: Strategic plans or unit
level work plans.
GS 2016-009 Rev. 0
GS 2016-010 Rev. 0
GS 50-02-01 Rev. 1
RAW DATA CAPTURED ELSEWHERE
REFERENCE INFO
BASIC AGENCY INFO
Raw data or temp records (i.e.
survey responses or written notes)
documented by formal record.
Materials gathered from outside
sources for reference use which
are not evidence of the agency’s
business transactions. Conference
handouts/materials, cheat sheets,
white papers, copies of articles,
listserv/RSS feeds.
Requests for hours of operation,
mailing address, directions, front
desk phone/fax #, web address.
Excludes: AV recordings of official
meetings, electronic records that
have been printed (i.e. emails).
Excludes: Public records requests,
advice or assistance given as part
of agency’s mission.
GS 2016-011 Rev. 0
GS 50-02-04 Rev. 2
GS 2016-012 Rev. 0
SCHEDULING
SECONDARY COPIES
UNSOLICITED INFO
Invitations, checking availability,
cancellations and rescheduling,
and venue arrangements.
Printouts of database records,
webpages, emails, CC’s,
convenience copies.
Info not requested/used by
agency, extra info included with
applications, unfinished forms, and
unwanted donated records.
Excludes: Calendars, meeting
materials, and financial records.
Excludes: Copies of records held
by other agencies or external
organizations.
Excludes: Records received as part
of regular agency business.
CAUTION: THIS DOCUMENT DOES NOT GIVE LEGAL AUTHORITY TO DESTROY RECORDS. CHECK FULL DESCRIPTIONS IN
LOCAL GOVERNMENT COMMON RECORDS RETENTION SCHEDULE (CORE) TO ENSURE COMPLIANCE.