All records at the University of Oregon, regardless of format or media, fall into one of three categories based on both their content and function:

Chat messages (for example, ad hoc communications in the general Teams channel) could be subject to retention if they contain content that falls under the Records Retention Schedule. In these instances, that content needs to be preserved in storage solutions better suited to managing the content for the duration of its retention period. To learn more about the simple steps employees can take to move a chat subject to retention to an Outlook account, please see this Microsoft Support webpage.

Intermediary records 

Information/data/documents/records created or used in the process of creating a subsequent record. To qualify as an intermediary record, the record must also not be required to meet legal or fiscal obligations, or to initiate, sustain, evaluate, or provide evidence of decision-making. These records may be disposed of without a schedule once the subsequent record has been produced. 

Examples of this material include, but are not limited to: 

• non-substantive working files: collected and created materials not coordinated or disseminated outside the unit of origin that do not contain information documenting significant policy development, action, or decision making. These working papers do not result directly in a final product or an approved finished report. Included are such materials as rough notes and calculations and preliminary drafts produced solely for proof reading or internal discussion, reference, or consultation, and associated transmittals, notes, reference, and background materials;  
• audio and video recordings of meetings that have been fully transcribed or that were created explicitly for the purpose of creating detailed meeting minutes (once the minutes are created);  
• dictation recordings;  
• input or source records, which units create in the routine process of creating, maintaining, updating, or using electronic information systems and which have no value beyond the input or output transaction - note: this does not include paper version of records that are scanned (see recordsmanagement.uoregon.edu/scanning for requirements related to reformatting records for preservation and access);  
• ad hoc reports, including queries on electronic systems, whether used for one-time reference or to create a subsequent report;  
• data files output from electronic systems, created for the purpose of information sharing or reference. 

Transitory records 

Information/data/documents/records required only for a short time and that are not required to meet legal or fiscal obligations, or to initiate, sustain, evaluate, or provide evidence of decision making. Also known as "temporary" records. These materials are described in the University Records Management Policy under the heading "Records Not Subject to Retention."

Examples of this material include, but are not limited to: 

• messages coordinating schedules, appointments, and events; 
• transmittal documents such as e-mail, letters, cover memos, and facsimile cover sheets that do not provide evidence of approval, concurrence, or decision-making, or include substantive comments; 
• received copies of circulated internal information such as agency instructions, notifications, 
• circulars, newsletters, and email blasts to employees; 
• messages received from agency distribution lists or listservs; 
• “to-do” or task lists and assignments 

Substantive records

Substantive records meet legal or fiscal obligations, or to initiate, sustain, evaluate, or provide evidence of decision-making, and are typically listed on the University Records Retention Schedule. 

Definitions adapted from ISO 15489-1, Records and Information Management;, Society of American Archivists’ A Glossary of Archival and Records Terminology (2016), and the US National Archives Transmittal No. 28 (July 2017) General Records Schedule 5.2.