If, however, nonrecord material is filed, it should be kept separately from official records. All offices Cutoff at the end of each year. Destroy 1 year after cutoff or after reference value has been exhausted, whichever is sooner. To Take Some Other Action Documents arranged in chronological order as a reminder that an action is required on a given date or a reply to action is expected and, if not received, should be traced on a given date. Also, transitory documents being held for reference which may be destroyed on a given date.
All offices Destroy after action is taken.
All offices Withdraw when reply is received. GRS 23.6 RCO-3.00 Routine Tracking and Control Files Logs, registers, and other records in hard copy or electronic form used to control or document the status of correspondence, reports, or other records. All offices Keep copies at minimum necessary for official reference use. Destroy when superseded, obsolete, or no longer needed for reference. All offices Destroy when superseded, obsolete, or in the case of bound volume, when not needed for library purposes.