An estimate of the charges should be given to the requestor and approval obtained prior to responding to the request. All charges should be collected before producing the documents. Transitory messages consist of those records that are created primarily for the informal communication of information, as opposed to communications designed for the perpetuation or formalization of knowledge. Transitory messages do not set policy, establish guidelines or procedures, certify a transaction, or become a receipt. The informal nature of transitory messages might be compared to the communication that might take place during a telephone conversation or verbal communications in an office hallway.
Retention is defined as retaining until obsolete, superceded, or administrative value is lost.
Retention periods for public records, including e-mail, can be found in the university's general records schedule. Retention schedules are based on a record's informational content, not its format. Routine announcements and information, including notices of seminars or workshops, queries regarding processes or ideas, and general information regarding programs. Reference files that are general information files used in daily functions of the administrative area. Meeting notices, statistical records, reading files, and recipients' inter-departmental memoranda.