Schedule Class/sub class Number Description Examples may include but are not limited to Excludes Minimum retention period by agencies Disposal Action 1.0 Facilitative, transitory, and/or short-term value records 1.1 Appointment diaries and calendar entries records that document the process of scheduling meetings and other activities, organising and planning work during a given period. Expired diaries and calendar entries Completed appointment logs Duty rosters Official diaries and appointment books of Ministers Diaries or log books required for evidence of a particular function e.g. police notebooks Diaries or rosters required as evidence of attendance Retain until material is not required, or is no longer actively used and referred to Destroy 1.2 Solicited and unsolicited information received or downloaded by the individual employee or their agency for information or reference purposes only; or received from businesses or individuals acting in a business or professional capacity advertising or promoting their products or services Externally sourced material from a bulletin listserv, website or social media Information received due to membership in a discussion group or forum Media reports and press cuttings Information downloaded from libraries and databases External publications, newsletters etc. Company profiles or product bulletins Course and seminar announcements Catalogues or price lists Free products Direct marketing mail/email notices i.e. junk mail or spam Material created internally in which case a master copy should be retained in line with internal recordkeeping requirements Material created by the public office itself in which case a master copy should be retained in line with internal recordkeeping requirements Retain until material is not required, or is no longer actively used and referred to Destroy
1.7 Internal routine material usually not individually addressed to the recipient and published or circulated for information or general instruction only All-staff emails Intranet material Internal newsletters Instructions and notifications Material created by an internal business unit should be retained by the unit as the official record in line with internal recordkeeping requirements Retain until material is not required, or is no longer actively used and referred to Destroy 1.8 Casual or instantaneous communications that contain information of an ephemeral, nature Seasonal greetings Invitations Transmittal documents which do not contain substantive information e.g. compliment slips; listserv messages; arrangements for meetings; sms messages (short message service) Transmittal documents required as evidence of receipt or an action Retain until material is not required, or is no longer actively used and referred to Destroy 1.9 Non user generated files (system generated files), these are files not purposefully created by a person but are generated by an operating system Microsoft XP/Windows 7 operating system files Microsoft Office files Microsoft Windows thumbnail cache files (Thumbs.db files) Microsoft Windows shortcut files (Ink files) Executable software files System configuration or initialisation files Does not to the metadata associated with the files Files still in use by the system e.g. current operating system files Retain until material is not required, or is no longer actively used and referred to Destroy 1.10 Zero byte files and empty folders No content files and folders Zero byte file folder Files and folders providing context as part of an initial structure that may still be required e.g. populated in the near future Retain until material is not required, or is no longer Destroy