What is a Record?
"Records", "Record materials", or "Public records" include any paper, correspondence, form, photograph, recording, microfilm, magnetic tape, diskette, compact disk (CD), digital video disc (DVD) file, table, chart, map, drawing, database, or other documents (including e-mail), regardless of physical form or characteristics, that has been made or received by a unit of MDH in connection with the transaction of official business, and that needs to be preserved for informational value or as evidence of a transaction.
What are Non-Record Materials?
Non-record materials are temporary materials used to control internal work-in-progress, such as items created, copied, downloaded, or acquired for reference, exhibition, distribution, or back up. These materials do not have to be maintained in accordance with an approved Records Inventory and Retention Schedule and can be thrown away or shredded once they are no longer needed
Examples include manuals, pamphlets, newspapers, and informational letters or copies of documents used as working, reading, ‘tickler,’ and suspense files. Additionally, speech notes, reminders, shorthand notes, and notebooks that have been transcribed are non-record materials..
Records Management Staff Responsibilities