Transitory Records

Transitory records are defined in the Management of Information Act (MOIA) and when assessing records it is the content and context that determines whether a record is transitory; not its format. It is essential to retain government records that document business decisions and have operational, financial, legal or historical value. However, it is equally important to regularly dispose of low-value and duplicate records.

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“A government record of temporary usefulness in any format or medium having no ongoing
value beyond an immediate and minor transaction or the preparation of a subsequent record.
Transitory records can be securely destroyed when no longer of value without authorization of the
Government Records Committee.” (Source: MOIA)

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Identifying a record defined as transitory means the record has no enduring, legal or operational value. As per the MOIA, individuals are permitted to dispose of transitory records (assessed as low-value and the initial purpose for their retention is no longer valid) so as not to impose an unnecessary recordkeeping burden for a department or other public body.

Individuals are not permitted to dispose of non-transitory government records unless identified on an approved records retention and disposal schedule (RRDS) or One Time Disposal (OTD) or using the Corporate Records Information Management Standard (CRIMS).

The management of transitory records through an individual’s regular assessment and secure disposal permits individuals to identify and dispose of records that no longer have value as a government record in a department or other public body’s activities and decision-making abilities; promotes the quality of records holdings for future use and ease of access; and supports responsible fiscal use of resources.

Compliance with the Transitory Records Directive is mandatory for all government employees and other individuals working on the behalf of a department or other public body as defined in the Management of Information Act.

Resources available to support the management of Transitory Records include:

For more information on Transitory Records, contact IM@gov.nl.ca