As described by UO Records Management Policy, not all university public records are subject to retention schedules. Some examples include and are further detailed below.

• Messages on voice mail or on other telephone message storage and retrieval systems.
• University Public Records that are duplicates by reason of being photocopies or electronic copies.
• Transmittal and acknowledgment letters or emails.
• Spam, advertising, and announcements.
• Correspondence or notes pertaining to reservations of accommodations or scheduling of personal visits or appearances.
• Private emails or other messages or records that do not relate to University business or activities.
• Electronic text messages sent from one cellphone to another.
• Temporary records that may result from communication technologies (e.g., instant messaging, image messaging, and other multimedia mobile applications or technologies that may be developed and used in the future).
• Superseded drafts of letters or emails, minutes, notes, memoranda, reports, or articles.
• Desk, telephone, or meeting notes intended for temporary or personal use.
• Daily calendar or scheduling information.
• A stock of publications.
• Library and museum materials made or acquired and preserved solely for reference or exhibition purposes.
• Any metadata associated with a Record Not Subject to Retention.

Transitory records

1) Information/data/documents/records required only for a short time and that are not required to meet legal or fiscal obligations, or to initiate, sustain, evaluate, or provide evidence of decision making.

Examples of this material include, but are not limited to: 

• messages coordinating schedules, appointments, and events; 
• transmittal documents such as e-mail, letters, cover memos, and facsimile cover sheets that do not provide evidence of approval, concurrence, or decision-making, or include substantive comments; 
• received copies of circulated internal information such as agency instructions, notifications, 
• circulars, newsletters, and email blasts to employees; 
• messages received from agency distribution lists or listservs; 
• “to-do” or task lists and assignments 

Intermediary record

2) Information/data/documents/records created or used in the process of creating a subsequent record. To qualify as an intermediary record, the record must also not be required to meet legal or fiscal obligations, or to initiate, sustain, evaluate, or provide evidence of decision-making. These records may be disposed of without a schedule once the subsequent record has been produced. 

Examples of this material include, but are not limited to: 

• non-substantive working files: collected and created materials not coordinated or disseminated outside the unit of origin that do not contain information documenting significant policy development, action, or decision making. These working papers do not result directly in a final product or an approved finished report. Included are such materials as rough notes and calculations and preliminary drafts produced solely for proof reading or internal discussion, reference, or consultation, and associated transmittals, notes, reference, and background materials;  
• audio and video recordings of meetings that have been fully transcribed or that were created explicitly for the purpose of creating detailed meeting minutes (once the minutes are created);  
• dictation recordings;  
• input or source records, which units create in the routine process of creating, maintaining, updating, or using electronic information systems and which have no value beyond the input or output transaction - note: this does not include paper version of records that are scanned (see recordsmanagement.uoregon.edu/scanning for requirements related to reformatting records for preservation and access);  
• ad hoc reports, including queries on electronic systems, whether used for one-time reference or to create a subsequent report;  
• data files output from electronic systems, created for the purpose of information sharing or reference.