Excerpted and adapted from “What are transitory records?” on the UBC Records Management Office (RMO) blog, published on May 26, 2025.
According to the UBC Records Management Office (RMO) survey, completed in summer 2024, it’s clear that most respondents understand the importance of records management. But there are many guidelines to follow, finding time to get it done is challenging, and destroying transitory records can be especially tedious.
Transitory records are records that are only temporarily useful—needed for a limited time in order to complete a routine action or prepare a final record. The chat conversation you had on Microsoft Teams about the agenda for an upcoming meeting probably isn’t worth keeping forever. Messages like this are usually considered transitory records.
Transitory records can include emails, chat messages, event invites, notes or drafts. These pieces of information are often used to create longer-term records, like formal meeting minutes, or final version presentations.
Once a transitory record has served its purpose and isn’t needed anymore (for instance, the presentation draft has become a final version), then it can likely be destroyed. How can you take care of these records efficiently?
Here are some quick tips to get you started:
- Take a look at what systems you use for email and chat, like Outlook and Microsoft Teams. Some of these systems may already have automated or semi-automated retention processes set up for transitory records. At UBC, specific folders in Outlook, including the Deleted Items, Junk, RSS Feeds folders, are automated to be retained for 90-days and then destroyed.
- Interested in automating other folders in Outlook? Learn how to expand automated retention in Outlook.
- Check out tools like RMO’s Model File Plans, to help structure your content systems (e.g. Teamshares, MS Teams). These plans are adaptable frameworks, designed for units to adjust to their own needs.
If you’re thinking of a more in-depth process, the Records Management Office can work with your unit on an Assessment Process, where your units’ current practices are assessed, records are surveyed and written recommendations are provided.
Looking for more records management tips and best practices? Find more on the RMO website.
The Records Management Office (RMO) at UBC provides a unified approach to records management, supports overall effective information management, and leads the transition to electronic records management at UBC in an efficient, secure, and sustainable manner. Learn more about available services, training and best practices on the RMO website.