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Records Authority
Category: Records Lifecycle Concepts

Nonrecord Materials

Also known as: Non-Records, Nonrecords, Non-Record Materials
Simply put

Nonrecord materials are documents and copies held by an organization that do not qualify as official records, meaning they are not the authoritative evidence of an activity or decision. Common examples include extra or information copies of documents, blank forms, and publications or reference materials kept for convenience. Because they are not records, they are typically not subject to the same retention and disposition controls, though organizational policy governs how and when they may be destroyed.

Formal definition

Nonrecord materials are informational materials that fall outside an organization's definition of an official or record copy and therefore do not serve as the authoritative record of a transaction, decision, or activity. In many recordkeeping regimes they include information or duplicate copies of correspondence, directives, and other documents on which no administrative action is recorded; stocks of blank forms or publications; and library, archive, or museum materials acquired or maintained solely for reference. The distinction between nonrecord materials and records depends on which copy has been designated as the record copy and on applicable definitions, which vary by jurisdiction, sector, and organizational policy. Nonrecord materials should be differentiated from transitory records and from temporary records that carry short but defined retention obligations; while nonrecord materials are generally not scheduled in the same way as records, their disposal still typically follows documented procedures. The precise scope of what counts as a nonrecord, and the procedures for its destruction, are governed by the applicable legal and policy framework rather than by any single universal standard.

Why it matters

The distinction between records and nonrecord materials is foundational to a defensible recordkeeping program, because it determines which materials carry evidential weight and must be controlled across their lifecycle. If information copies, blank forms, and reference publications are treated as though they were official records, an organization may accumulate unnecessary volume, complicate discovery and retrieval, and dilute the authority of the record copy. Conversely, if materials that should be records are misclassified as nonrecords and disposed of casually, the organization risks losing the authoritative evidence of a decision or activity, which can have legal, regulatory, and accountability consequences depending on jurisdiction and sector.

Clear identification of nonrecord materials also supports disciplined disposal. While nonrecords are generally not scheduled in the same way as records, their destruction typically still follows documented organizational procedures rather than being left to individual discretion. This matters because the same content may exist in multiple copies, and it is the designation of the record copy, not the format or the number of duplicates, that governs which copy must be retained. Where that designation is unclear or inconsistently applied, staff may unintentionally destroy the copy that carries the retention obligation.

It is worth emphasizing that the scope of what counts as a nonrecord varies by jurisdiction, sector, and organizational policy. Nonrecord materials should not be conflated with transitory records or with temporary records that carry short but defined retention periods; these categories are treated differently under most applicable frameworks. Because there is no single universal standard defining the boundary, organizations should rely on their own governing legal and policy framework to draw and apply the distinction consistently.

Who it's relevant to

Records Managers
Records managers rely on the record versus nonrecord distinction to determine which materials require scheduling, retention, and controlled disposition, and which may be disposed of under simpler documented procedures. Correctly designating the record copy is central to preventing both over-retention of duplicates and the inadvertent destruction of authoritative records.
Information Governance Officers
For information governance officers, clear classification of nonrecord materials supports broader accountability across policy, risk, and information value. Reducing uncontrolled accumulation of information copies and reference materials can lower storage burden and retrieval complexity, but the governing framework must define the boundary consistently to avoid gaps in control.
Compliance and Legal Teams
Compliance and legal staff need to understand that nonrecord status does not automatically permit unrestricted disposal, and that the boundary between nonrecords, transitory records, and temporary records depends on the applicable jurisdiction, sector, and policy. Where legal obligations or holds may apply, the designation of a copy as a nonrecord should be assessed against the relevant legal framework rather than assumed.
General Staff and Records Creators
Staff who create and handle documents are often the first to accumulate information copies, blank forms, and reference publications. Understanding what typically qualifies as nonrecord material, and following the organization's documented disposal procedures rather than acting on personal judgment, helps ensure that the designated record copy is preserved.

Inside Nonrecord Materials

Convenience Copies
Duplicate copies of records kept for ease of reference or personal use, where the authoritative record is maintained elsewhere. These copies are typically classified as nonrecord materials because they do not serve as the official evidence of the activity, though organizational policy determines their treatment.
Reference and Library Materials
Published materials, catalogs, technical manuals, and similar resources acquired or retained for informational purposes rather than as evidence of the organization's own activities or transactions.
Drafts and Working Papers
Preliminary versions, notes, and intermediate documents that do not represent a final decision, transaction, or completed action. Whether these are nonrecord materials depends on organizational policy and on whether they document significant steps that may need to be retained as records.
Transitory Information
Short-lived material of limited or temporary value, such as routine messages, informal communications, and stock replies, which is often treated as nonrecord because it does not need to be captured for ongoing evidential, legal, or business purposes.
Blank Forms and Stocks of Materials
Unused stationery, blank forms, and similar supplies that carry no informational content documenting an activity and are therefore generally excluded from records classification.

Common questions

Answers to the questions practitioners most commonly ask about Nonrecord Materials.

Does calling something a nonrecord mean it can be deleted at any time without consequence?
Not necessarily. The nonrecord designation describes the material's status as evidence of business activity, but it does not by itself override other obligations. Nonrecord materials can still fall within the scope of a legal hold, litigation, an access or freedom of information request, or applicable privacy obligations, depending on jurisdiction and circumstances. In many organizations, nonrecords are managed under convenience or housekeeping practices rather than formal retention schedules, but they should not be destroyed where a preservation duty applies. Whether and when nonrecord materials may be disposed of typically depends on organizational policy and the relevant legal context.
Are nonrecord materials the same thing as unimportant or low-value information?
No. Nonrecord status is a matter of function and evidential role, not of importance. Something may be operationally useful, frequently consulted, or valuable to individuals yet still not meet an organization's definition of a record, for example reference copies, drafts superseded by a final version, or duplicates held for convenience. Conversely, material that seems minor may still qualify as a record if it documents a business activity or decision. The distinction turns on whether the material serves as evidence of activity within the organization's recordkeeping framework, not on perceived significance.
How does an organization decide whether a given item is a record or a nonrecord?
This determination usually depends on the organization's own definitions, classification scheme, and recordkeeping policy, informed by applicable standards and legal requirements. In general, the assessment considers whether the material was created or received in the course of business and whether it provides evidence of an activity, decision, or transaction. Factors often examined include whether the item is an authoritative version or a copy, whether it is a working draft or a finalized output, and whether the content is captured elsewhere as the record. Because criteria vary by organization, jurisdiction, and sector, many programs document their rules so that similar items are treated consistently.
How should nonrecord materials be managed if they are not on the retention schedule?
Nonrecord materials are commonly managed through convenience or housekeeping practices rather than formal retention and disposition schedules. Organizations often provide general guidance encouraging staff to remove duplicates, drafts, and reference copies once they are no longer needed, subject to any active legal holds or access obligations. Some programs establish routine review or clean-up cycles to prevent unnecessary accumulation. The appropriate approach depends on organizational policy, and it is prudent to confirm that no preservation duty applies before disposing of such materials.
What common examples are often treated as nonrecord materials?
Frequently cited examples include reference or convenience copies of documents whose authoritative version is held elsewhere, superseded drafts once a final version exists, duplicate distributions of published material, and transitory communications that do not document a business activity or decision. Categorization varies by organization, however, and an item that is a nonrecord in one context may qualify as a record in another. The examples above are illustrative rather than definitive, and each organization should apply its own criteria.
Who is responsible for identifying nonrecord materials in practice?
Responsibility is typically shared. Records management or information governance functions usually define the criteria and provide guidance, while individual staff often make day-to-day judgments about the materials they create and hold. Clear policy, training, and, where feasible, classification support at the point of creation or capture can help staff distinguish records from nonrecords consistently. Because misclassification can affect both retention and disposition, many programs treat this as an ongoing responsibility supported by periodic review rather than a one-time decision.

Common misconceptions

Nonrecord materials can be discarded freely at any time without consequence.
Even material classified as nonrecord may become subject to a legal hold, discovery obligations, freedom of information requests, or other legal and regulatory constraints depending on jurisdiction and circumstance. Disposal should follow organizational policy and should be suspended where preservation obligations apply.
Any duplicate copy is automatically a nonrecord.
A copy is treated as a nonrecord only where an authoritative record exists elsewhere and the copy does not itself serve an evidential or business function. In some contexts a copy may become the record of an activity, so classification depends on the role the item plays rather than on its status as a duplicate alone.
The distinction between record and nonrecord is fixed and universal.
What qualifies as a nonrecord varies with organizational policy, jurisdiction, and sector. The same type of material may be a record in one setting and a nonrecord in another, so classification should be determined against the organization's own recordkeeping framework rather than assumed.

Best practices

Establish clear organizational policy defining what constitutes nonrecord material, and document the criteria so classification decisions are consistent and defensible.
Verify that an authoritative record exists elsewhere before treating a copy or duplicate as a nonrecord.
Apply legal holds to nonrecord materials where discovery, litigation, or other preservation obligations may attach, suspending routine disposal until the hold is lifted.
Provide staff guidance and training so that transitory information, drafts, and convenience copies are identified correctly and not confused with authoritative records.
Review nonrecord classifications periodically, since jurisdictional, sectoral, or policy changes may alter whether a given material should be captured as a record.
Dispose of nonrecord materials in accordance with documented policy, keeping evidence of the process where organizational or regulatory expectations require it.