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Records Authority
Category: Retention and Scheduling

Temporary Records

Simply put

Temporary records are records that an organization is authorized to dispose of once they are no longer needed, either right away or after a set retention period has passed. They are distinguished from records that must be kept permanently, and their eventual disposition may involve destruction or, in some cases, donation. Whether a record is temporary depends on decisions made through an approved records schedule.

Formal definition

Temporary records are records identified for disposal, either immediately or after a specified retention period, as authorized through an applicable records schedule or disposition authority. In the U.S. federal context, temporary records are those approved for disposal by the National Archives and Records Administration (NARA), with disposition actions occurring after the retention period expires; such final actions may include destruction or donation. Some jurisdictions define temporary records more specifically by reference to their limited value in documenting an organization's functions and their eligibility for disposal within a short period. The designation as temporary is a determination made through records scheduling rather than an inherent property of the record itself, and it should be distinguished from records designated for permanent retention. Note that disposition of temporary records is not synonymous with destruction alone, since it may encompass other approved final actions; the precise categories, retention periods, and disposition options depend on jurisdiction, sector, and organizational policy.

Why it matters

The designation of a record as temporary is one of the primary mechanisms by which organizations manage the volume, cost, and risk associated with their information holdings. Because temporary records are, by definition, authorized for disposal once they are no longer needed, correctly identifying them allows an organization to reduce storage burdens and limit the accumulation of information that no longer serves a business, legal, or historical purpose. Conversely, a failure to distinguish temporary records from those requiring permanent retention can result in the premature loss of records that should have been preserved, or the indefinite retention of material that could and should have been disposed of.

The stakes are heightened by the fact that whether a record is temporary is a determination reached through an approved records schedule, not an inherent quality of the record. This means the classification depends on defensible, documented decisions rather than individual judgment at the point of disposal. In the U.S. federal context, for example, temporary records are those approved for disposal by the National Archives and Records Administration, and disposition actions occur only after the applicable retention period expires. Treating a record as temporary without such authorization, or disposing of it before its retention period has elapsed, can expose an organization to compliance and accountability concerns.

It is also important to note that disposition of temporary records is not synonymous with destruction. Final actions taken on temporary records after their retention periods expire may include destruction or, in some cases, donation. Conflating disposition with destruction alone risks overlooking legitimate final actions and can lead to the loss of material that might otherwise have been transferred rather than destroyed. The precise categories, retention periods, and disposition options available depend on jurisdiction, sector, and organizational policy.

Who it's relevant to

Records Managers
Records managers apply the temporary designation through records schedules and oversee the retention periods and final actions that follow. They are responsible for ensuring that records identified for disposal are handled in accordance with an approved schedule, that retention periods are observed before any disposition occurs, and that the correct final action, whether destruction or another approved option such as donation, is applied.
Archivists
Archivists have a particular interest in the boundary between temporary and permanent records, since the temporary designation determines which material is eligible for disposal and which is preserved. Where disposition of temporary records may include donation rather than destruction, archivists may be involved in assessing or receiving such material, and in ensuring that records of enduring value are not treated as temporary in error.
Compliance and Information Governance Officers
These professionals are concerned with the defensibility of disposal decisions. Because the temporary classification rests on approved scheduling rather than individual judgment, they help ensure that authorizations are in place, that retention periods are respected before disposition, and that the organization can demonstrate its disposal actions were carried out under an applicable schedule or disposition authority. They also account for the fact that specific requirements depend on jurisdiction and sector.
Program and Operational Staff
Staff who create and handle records in the course of daily work benefit from understanding that not all records may be disposed of freely; the temporary designation and its retention period govern when and how disposal may occur. This helps prevent premature disposal of records still within their retention period and clarifies that the eventual final action is determined by an approved schedule rather than by convenience.

Inside Temporary Records

Defined retention period
Temporary records are those scheduled to be kept for a finite period, after which they become eligible for disposition. The length of the period is typically set by a records retention schedule and depends on legal, regulatory, operational, and organizational policy requirements that vary by jurisdiction and sector.
Eligibility for disposition
At the end of the applicable retention period, temporary records reach a point where disposition may be authorized. Disposition is a broader concept than destruction and may, depending on policy and schedule, involve destruction, but temporary records are generally distinguished from records designated for permanent preservation.
Contrast with permanent records
Temporary records stand in contrast to permanent records, which are typically retained indefinitely or transferred to an archival authority for ongoing preservation because of their enduring value. The temporary designation reflects a determination that the record's value is time-limited.
Governance by a retention schedule
The temporary status of a record is normally established through a retention schedule or disposition authority rather than being an inherent property of the record itself. The classification depends on the record's function and the requirements applicable to the organization.
Distinction from transitory information
Temporary records should not be confused with transitory or non-record information. Temporary records are still authoritative records with defined retention value, whereas transitory information is of such limited or fleeting usefulness that it may not warrant formal capture or scheduling at all.

Common questions

Answers to the questions practitioners most commonly ask about Temporary Records.

Does 'temporary' mean a temporary record can be destroyed at any time?
No. The term 'temporary' distinguishes records that are not slated for permanent preservation from those that are; it does not imply they may be destroyed on demand. Temporary records are typically subject to a defined minimum retention period established by a retention schedule, and depending on jurisdiction and organizational policy they may also be affected by statutory retention requirements or legal holds. Destruction before the authorized retention period elapses is generally improper, and destruction while a hold is in force may be prohibited regardless of the record's temporary status.
Are temporary records the same as transitory information or drafts?
Not necessarily. Temporary records are still records, meaning they generally possess the properties expected of records such as authenticity, reliability, integrity, and usability, and they are managed under a retention schedule. Transitory information and drafts, by contrast, often have very short or no formal retention value and may fall outside the authoritative recordkeeping system altogether. A record can be both authoritative and temporary; being temporary refers to its eventual disposition path, not to a lack of evidential value during its retention period.
How is the retention period for a temporary record determined?
Retention periods are typically set through a retention schedule that reflects business need, operational value, and applicable legal and regulatory requirements, which vary by jurisdiction and sector. In many organizations the schedule is developed in consultation with legal, compliance, and business stakeholders and, where relevant, aligned with national archives or regulator guidance. The appropriate period depends on the record type and context, so definitive periods cannot be stated in the abstract and should be drawn from the organization's approved schedule.
What disposition options apply to temporary records once their retention period ends?
Disposition is broader than destruction. For temporary records, disposition at the end of the retention period commonly involves authorized destruction, but depending on organizational policy it may also include transfer to another custodian or continued retention if a legal hold or other obligation intervenes. Because temporary records are by definition not designated for permanent preservation, transfer to an archive for permanent retention is generally not their expected outcome, though this depends on how the schedule classifies the specific record type.
What should be checked before destroying a temporary record?
Before disposition, it is generally advisable to confirm that the authorized retention period has elapsed, that no legal hold or litigation, audit, investigation, or freedom of information obligation applies, and that the destruction is carried out under proper authorization and documented in accordance with organizational policy. These checks depend on jurisdiction and sector, and organizations often maintain a disposition authorization and destruction record to demonstrate that destruction was defensible.
How are temporary records tracked and managed over their lifecycle?
Temporary records are typically classified at or near the point of capture and linked to a retention schedule that governs their retention and disposition. Many organizations use recordkeeping systems that apply retention rules, flag records approaching the end of their retention period, support the application and release of legal holds, and capture disposition actions. Consistent classification, defensible documentation of decisions, and periodic review of the applicable schedule help ensure that temporary records are retained for the required period and disposed of appropriately.

Common misconceptions

Temporary records can be discarded whenever they are no longer needed for day-to-day work.
The temporary designation refers to a defined retention period established by a schedule, not to individual convenience. Records typically must be retained until their scheduled period expires and disposition is authorized, and legal holds or other obligations may require retention beyond the normal period. Requirements depend on jurisdiction, sector, and organizational policy.
Temporary records are the same as transitory or non-record information.
Temporary records are authoritative records with a scheduled, time-limited retention value, while transitory information is of limited or fleeting usefulness that may not warrant formal capture. Treating one as the other can lead to premature disposal of records that still carry evidential or operational value.
Reaching the end of a retention period automatically means destruction.
The end of a retention period makes a record eligible for disposition, which is broader than destruction. Depending on the applicable schedule and policy, disposition decisions and any required authorizations govern what actually happens, and destruction should follow documented, approved processes rather than occurring automatically.

Best practices

Assign temporary status through an approved retention schedule or disposition authority rather than ad hoc judgment, ensuring each retention period is traceable to legal, regulatory, operational, or policy requirements.
Before disposing of any temporary record, verify that no legal hold or other overriding obligation applies, recognizing that such requirements vary by jurisdiction and sector.
Distinguish temporary records from transitory or non-record information at the point of classification, so that authoritative records receive appropriate scheduling and are not prematurely discarded.
Treat disposition as a formal, authorized process, documenting decisions and approvals rather than allowing destruction to occur automatically when a period lapses.
Periodically review retention schedules to confirm that retention periods remain aligned with current legal, regulatory, and organizational requirements.
Maintain clear documentation of disposition actions to support accountability and to demonstrate that temporary records were retained and disposed of in accordance with policy.