Memo
To: Department Staff and Records Coordinators
Subject: Removal of Convenience Copies from Retention Schedules
Purpose
This memo provides clarification and direction regarding the treatment of convenience
copies within our department’s records retention schedule. Specifically, it explains why
such copies should not be included in formal records retention schedules and outlines best
practices supported by international standards and records management authorities.
What Are Convenience Copies?
Convenience copies are non-official duplicates of documents maintained solely for
reference or ease of access. These are not the designated “record copy” and are not used to
fulfill the company’s legal, regulatory, or operational recordkeeping responsibilities.
Examples include:
- A department’s copy of a contract managed officially by Legal
- Duplicate invoices kept for informal reference
- Scanned versions of a record officially maintained in a central repository
Why Convenience Copies Should Be Excluded
Including convenience copies in the official retention schedule:
- Contradicts records management standards
- Creates confusion around record ownership and version control
- Increases legal discovery risk if these copies are retained beyond their useful life
- Wastes resources managing non-records with no formal value
Only records of record — those required for legal, regulatory, fiscal, or operational
purposes — should be subject to retention policies.
Supporting Standards and Guidance
1. ISO 15489-1:2016 – Records Management (Clause 3.15)
Defines a record as information maintained as evidence of business activity. Convenience
copies do not meet this threshold.
2. ISO 16175-1:2020 – Digital Records Principles (Principle 7)
States that redundant, obsolete, or trivial (ROT) information, including reference copies,
should be deleted once no longer needed.
3. ARMA International – Generally Accepted Recordkeeping Principles®
Specifies that retention schedules apply only to the official record copy. Convenience copies
are not governed by the same retention rules.
4. U.S. National Archives and Records Administration (NARA) – 36 CFR § 1220.18
Classifies convenience copies as nonrecord materials, which must be disposed of as soon as
they are no longer useful.
Action Required
• Do not include record series in your retention schedule if your department only retains
convenience copies.
• Instead, confirm the record owner and ensure that the official record is managed and
retained under that department’s schedule.
• Add the following disclaimer to your schedule:
“This retention schedule applies only to official records. Convenience copies must be
disposed of when no longer needed for reference.”
If you have entries on your schedule that fall into this category, please prepare them for
removal and discuss with your Records Coordinator during your next schedule review.
Please contact me if you have questions or would like support identifying convenience
copies in your area.