Non-Record

A 'Non-Record' refers to information or data that is not officially documented, stored, or maintained as part of a formal archive or system of record-keeping. This encompasses a broad range of materials, from informal notes and drafts to transient communications and unprocessed raw data. It lacks the characteristics typically associated with formal records, such as a designated custodian, version control, audit trails, and compliance with established retention policies. Non-records may exist in physical or digital formats but are generally not intended to serve as authoritative sources of information or evidence of actions and decisions. They are often ephemeral, subject to deletion or modification without formal oversight.

Non-Record meaning with examples

• During project brainstorming, the team generated numerous initial ideas written on a whiteboard. These preliminary concepts, sketched out and quickly revised, were considered 'non-record' information. They facilitated creative problem-solving but were not formally documented in project proposals or official reports. The core content was extracted into official documentation, rendering the whiteboard notes unnecessary.
• The daily email exchanges between a sales manager and their team regarding potential client leads and sales strategies are considered 'non-record' communication. While important for day-to-day operations, they're not routinely archived or indexed. The finalized client contact data and sales agreements are considered the official records. The transient nature of the daily conversations separates them as non-records.
• A scientist collects raw experimental data that is initially stored in a spreadsheet on their personal computer. Until the data is analyzed, validated, and integrated into a published research paper, this spreadsheet is deemed a 'non-record'. It is a snapshot of information, a stage in the research cycle, and as such, is temporary.
• Rough drafts of a legal document, with handwritten annotations, are viewed as 'non-record' materials. These preliminary versions are superseded by finalized, edited versions. The final approved document, stored in the law firm's document management system, constitutes the official legal record. The drafts are only temporary, holding working notes.
• A software developer creates several test versions of a code module. Each version represents experimentation, but is not officially considered part of the production code. These test versions are considered 'non-record' items. When the code module is properly tested and integrated with the code base, this is the official record.