When can non-record copies be destroyed?

When can non-record copies be destroyed?

• A. They may be destroyed when they are no longer useful for business
• B. They must be kept permanently
• C. They can be destroyed after two years
• D. They can never be destroyed

Answer: (A)

Non-record copies are kept only to support everyday operations, not as the official documentation of government actions. They can be destroyed once they are no longer useful for business purposes, because their value ends when they stop serving the department’s day-to-day needs. This distinguishes them from official records, which have specific long-term retention requirements. For example, a draft memo or a duplicate note used for planning can be disposed of after it has fulfilled its purpose, while the final, official record must be kept according to the retention schedule.

Non-record copies are kept only to support everyday operations, not as the official documentation of government actions. They can be destroyed once they are no longer useful for business purposes, because their value ends when they stop serving the department’s day-to-day needs. This distinguishes them from official records, which have specific long-term retention requirements. For example, a draft memo or a duplicate note used for planning can be disposed of after it has fulfilled its purpose, while the final, official record must be kept according to the retention schedule.