What distinguishes 'records' from 'non-record' information?

• A. Records are official, evidence-bearing information created or received in the conduct of business; non-records are transient, informational content without long-term evidentiary value.
• B. Records are informal emails; non-records are formal papers.
• C. Records are digital; non-records are physical.
• D. Records never require retention schedules.

Answer: (A)

Records are information created or received in the course of doing business that documents transactions, decisions, or actions and has enduring value as evidence. This evidentiary quality is what makes something a record and what justifies applying formal retention, appraisal, and disposal processes. Non-records, by contrast, are information that is informational or transient in nature and does not provide long-term evidence of business activity; they are typically temporary or personal, and not needed to prove what happened in the past.

Understanding this helps explain why some items require long-term retention while others can be discarded after a short period. Think about whether the item would be useful to support a claim, an audit, a legal obligation, or future operations. If yes, it’s likely a record and should be managed under a retention schedule with appropriate metadata, access controls, and storage. If no, it’s typically non-record material, expected to be kept only for short-term reference or discarded when it no longer serves a purpose.

FORMAT and medium do not alone determine value: a digital contract, a spreadsheet, or an email can be a record if it documents a business action; similarly, a quick personal note or junk mail is not a record even if it’s digital or physical.