Classifying local government records can feel like a Rube Goldberg machine. A light marble (Outlook meeting notice) will float over a weighted ramp, launching itself through the funnel of GR1000-26c, Routine Correspondence. Let’s switch the marble to a metal ball (regular operational correspondence). The metal ball doesn’t weigh the ramp down, but its weight pulls it into the bucket of GR1000-26b, General Correspondence. A heavier metal ball (correspondence that redefines a local government’s policies) will weigh the ramp down, revealing a new track that tumbles into the dominoes of GR1000-26a, Administrative Correspondence.

There are records similar to GR1000-26 Correspondence where there are levels and classification depends on the context. We see this in Schedule PS in PS4150-07 Incident Reports and PS4125-05 Offense Investigation Records. When does a report evolve into an offense investigation? What if the investigation does not lead to an arrest?

We have created this flow chart to help classify when an Incident Report stays an Incident Report, or goes on to be a type of Offense Investigation Record:

We understand records do not always work out this perfectly. Questions may come up as copies are made for the courts, or other contingencies involving the severity of the charge. If you come across a complicated question, let your analyst know!

Further Reading

• Classifying AI-Generated Records
• FAQ: How to Classify Your Records on TSLAC’s Retention Schedules
• Local Government Retention Schedules 101