Have you ever saved drafts of a record like correspondence, a publication, or report to prepare it for its final form? Suddenly you’re left with edited, superseded copies that were saved in an effort to reach its finalized version. So, what happens to these lingering copies? If you have ever skimmed the retention schedules for ‘drafts’ or ‘working files’, you might be surprised that while they serve similar purposes, one has a definite retention to follow.
Drafts
Drafts of non-substantial documents do not need to be retained. They can be kept as reference, but it is the final, completed copy of that document that needs to be held for retention under an appropriate record series. In other words, drafts are transitory information. They are of temporary usefulness in the preparation of an ongoing record series and retained for as long as administratively valuable (AV).
Part of our job duty as analysts is to answer records management related questions from all kinds of local governments and state agencies. Every once in a while we receive a question with multiple parts and different ideas to consider. In these cases, we will create a draft answer to make sure all parts of the question are being addressed. We might ask for input from each other and update the draft. Once the answer is created and sent, the draft does not have to be retained. It is the finalized answer that becomes the record.
Working Files
Some record series include supporting documentation or ‘Working Files’ as part of the record. Working Files are similar to drafts in that they help conjure the final product, however, Working Files have ongoing administrative value and substantially document the planning process of the record series. For this reason, they are grouped into the parent record series and must be held for the required retention.
We see Working Files in record series to the likes of Audits, Reports, or Policies and Procedures. This is because noteworthy documentation is used in creating the final record. For example, creating an organization-wide report can involve high-level staff or multiple departments to contribute to the record. Documentation submitted by all the participants and drafts of the report would be considered Working Files. The supporting documentation captures important information like edits over time, approvals, and major edits leading up to the finalized record.
In summary, the main difference between drafts and working files is how substantial the supporting documentation is. Copies created to prepare correspondence would be Drafts, but copies and supporting documentation for significant records like audits or reports would be considered Working Files. Working Files are a part of the record series and have a retention to follow. Drafts are deemed transitory information and only need to be retained as long as administratively valuable. Not sure what kind of draft you’re holding onto? Keep an eye out for ‘Working Files/Papers’ in the Record Description for distinction, or contact your analyst for assistance.
Do you find any other records that are difficult to distinguish? Let your analyst know and it might make its way into another Remarkable Records post!
