RIM 101
These four words are colloquially referred to as "RIM."
Records and Information Management
This type of record is recorded information created or received in the normal course of business, regardless of format or medium.
Business Record
Make sure you retain this record type for 10-15 years after cutoff...or else!
Official Business Record
If purging refers to digital records, then destruction refers to...
Physical Records
This annual process occurs once a year, typically starting in late October.
Annual RIM Cleanup Process
This event triggers the retention clock.
Cutoff
Board meeting minutes and trademarks are classified as this type of record and retention rate.
These ladies are your go-to for any RIM questions; also known as liaison and delegates.
Amiee, Barbara, and Fran
This full-length guide provides insight into the annual retention schedule...and even includes a glossary, guidance, and color-coded rules!
The Records and Information Management Policy/Records Retention Schedule
These low-value records are used for short-term reference or administrative tasks.
Temporary Records
Hey, that's private! This type of record can be purged or destroyed max 7 years after cutoff.
Personal Information
Send a message through this app and it will automatically delete after 30 days.
Microsoft Teams
Once a staff member does their part for the annual cleanup process, they should check off their name in this document.
2026 OATS Cleanup Smartsheet Tracker
Historically, these records have cultural or mission-related significance and re-evaluated periodically.
Historical Records
You should really retain this type of document forever...or at least review every 10 years!
Historical Record
Official Business Records and other important documents live in this foresty website.
OATS Evergreen SharePoint
You can view this document for a brief overview of common record files at OATS and their corresponding retention schedules.
RRS Quick Reference Guide
This type of record is the final, authoritative version of a record preserved for legal, regulatory, or operational purposes.
Official Copy/Official Business Record
Both of these record types should be retained for no longer than 3 years after cutoff.
Unofficial Copies & Drafts/Temporary Records
Always refer to this document for details on the systems and record-storing rules we use at OATS.
OATS Ecosystem Explained