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Sender:
Records Management Program <[log in to unmask]>
Date:
Wed, 4 Apr 2007 09:24:35 -0400
Reply-To:
Records Management Program <[log in to unmask]>
Subject:
Re: City Council, by way of the Office of the Clerk, is ordered to release the stenographic transcript of the requested meeting.
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From:
"Jones, Virginia" <[log in to unmask]>
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There is another aspect to this in addition to Bill's suggestion of
trade practices (which I agree with).  Many states and local governments
are required by statute or regulation to transcribe the minutes of
meetings within a certain timeframe and to have the "official"
transcribed minutes signed by the Chair/Mayor/Manager/whatever.  Many
states also allow the destruction of the original tapes after the
"official" minutes are signed and filed.  So, in those cases (and I do
not know MA law in this regard) the normal business practice is not to
keep the tapes.  If the transcription service is extended to other
entities, then the normal business practice would prevail. 

Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
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