I think the complaint included the fact that only the decisions were in the transcript, not any of the discussion leading up to the decision. I've known towns/cities that only include the final results of any discussion in the written transcript to save time in generating the transcript for the record (or, in some cases, to keep any pro or con discussion out of the official record).
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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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Hugh Smith
Sent: Friday, November 20, 2015 1:54 PM
To: [log in to unmask]
Subject: Resident aghast as digital recordings of district debates deleted
What no comments? The Clerk in this case is correct. Towns record their meeting so that exactly what is said can be recorded and the Clerk makes sure the written transcript is exactly what was said or proposed or voted upon. Once the Selectman or Commissioners review the minutes as all organization do; and, votes on the final minutes, the electronic sound recordings are worthless as a record.
Audio recordings are merely there to catch the chaotic proceedings and make sure nothing was missed.
Some records manager should have jumped to the Clerk’s defense telling this rube from Muskoka that in this case the “sound recording” is a temporary record, not a vital record, and upon confirmed acceptance by the Board of the written record, the recording is no longer required. The minutes are now the Permanent Record and a newly added Vital Record soon to be added to the Town’s Records Vault.
In all my years, I find that across the board, Town Clerks are the most genuine and accurate of records managers and their success is typically documented over 100’s of years of performance. One of the things we got totally right in America.
Hugh Smith
FIRELOCK Fireproof Modular Vaults
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(610) 756-4440 Fax (610) 756-4134
WWW.FIRELOCK.COM
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