<So, if Governor Jones sends a message to Senator Smith using a
government owned communications system, and asks about having lunch
(whether it's done during business hours or not) that may not be a
record, but if Senator Smith replies and says to Governor Jones, "yes,
let's have lunch and we can discuss the funding of XYZ, and how we're
going to proceed with ABC", then that could qualify... >

And in some states the fact that two (or more) government officials are
planning to meet and discuss gov't business, then the e-mail and the
meeting would fall under the "open meetings" requirements in many of the
state FOIA/Sunshine/Open records laws (Virginia included).
http://leg1.state.va.us/cgi-bin/legp504.exe?000+cod+2.2-3707

As Dwight said - once the lawyers got involved, interpretation of the
laws have made our RM lives more and more complex.

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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