Hi Laura, welcome to the list.

Our organization operates somewhat in nature to a town or city 
environment, so I hope this helps.

If you are somewhat like us, you have agenda's that go out to the board 
members prior to the meeting.  Once the meeting is complete, minutes of 
the meeting are forwarded on to the members and approved at the following 
meeting.  For us, the minutes are far more important that the agenda's as 
they contain the comments from the meeting.  As a result, each has a 
different retention. 

We just revisited this as an organization and decided that the agenda's 
need a short retention such as 5 years.  Our minutes have always been 
permanent as they contain historical value of primary decisions made by 
the organization.  Although this is a fairly old practice, we continue to 
bind a paper copy of minute books each year.  We have also scanned each 
minute book from the start our  52 year old organization.  We scan them, 
OCR them and store an electronic copy in our EDRMS.  The retention of the 
paper copy should be no different than the electronic copy.  Remember, it 
is the content that is important, not the media it is stored in
 
Of course, researching state and federal requirements should be a part of 
any retention requirement. 

Contact me if you require further info.

John Annunziello, ermm
Manager, Records and Information 
Toronto and Region Conservation Authority
(416) 661-6600 x 5272 
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