Hi everyone, glad to be on the list!

I am the first Archivist and Records Manager hired for my institution, a
religious order with many fiscal/legal entities. This also my first
professional position - I have been here for 1.5 yrs. My educational
background and internships/experience dealt mostly with manuscript
collections/archives, not records management. I apologize in advance for
such basic questions!

My religious order owns many smaller corporate entities that each have
their own Board of Directors and Member Boards of corporations
(fiscal/legal entities). As these smaller corporations are dissolved, they
send their meeting minutes to my Archives & Records Management department.
Although large, the religious order is grass roots in their business
practices and before my hire did not consider records management and
archives.

Most record schedules that I have seen give these sort of meeting minutes a
permanent retention period, I am assuming because of federal regulations
re: the inevitable legal/fiscal content. Realizing the space issue that
collecting all meeting minutes would create, I wonder if anyone has sampled
the bulk of inactive meeting minutes, only keeping select ones? I wonder if
this is compliant with federal law, and if it is really possible to capture
all legal/fiscal/administrative developments by sampling.

What about sampling the meeting minutes of non-business task groups and
committees/sub-committees?  I currently decide which of these group meeting
minutes to retain based on the importance of their task/outputs to the
functions of my religious order (they are especially concerned with
governance/administrative issues). I'd like to select the meeting minutes
most pivotal to these tasks/outcomes, but wonder again about the failing to
capture all developments because I really shouldn't be processing to such
an item level.

Thank you for your help with this!

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]