We consider department meeting minutes an asset to be maintained for 3
years. Notes from meetings are destroy at option. This is a best
business practice and not a law, rule or regulation.

This has more to do with knowledge management than records management.
It is our experience that minutes (if done well...big if) can document
decisions (and the reasons for the decisions) which can aid the
department further down the road. However, it seems that after 3 years
the asset's value tails off as it is used less and less for reference
over time. 

We have considered it extending it to ten+ years for the following
reason: A good chunk of our workforce will retire in the next 5-10 years
and the record of decisions made in departments may be a great asset to
new managers and employees (kinda like a department chronicle). 



Chuck Piotrowski
CVPS
www.cvps.com
This computer runs on Cow Power!


-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Joy Groves
Sent: Wednesday, May 30, 2007 5:13 PM
To: [log in to unmask]
Subject: [RM] Department Meeting minutes

Hello Everyone fro the home of the Calgary Stampede! This is my first
letter to the group.

 

I am reaching the end of a records & classification project and have
captured retentions for board minutes and environmental meeting minutes.
When it comes to meeting minutes from various departments like
production accounting or records management, can I consider these as
transitory records? I am unable to pinpoint any citations covering
retention of such minutes so Iam tempted to just impose a business
practice of a relatively short period like one year.

Any thoughts on this?

 

Joy Groves

Supervisor, Records Management

Daylight Energy Trust

Ste 2100, 144-4th Ave SW

Calgary, AB T2P 3N4

(403)232-4231 fax (403)266-6965

 


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