I apologize, my name is Charlene and I work with the a religious order in
Syracuse NY. Please feel free to email me at [log in to unmask]

On Thu, Feb 19, 2015 at 3:48 PM, charlene martin <[log in to unmask]>
wrote:

> 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!
>

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