Charlene:
Most Board meeting minutes are valued as permanent because they document the history of the organization - what decisions were made and why they were made, what special events took place, what incidents occurred and how they were handled, etc.
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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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of charlene martin
Sent: Thursday, February 19, 2015 3:48 PM
To: [log in to unmask]
Subject: [RM] inactive corporation meeting minutes & non-business committees- collect all or be selective?
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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