Speaking as an archivist, minutes of organizations are one of our most
important historical sources as to decision-making and policy creation,
policy origination, and how directions of the company or its entities
change. I realize they may not be valuable to a department or entity
in day-to-day business operations, but if you have a historical or
archival element to your organization, minutes can be very important.
I noticed recently, for example, a new book about Disney Company that
emphasizes the creative designs, plans, and discussions for theme parks,
areas, rides, etc. that were never built or put into operation. That
kind of information is always interesting as "the road not taken" but
can only come from sources such as minutes or reports.
It is also varies considerably from organizations depending on how
detailed the minutes are. I've seen simple minutes that say "D. DeBolt
reported on activities in
Special Collections." Which tell us nothing historically or policy wise
as opposed to "D. DeBolt reported that the new processing rate has
improved 25% over last year with the introduction of the word-processing
software."
Dean
Dean DeBolt
University Librarian, Special Collections
John C. Pace Library, University of West Florida
11000 University Parkway
Pensacola, FL 32514-5750
850-474-2213
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Tony Laino
Sent: Thursday, May 31, 2007 8:08 AM
To: [log in to unmask]
Subject: [RM] Department Meeting minutes
A retention period of two years would suffice for meeting minutes from
various departments like production accounting or records management.
Citation: Limitations Act, R.S.A. 2000, c. L-12
Tony Laino, C.R.M.
InfoMatrix
416-421-0389
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-----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: 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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