Folks,
 
The news regarding SEC records has prompted me to remind the senior executives in my client agency of their recordkeeping responsibilities, e.g., minutes of corporate board meetings, etc.  I found a NARA guidance document <http://www.archives.gov/records-mgmt/publications/agency-recordkeeping-requirements.html>, that includes the following:
 

Documentation of policy and decision making accomplished orally or electronically. 
In most agencies, policies, decisions, and commitments are frequently made in meetings, over the telephone, or by electronic mail or facsimile transmission. To ensure that such policies and decisions are adequately documented, agencies should establish procedures that require personnel at all levels to document conversations and meetings dealing with significant program business by preparing a dated and signed memorandum or form identifying the participants and summarizing the conversation or meeting. All personnel should ensure that records of policy and decision making made or received through electronic mail and facsimile are retained in appropriate recordkeeping systems.
Documentation of formal meetings. 
Meetings of formal bodies such as boards, commissions, advisory groups, committees, and task forces, as well as high-level staff meetings at which agency business is transacted or discussed, should be properly documented. At a minimum, documentation in a meeting file should include the names and organizational titles of participants, an agenda, a list of materials distributed to participants, a summary of discussion of significant policy or procedural matters, decisions reached and actions decided upon, actions to be taken following adjournment, and assignments of responsibility. If the meeting is taped and a transcription subsequently made and filed, all speakers should be identified on the transcript.
 
I am looking for best practice examples of how this is being done in federal agencies (or private corporations) that I can share with my client.  Does anyone have examples they can share?  Do you have anything in writing that I can cite when meeting with client executives?  Who typically makes and keeps the corporate level records for an agency?  Is something like an executive secretariat used? Can you direct me to other research sources?
 
Regards and thanks,

George D. Darnell, CRM
Records Management Contractor, USG
703-850-2132

 

 		 	   		  
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