Is an annotated document a new record? It might depend on your organizations policy. In a previous life I worked in a municipal government first in a specific department where I, among other things, prepared dockets and items for action by city boards and commissions, staffed their meetings as did final dockets and minutes...and later as the records admin/archivist. Depending on the size of the board or commission, and size of the staff attending hearings there could be a handful to dozens of dockets and associate sets of items prepared and distributed. Same would got for when city council met. However only one unedited preliminary copy would be entered into the record. Board, Commission, Council, or staff members could doodle and annotate to their heart's content. If they wanted something entered into the record, they would have to make appropriate comments or motions, as they would be what was entered into the record (action) copies of the docket, case documents, or minutes. If they left their papers (with or without notes) in chambers after the meetings they were not retained. I don't want to imagine what the records would have looked like (volume-wise)if we had to collect, file, microfilm...the hundreds, or thousands, more pages that would have generated on a monthly basis. Just my thought for this wonderful day. The Cherry Blossoms in DC are heading for peak bloom this weekend. I think I must drive by on my way downtown this afternoon. Tod Chernikoff, CRM List archives at http://lists.ufl.edu/archives/recmgmt-l.html Contact [log in to unmask] for assistance