General Record Schedule 12: Minutes of Meetings

General Schedule Number: 12 MINUTES OF MEETINGS

1 MINUTES OF MEETINGS - BOARDS AND COMMISSIONS

Minutes of official meetings of boards and commissions, as transcribed from secretary's notes or abstracted from recording of meeting and incorporated into the board or commission's files. Note: Earlier transfer of minutes to the Archives, or a Records Center retention period, may be arranged by contacting Records Management.

Agency of Record: Creating Agency

Date Adopted: 2/23/93 Obsolete or Current: C Disposal: A

Retention of Record Copy: 10

Retention of Copies: Not Applicable

State Audit Requirement?: Y Federal Audit Requirement?: Y

2 MEETING NOTES - BOARDS AND COMMISSIONS

Shorthand notes and other notes made by the secretary or secretary pro tem in the course of the meeting, used at a later time to prepare official minutes for the board or commission's approval and adoption. Destroy as soon as the board or commission acts on the minutes as presented by the secretary.

Agency of Record: Creating Agency

Date Adopted: 2/23/93 Obsolete or Current: C Disposal: D

Retention of Record Copy: Contingent Upon Event - See Description

Retention of Copies: Not Applicable

State Audit Requirement?: N Federal Audit Requirement?: N

3 RECORDINGS OF MEETINGS - BOARDS AND COMMISSIONS

Audio or video recordings of official meetings of boards or commissions. If a verbatim transcript is prepared, it may be retained for 5 years and the audio or video tape may be reused/destroyed. Note: Boards/commissions are not required to tape their meetings; but if they do so, the recordings are official state records and may not be destroyed except as permitted by this schedule.

Agency of Record: Creating Agency

Date Adopted: 2/23/93 Obsolete or Current: C Disposal: D

Retention of Record Copy: 5

Retention of Copies: Not Applicable

State Audit Requirement?: Y Federal Audit Requirement?: Y