|
|
 |
|
Recordkeeping Guidelines for University Committees
|
|
- What are committee records?
- Committee records document the goals, objectives, decisions, and actions of a committee. They may take the form of paper-based or electronic documents, publications, videotapes, e-mail, photographs, and Web pages.
Committee records generally include:
- records relating to the establishment and mission of the committee
- membership lists
- member nomination, acceptance, and appointment letters
- minutes, including agendas, dockets, and attachments
- reports
- clippings
- administrative records
- related correspondence
-
- Why retain committee records?
The records of committees contain information about decisions, discussions, recommendations and other information that often set a precedent, or provide the authority for some action. For this reason, they are among the University's most important records.
Every committee, whether at department level or University level is charged with the responsibility to deliberate on, or act or recommend action on one or more matters of concern to the University. The records of a committee provide the accountability for decisions made and actions taken.
Current committee members refer to meeting minutes to remind themselves of finished and unfinished business, and matters requiring follow-up. Minutes and other records serve to inform future members of the history, role, and accomplishments of the committee.
Committee records also hold significant value as historical records because they document decision-making, governance, and the changes in committee structure and charges over time. Minutes are often the only records of the actions and/or decisions made by committees.
|
|
|
|
