Policies / Guidelines

• Confidentiality and Security
• University Records Policies
• University Records Guidelines
  • Electronic Desktop Management Guidelines (.pdf)
  • Imaging Guidelines
  • Guidelines for Managing Faculty Files (.pdf)
  • Committee Records Guidelines
    • Documenting
    • Managing
    • Disposing
    • Summary

Recordkeeping Guidelines for University Committees

How should meeting records be arranged?

The Summary presents the preferred method for organizing committee records. As a general rule, records should be filed by type (charge, membership, meeting records, etc.) and then chronologically. Meeting records are generally arranged chronologically, by meeting date. Preferably, all documents pertaining to a specific meeting should be filed together. In other words, the following documents are filed under a given meeting:

• the agenda for that date
• a copy of the minutes from that meeting
• any correspondence that was to be discussed
• any submissions to be reviewed (generally listed on the agenda), with accompanying paperwork
• Any other documents discussed at the meeting, whether or not they are mentioned on the agenda, should also be included

A second copy of the agenda for each meeting can be filed separately, in chronological order. This "agenda file" provides a concise overview of committee business and can act as an index to enhance retrieval of need meeting records.

Electronic records. As with paper records, separate folders (sub-directories) should be kept for each type of record. Minutes of meetings, containing the final version of each paper which the meeting received should have their own folders and any background papers, follow-up correspondence, or drafts should be kept in one or more subfolders of the meeting folder. E-mail relating to committee business should be copied to the appropriate folder.

All documents should be clearly identified by the date of the meeting and their version numbers if appropriate. There should be no duplicates. Minutes kept in electronic format should be "locked down" after approval and protected from alteration. Audit trails should be instituted to ensure that any alteration of the records can be tracked.

The committee's record keeper should ensure that at least one colleague (preferably two) has access to all the committee's electronic records, in case a question arises and the regular record keeper is not available. Shared network access drives can be useful for managing committee materials.

How should meeting records be stored?

Paper meeting records can be kept in binders or in hanging files ("Pendaflex" files). Binders can be kept on a shelf, readily available. Each group of records can be separated by a divider with the date of the meeting and placed in the binder in chronological order for easy retrieval and filing. Some administrators may find that binders consume too much space in the record keeper's office.

Hanging files are also a viable option for storing meeting records. The items from each individual meeting can be stored in their own individual folder clearly distinguishing them from the records of other meetings. Hanging files are easily kept in chronological order with labels on the files denoting the date of the meeting.

May records be maintained in electronic form? Most committee records have long-term value to the University and will be retained permanently by the appropriate archives. The ability of the archives to maintain electronic records over time depends on a number of variables. If your records are being maintained only electronically, contact the archives before transferring them to determine whether the archives can accept them in the particular format you are using. If the archives is not able to accept that format, you may be asked to reformat or print the records.

What records should the chair or administrator pass on to his or her successor?

The outgoing chair and/or administrator should use his/her judgment to determine which records are still active. Records that may be useful to a new committee chair include the current charge of the committee along with the current membership list and the most recent minutes. Records that are no longer of use may be transferred to the appropriate archives.