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Retention of Board-related correspondence


Guest BevBryant
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I have meeting minutes and correspondence going back to 2007. The hard copies take up a considerable amount of space in my office and I would like to know if there is a required amount of time the hard copies should be retained. I do have electronic copies of everything, although I fear that modern technology may be far ahead of 2007's technology if we ever needed to refer to those materials. There has not been a need in the seven years I have been with the organization.

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3 hours ago, Guest BevBryant said:

I have meeting minutes and correspondence going back to 2007.

The hard copies take up a considerable amount of space in my office and I would like to know if there is a required amount of time the hard copies should be retained.

I do have electronic copies of everything, although I fear that modern technology may be far ahead of 2007's technology if we ever needed to refer to those materials.

There has not been a need in the seven years I have been with the organization.

Remember, the minutes do not belong to YOU.

Minutes belong to the ORGANIZATION.

It is up to the organization to dispose of old minutes (if at all), per an adopted resolution, instructing the appropriate party how to do the destruction.

***

I am glad you have electronic copies of everything.

However, if your electronic copies are:

   (a.) on 1.44 MB floppy disks

   (b.) on a Betamax video tape

   (c.) IBM computer punch cards

   (d.) in Word Perfect files

. . . then consider that your electronic versions may be inaccessible to future officers.

***

Consider that, if you were to die tomorrow, then how shall the organization retrieve their minutes of old?

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5 hours ago, Guest BevBryant said:

I have meeting minutes and correspondence going back to 2007. The hard copies take up a considerable amount of space in my office and I would like to know if there is a required amount of time the hard copies should be retained. I do have electronic copies of everything, although I fear that modern technology may be far ahead of 2007's technology if we ever needed to refer to those materials. There has not been a need in the seven years I have been with the organization.

There is no specified amount of time in RONR. It varies from organization to organization. Some organizations only keep electronic copies.

If this becoming a problem, I would suggest bringing this matter to the society's attention and letting them decide what to do about it. I would not destroy any documents unless and until the society gives you permission to do so.

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