Guest Roxanne Posted October 3, 2019 at 03:44 AM Report Share Posted October 3, 2019 at 03:44 AM I’m the secretary of a political club. We are wanting to save storage and would like to destroy meeting records. How many years should we keep? Quote Link to comment Share on other sites More sharing options...
jstackpo Posted October 3, 2019 at 07:22 AM Report Share Posted October 3, 2019 at 07:22 AM Forever. If you have a lack-of-storage problem that you can attribute largely to the minutes, I'll bet you are putting far too much into those minutes -- see RONR, page 468ff, for the minimum essential content of minutes: "what was done, not what was said". The rest is dross. Quote Link to comment Share on other sites More sharing options...
Guest Zev Posted October 3, 2019 at 11:39 AM Report Share Posted October 3, 2019 at 11:39 AM If I had this problem I would scan the minutes into text format and save it on a DVD. If we assume that a page could hold 10,000 characters and one DVD is 4.7 gigabytes, then one single DVD could hold upwards of 481 million pages of data. Quote Link to comment Share on other sites More sharing options...
jstackpo Posted October 3, 2019 at 11:44 AM Report Share Posted October 3, 2019 at 11:44 AM 3 minutes ago, Guest Zev said: 1 DVD = 481 million pages of data. Yeah, but it is a political organization. Probably not enough. Quote Link to comment Share on other sites More sharing options...
George Mervosh Posted October 3, 2019 at 12:28 PM Report Share Posted October 3, 2019 at 12:28 PM 5 hours ago, jstackpo said: Forever. If you have a lack-of-storage problem that you can attribute largely to the minutes, I'll bet you are putting far too much into those minutes -- see RONR, page 468ff, for the minimum essential content of minutes: "what was done, not what was said". The rest is dross. Does the book actually say forever? Oh and I suppose you don't have any issues keeping all 481 million pages in substantial books or binders in your basement, right? Quote Link to comment Share on other sites More sharing options...
jstackpo Posted October 3, 2019 at 12:43 PM Report Share Posted October 3, 2019 at 12:43 PM 12 minutes ago, George Mervosh said: Does the book actually say forever? P. 475, line 30: "even many years later". That's pretty close to "forever" for a lot of organizations. Quote Link to comment Share on other sites More sharing options...
Chris Harrison Posted October 3, 2019 at 01:51 PM Report Share Posted October 3, 2019 at 01:51 PM Since they are a record of the business transacted by the organization I would think they would need to be kept for all eternity. Like me wanting to read a copy of the Washington Post from the day I was born a member may want to read the minutes from the day of the organization's birth. Quote Link to comment Share on other sites More sharing options...
Newbie Posted October 3, 2019 at 03:57 PM Report Share Posted October 3, 2019 at 03:57 PM (edited) Geez. Even tax records don't have to be kept that long! 7 hours ago, jstackpo said: Yeah, but it is a political organization. Probably not enough. 🤣 😉 From our State Statute: " An electronic or paper copy of all meeting minutes shall be available to the unit owners for at least 3 years after the date of the meeting." Edited October 3, 2019 at 07:37 PM by Newbie addition Quote Link to comment Share on other sites More sharing options...
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