I got this e-mail from Kelly:
What is the business standard for the length of time to keep meeting minutes?
Thanks for your question, Kelly. You didn’t specify what type of minutes you need to keep. How long you retain meeting minutes will depend on the type of meetings you are referring to. Most record retention schedules I’ve seen have recommended keeping board meeting minutes permanently. Those are the only meeting minutes that are referred to in most retention schedules.
For other types of high level meeting minutes, such as executive management meetings and the like, you will probably want to get a recommendation from your legal department as to how long they should be kept. For departmental level meetings, I would suggest the current calendar year plus 2-5 years, just to have an historical background for procedural purposes.
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I have more of a question than a comment, do the hard copies with original signature of Board minutes need to be kept permanently or is it OK to retain those in an electronic file?
I must be honest and say that I have absolutely no idea. My instinct would be to say that electronic copies should be suitable. Many companies keep electronic archives if for no other reason than to safeguard copies against fire or other disaster.
Does anyone know the answer to this question?