Meeting records

What are meeting records?

Meeting records are any documents prepared for a University meeting, such as a team, department, working group, committee or board meetings. They include:

  • Traditional records, such as Agenda, Minutes, Terms of Reference, Supplementary Papers/Submissions
  • Outputs generated by MS Teams or Zoom AI Companion features, such as whiteboards, meeting transcripts, video recordings and AI-generated summaries.

Who is responsible for managing the records?

The meeting chair, or an appropriate delegate, such as a committee secretary is responsible for ensuring meeting records are created and kept in suitable University systems.

Which information systems are used to manage meeting records?

University systems used to manage meeting records include:

  • Meeting Information Manager (MIM) – for strategic and governing University committees.
  • Standard/non-managed SharePoint site (such as a MS Teams site) – for operational and local team meetings
  • Records Managed SharePoint (RMSP) – for operational meetings, or strategic University committees and working groups.

In the past Content Manager (CM) was used to manage meeting records. However, the above mentioned systems are now more commonplace at the University.

What to consider when managing meeting records?

The management of meeting records involves:

  • Capturing and retaining records within a University information system to provide evidence and decisions of the meetings
  • Destroying time-expired temporary value meeting records when they are no longer needed to support business
  • Transferring permanent value meeting records, so that they can archived permanently and accessed into the future.

Retention and disposal of meeting records

Meeting records should be retained and disposed of in accordance to the relevant classes in the University Records Retention and Disposal Authority (RDA). See table below.

If using:

  • MIM or RMSP the records retention and disposal processes is automatically managed.
  • Standard/non-managed SharePoint site, the records must be reviewed manually and destroyed once time-expired, by the meeting Chair and/or appropriate delegate. Refer to Destruction of temporary records for guidance.

Important: MS Teams and Zoom have varied storage timeframes for generated outputs, sometimes as short as 30 days. If these outputs capture key decisions or information covered in a meeting and need to be referred back to, they should be downloaded and retained alongside the other meeting records within a University information system.

Relevant RDA classes

RDA classUse forRequired action
5.2.1 GOVERNANCE - Committees & Boards: Internal Committee StrategicInternal committees established to determine University wide policy direction or strategic planning. Includes  University Council, Academic Board and Faculty Board meetings.Permanent - Retain as University Archives
5.2.2 GOVERNANCE - Committees & Boards: Internal Committee OperationalInternal Committees established for operational purposes that do not determine University wide policy direction or strategic planning.
Most University meetings are covered by this class.		Temporary - Destroy 5 years after last action completed
5.2.3 GOVERNANCE - Committees & Boards: External Committee - University-convenedExternal Committees convened by the University or where the University has provided the Secretariat.Permanent - Retain as University Archives
5.2.3 GOVERNANCE - Committees & Boards: External Committee - Not University-convenedExternal Committees where the University sends representation but does not convene or provide the Secretariat.Temporary - Destroy 2 years after administrative use has concluded

N/A - Normal Administrative Practice

Meeting recordings, transcripts and AI generated summaries where meeting minutes have been created and captured.

If meeting minutes have not been created and captured, refer to disposal classes above for appropriate retention period.

Temporary - Destroy when administrative use has concluded under Normal Administrative Practice

Further information

If you require further information or advice on managing meeting records, please submit a ServiceNow request.

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