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Meetings/Hearings

General Administration

Meetings/Hearings
Title Major Revision Previous Schedules Schedule Item
Official minutes and hearing transcripts of governing body or board, commission or committee thereof,

including all records accepted as part of minutes:
RETENTION: PERMANENT

 CO2 1; MU1 1; ED1 1; MI1 1 47
Recording of voice conversations,

including audio and video recordings, stenotype or stenographer's notebook and also including verbatim minutes used to produce official minutes and hearing proceedings, report, or other record

 2020 (♦)
 CO2 2; MU1 2; ED1 2; MI1 2 51

a: Recording of public or other meeting of governing body or board, committee or commission thereof:
RETENTION: 4 months after transcription or minutes are created
NOTES: Appraise these records for historical significance prior to disposition. Audio and videotapes of public hearings and meetings at which significant matters are discussed may have continuing value for historical or other research and should be retained permanently. Contact the State Archives for additional advice on the long-term maintenance of these records.
Video recordings of public hearings and meetings which have been broadcast on local government public access television are covered by item no. 72.

b: Other recordings:
RETENTION: 0 after no longer needed
Meeting files of governing body or board or agency, commission or committee thereof,

including agendas, background materials and other records used at meetings
NOTES: Appraise these records for continuing administrative or historical value prior to disposition. Agendas may have continuing administrative value and may be useful for accessing information in unindexed minutes and for indexing those minutes. Other records prepared for or used at meetings may have administrative or historical value for documenting issues discussed at the meetings and referenced in the minutes. See item no. 47, above, for records which are accepted as part of the minutes.

 2020 (♦)
 CO2 3; MU1 3; ED1 3; MI1 3 48

a: Records not accepted as part of the minutes, including agendas, background materials and other records used at meetings:
RETENTION: 1 year

b: Temporary drafts or personal notes that were not circulated, reviewed, or used to make decisions or complete transactions:
RETENTION: 0 after no longer needed
Minutes and meeting files of non-governing bodies,

including internal staff committees or teams, inter-agency teams, or entities not covered by Public Officers Law Article 7 (Open Meetings Law), documenting proceedings of meetings, including minutes, agendas, background materials, recordings, and other records
NOTES: See item nos. 47, 48, and 51 for minutes, recordings, and meeting files of governing bodies or entities covered by the Open Meetings Law.

 2020 (♦)
 49

a: Documenting significant policy or decision making or significant events, or dealing with legal precedents or significant legal issues:
RETENTION: PERMANENT

b: Containing routine legal, fiscal or administrative information:
RETENTION: 6 years

c: Of no fiscal, legal or administrative value:
RETENTION: 0 after no longer needed
External group meeting files,

including minutes, agendas, background materials, studies and reports, and other records used by an employee acting in an official capacity with associations, organizations, or other groups that are not part of the local government:
RETENTION: 0 after no longer needed

 2020 (♦)
 50