01 – ADMINISTRATION / COMMITTEES

01.15

Committees – General

Records documenting the functioning of meetings of the institution’s various bodies, boards, committees or working groups (organization, discussions, deliberations, follow-up):  schedule of meetings, notices of meetings, agendas, minutes, status reports, documents discussed, adopted or filed for information, resolutions, documentation required for meeting preparation, taking of minutes and requests for corrections.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

5 years

R²

secondary [ a ]

other units concerned

1 year

D

N o t e s :                                                                                 ( D = Destruction   R = Retention )

¹ Retention:  1 year after adoption of minutes.
² Archives selection:  Retention of minutes and records pertaining to institution bodies and committees, as well as official copies of resolutions.  Destruction of records relating to meeting preparation (proposed agenda items, notification of meeting, etc.).  Destruction of records relating to ad hoc, non-statutory committees and working groups, records of whose main activities and achievements are found in the minutes, related records or other records or files of a body at a higher level.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

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Updated:  14/3/02