The accuracy, clarity, and completeness of the documents archived by a Board not only enhance the value of archives, but also improve the productivity of that Board.
Your best tool is one that helps Directors, Board Members, Management and Administrators of your organization at the time of creation of the records and documents, such as the Document Archiving and File Structure features of The Aprio Boardroom.
The adoption of a records-keeping system like The Aprio Boardroom facilitates information management, using a system of file arrangements or grouping of records by type of document. To ensure the on-going preservation of your Board’s records through successive executives, it is important to develop procedures for the disposition of the records through the by-laws, regulations, and/or constitution of the organization.
The Aprio Boardroom allows designated Board Directors and/or Administrators to maintain and monitor the preservation of archival material over the lifetime of the organization.
You must pose a series of questions to guarantee safe storage of your electronic documentation:
- Where are the records currently stored?
- Who has been responsible for the records? (i.e. position on the executive, members-at-large, etc.)
- Who, within the organization, originally created records, and who creates updates to those records?
- Do officers or executive members retain their own records?
- Are there non-current, inactive documents and are these kept separate from the current, active files?
- Are there gaps in the records (what has become “lost” due to past records retention practices, storage locations, and natural occurrences?)
- Are there long-term members who could provide a “history” of activities of the organization for these years (i.e. recreating your history through the experience of those who played an active part)?
- What is the present physical condition of the active and inactive records? How are they currently stored? Who determines the storage needs and makes decisions about the on-going care of the records? Is there a budget allocated for this activity?
- Are the records in a format that promotes long-term preservation or is transfer to another format required? (i.e. documentary film, electronic records)
Minutes are usually the most significant record for your organization. These documents typically include:
- The full date of each meeting (i.e. day, month, and year)
- Where the meeting is held and why
- The readers of reports and the initials or first and last names of individuals in order to identify specific members decades or centuries later
- The issues behind the motions of meetings clearly and fully defined
Other records created by the organization and typically of an archival nature often include:
- The date of creation (i.e. day, month, and year)
- For photographs, the date, names of persons, events, and locations depicted
- Notation of document revisions and/or editions of publications
The Aprio Boardroom uses secure data encryption protocols and a proprietary File Structure feature that makes record-keeping and document archival easy and complete.
