You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # # Patti, One idea you might consider is to post three years' worth (or whatever your board decides) and place a note on the webpage "The Board of Trustee's policy is to maintain the last three years on the website. Individuals who would like to view minutes before this time should contact ____" or words along these lines. Bruce L. White, MBA, CRM, PMP University Records Manager OCCS, Old Dominion University 4300 Engineering & Computational Sciences Bldg Norfolk, VA Norfolk, VA 23529 Tel: 757-683-7017 [log in to unmask]<mailto:[log in to unmask]> www.odu.edu<http://www.odu.edu> From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Vannucci, Anita (LVA) Sent: Tuesday, April 30, 2013 8:41 AM To: [log in to unmask] Subject: Re: Posting Board Minutes online You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # # Patty, I've done some searching and here's what I've turned up. Under Executive Order 14 (2010) and the Code of Virginia 2.2-3707.1, agencies are required to post minutes for meetings addressing regulatory policy to Town Hall. Minutes of non-regulatory public meetings are to be posted to the Commonwealth Calendar. Agendas are to be posted seven days before the meeting, draft minutes from the meeting must be posted no later than ten working days after the meeting, and final minutes must be posted within three working days of final approval. All this to say that there's nothing I can find on Town Hall or in Code that indicates when the agenda and minutes are removed from those sites and no mention anywhere of a requirement to post these documents to the agency's site. Of course, it's good business practice to make minutes available online since they're so frequently requested, but it looks like the length of time you keep them online is up to you. Regardless of how long they're online, you're correct to keep them permanently under GS-101, 100338: Minutes of Meetings of Boards Mandated by the Code of Virginia or the Virginia Administrative Code. If someone else is aware of a requirement to make minutes available online for a certain period of time, please jump in and correct me! Anita Vannucci Records Analysis Section Coordinator Library of Virginia [log in to unmask]<mailto:[log in to unmask]> ________________________________ From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Patty Nelson Sent: Monday, April 29, 2013 11:37 AM To: [log in to unmask]<mailto:[log in to unmask]> Subject: Posting Board Minutes online Hi Everyone, I hope someone can give me some advice. The SVHEC is a state agency with a Board of Trustees appointed by the Governor. We are a Higher Education Institution that is not a degree granting institution. I know that the minutes of our Board Meetings (quarterly) are to be maintained and archived permanently. We also post minutes to the Board of Trustee meetings on our website. We became an independent state agency in 2005 and have all our minutes posted on our website. How long should we really keep the minutes posted on the website? I think we do have to post them for public access for some period of time, but I am not sure how long. Any ideas? Patty Nelson, CPA Chief Finance & Operating Officer Southern Virginia Higher Education Center Advancing Southern Virginia's economic potential through education,innovation, and collaboration. Phone: (434)572-5470 Fax: (434)572-5462 Email: [log in to unmask]<mailto:[log in to unmask]> 820 Bruce Street South Boston, VA 24592 www.svhec.org<http://www.svhec.org> To UNSUBSCRIBE, change options, or subscribe, please see the instructions at http://listlva.lib.va.us/archives/va-rol.html (If using Netscape, must have version 6.1 or higher to view the above page) ________________________________ Spam<https://www.spamtrap.odu.edu/canit/b.php?i=03JucIET5&m=3822134a89d1&t=20130430&c=s> Not spam<https://www.spamtrap.odu.edu/canit/b.php?i=03JucIET5&m=3822134a89d1&t=20130430&c=n> Forget previous vote<https://www.spamtrap.odu.edu/canit/b.php?i=03JucIET5&m=3822134a89d1&t=20130430&c=f> To UNSUBSCRIBE, change options, or subscribe, please see the instructions at http://listlva.lib.va.us/archives/va-rol.html (If using Netscape, must have version 6.1 or higher to view the above page) To UNSUBSCRIBE, change options, or subscribe, please see the instructions at http://listlva.lib.va.us/archives/va-rol.html (If using Netscape, must have version 6.1 or higher to view the above page)