Businesses generate correspondence and records every day.
It is imperative that effective and efficient record-keeping systems are in place to facilitate communication within the business and between the business and external parties.
Record keeping is much more than filing, it is an important source of reference and source of historical facts.
As technological advancements continue to escalate, a significant quantity of business is done in cyberspace. Original documents have become less prolific, however, it continues to be necessary to store certain important documents where legislation or agreements dictate that original signatures be preserved.
Electronic record keeping is just as important as manual record keeping, businesses can lose valuable information if systems are not adequately protected from being deleted and lost forever.
Ideally Agendas and Minutes should be filed intact, sequentially in date order. Minute Books can be used for this purpose. Agendas and Minutes must be cross referenced to facilitate searches.
In addition, each item dealt with should also be filed in a separate file under the specific topic which was discussed.
In order that there is a record of reports prepared and authorities consulted It is best if the Agenda item is filed together with the Minute under each topic.
It is very important for official records of business transactions and decisions to be protected in a safe environment.
Confidential records should be stored separately in a secure place with access suitably restricted.