And just to confirm (as Pamela quite rightly points out) the signed copies at my authority were/are also transferred to the archive service 😊.



Thanks



David





Dr David Reeve

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-----Original Message-----

From: The Information and Records Management Society mailing list <[log in to unmask]> On Behalf Of Pamela Birch

Sent: 18 June 2019 08:00

To: [log in to unmask]

Subject: Hard copies of minutes/agendas/papers - still need to be retained?



Bedford BC - OFFICIAL-Unsecure



Dear Roz,



The signed minutes are the only true record; if only the hard copy are signed then they are the ones that have to be kept but not necessarily by you. 



Have you spoken to the West Yorkshire Archives Service? https://www.wyjs.org.uk/archive-service/



I don’t know the exact relationship between them and the combined authority (all county archive services are different) but I suspect they are the repository that would expect to take the hard copy signed minutes. Certainly this is what I expect from the Bedfordshire unitary authorities. The statutory reason that local authorities run archive services is so that the official records of the parent authority, e.g. its signed minutes, can be permanently preserved and made accessible to the public. As you move to only producing minutes and papers electronically these should still be ‘offered to archivist’ under your local authority’s retention schedule. 



Modern.gov is a good method for access to current minutes and papers but I would not trust it as a long term provision – the final minutes and papers of Bedfordshire County Council, which was abolished in 2009, were only put on modern.gov (as far as we can discover) and as soon as the authority no longer existed and therefore didn’t pay the bill they disappeared never to be seen again - much to the successor authorities annoyance. 



Pamela Birch

County Archivist

Bedfordshire Archives & Records Service

More than 800 years of history and 100 years of service. 

Open: Mon 9.15am-5pm (5-7pm by prior appointment only), Tues, Wed & Fri 9am-5pm. If you wish to visit please contact us (01234 228833 or [log in to unmask]) to make a booking. Closed Thursday. 

Tel: 01234 228908 (direct line) 01234 228833 (main office) www.bedford.gov.uk/archive Twitter @BedsArchives



Date:    Mon, 17 Jun 2019 13:03:12 +0000

From:    Rosalind Ryan-Mills <[log in to unmask]>

Subject: Hard copies of minutes/agendas/papers - still need to be retained?



Good afternoon,



I work in local government we are currently decluttering our office. Our governance department hold onto a hard copy of all agendas/minutes (which get signed)/papers for every formal committee. They also hold an electronic version on the network drive, and another one is uploaded onto modern gov. For obvious reasons, I'd like to remove the hard copies and keep everything electronically. Is there any legal reason why this can't be done? I'd be keen to scan the signed minutes in too and then move towards electronic signatures. We don't have enough space for hard copies anymore!



Thanks,

Roz



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