Governance Professionals of Canada - Deletion of notes from a Board or Committee meetings

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Deletion of notes from a Board or Committee meetings

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17 Jan 2019 2:05 PM

Message # 7007166

Anonymous member (Administrator)

Public issuer Asks:

Do anyone have a policy (informal or otherwise) that deals with the deletion of notes taken by Directors/Secretary at the Board or Committee meetings. If so, is there a certain time after the meeting takes place that the notes are deleted? What steps can be taken to ensure that the notes are deleted?

26 Jan 2019 11:54 AM

Reply # 7130642 on 7007166

Deleted user

In my view, a best practice is for the Secretary to delete the notes and all versions of draft minutes once the minutes have been approved at the subsequent Board/Committee meeting.

01 Feb 2019 12:48 PM

Reply # 7141461 on 7007166

Deleted user

I provide one quarter (approval of the minutes at the next meeting) and then I will delete any notes from the board portal.

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