If we videotape or create a podcast of our regular board meetings do we still need to keep written minutes?
(Updated 1/27/11) ORS 192.650 requires the board to either provide for sound, video or digital recording or the taking of written minutes of all its meetings. The records retention rules require that minutes be retained forever. In addition the retention rules state that anything that must be kept for longer than 99 years cannot be kept only in electronic format. This would mean that you have to keep a written transcription of at least the basics of the meeting as outlined in ORS 192.650.
The legislature will be looking at the administrative records retention requirements this year (2011) and we may see changes to this rule which may require all meetings to be audio recorded.
"OAR 166-400-0010 Administrative Records NOTE: Inclusion of a records series in this schedule does not require the series be created. If a record is created electronically, it can be retained in electronic format only as long as the retention period is 99 years or less.”
ORS 192.650: Recording or written minutes required; content; fees. (1) The governing body of a public body shall provide for the sound, video or digital recording or the taking of written minutes of all its meetings. Neither a full transcript nor a full recording of the meeting is required, except as otherwise provided by law, but the written minutes or recording must give a true reflection of the matters discussed at the meeting and the views of the participants.