16. Storing Committee Papers in Teams
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Committee Papers are the official governance record of decisions made by the University and therefore must be retained and stored correctly. A copy of all formal Committee Papers must be kept in the Committee Team which is the main and formal repository of Committee documentation. All Committee agendas, papers, minutes and any other documents must be saved in the Committee Team, even for those Committees that use Board Intelligence.
16.1 Overview
16.2 Team Channels
16.3 Archiving of Committee Papers
16.1 Overview
Secretaries are responsible for maintaining accurate committee records and managing Team access and membership appropriately.
The Secretary should be the owner of the Committee Team with another staff member as owner to provide backup cover.
16.2 Team Channels
Each Committee Team should have a Working Documents and Planning Channel and a Committee Papers Channel.
The Working Documents and Committee Papers Channels should have a folder for each Committee meeting named and ordered by date of the Committee:
The Working Documents and Planning Channel
The Working Documents and Planning Channel should contain all draft papers, minutes, agendas and other relevant documents. This should be a locked channel which Committee members do not have access to. The channel should be owned by the Secretary and another person to provide cover. Other access should be limited to the Chair, their PA (if relevant) and any individuals involved in agenda setting.
The Committee Papers Channel
The Committee Papers Channel should contain the final PDF copy of each individual paper as well as a complete full copy PDF of the final meeting papers.
Draft documents should never be saved in the Committee Papers Channel.
The Committee Papers Channel should be unlocked and accessible to all Committee members and their PAs and any other relevant people.
When people leave the Committee and/or change role their access to the Committee Team should be removed promptly.
16.3 Archiving of Committee Papers
Bound hardcopies of papers from Senate and Council only are deposited in the University Archive. These include the confirmed minutes of each meeting, signed by the Chair. The papers of all other committees are regarded as requiring retention for working purposes only and the Committee should be regarded as the official repository.
Only the current year and previous year’s papers should be kept in the live “meeting papers” channel. Older papers should be moved to the Teams “archive” channel. Papers should be kept for a maximum of xx years.