Records Management Manual PDF - Crown Prosecution Service

Records Management Manual○ Reports;○ Correspondence.● Notices of meetings should contain at least the following items:○ Date;○ Time;○ Venue.● Agendas should contain at least the following items:○ Minutes of the previous meeting to be confirmed as a true record;○ Matters arising from previous minutes that need to be reported back;○ Specific items suggested by the Chairperson, secretary or other members;○ Date of the next meeting before the meeting is closed.● Minutes must at least contain the following parts:○ Date, time and venue of the meeting;○ People present;○ Business transacted and decisions made.● People who were present at the meeting should be recorded in the order of:○ Chairperson;○ Committee or Group members (in alphabetical order);○ Visitors or representatives;○ Secretary;○ Apologies for absence.● The minutes of the business transacted should follow the order of the agenda and therecord of each item should provide:○ A brief explanation of the facts, or background to the item;○ The main points for or against an item;○ A conclusion or decision in bold or capital letters for each item;○ The name of the person responsible for carrying out the decision.● You should always use the impersonal style (e.g. “It was reported that …” rather thanJ. Smith suggested that …) to describe what was said in the meeting.● Minutes typed up by a secretary are always in draft format. Each page of the minutesshould include the word “DRAFT” in either the header or the footer.● When the Chairperson reviews the minutes and the necessary amendments aremade, you should remove the word “DRAFT” prior to issuing the minutes.● When a committee or working group finish with their meeting, minutes must becreated so that a record of the meeting can be kept. The Minutes Template shouldbe followed each time minutes are created.Introduction - 57 -09/2008