Reports to Chief and Council see B4 Reports to Chief and Council – – Reports to Chief and Council cover many different subjects. They will be distributed as part of an agenda package for a meeting. and correspondence to Chief and Council, staff need to keep track of these by the date of the Like BCR’s meeting when they were considered by the chief and council. However, they also need to be recorded by the subject of the report, particularly for the staff member who prepared the report or is responsible for the portfolio the report is about. These different requirements will require copies of the report to be filed in the meeting file as well as in the subject file that the report is about. Depending on the size of the report, the report might also be treated as a with a copy filed in a or on bookshelves or in a meeting “library” item, “Resources” “Reference” Library room Minutes of Chief and Council Meetings see B5 Minutes of Chief and Council Meetings – – Minutes of Chief and Council are duplicated and distributed to many staff in the organization. They will be distributed as part of an agenda package for a and correspondence to Chief and meeting. Like BCR’s Council, staff need to file minutes by the date of the meeting that they record. The process for preparing and approving minutes is outlined in the diagram. Once minutes have been drafted and approved, they are filed with other materials from the meeting. All records of Chief and Council meetings are considered or essential records, and should be “vital” backed up electronically and stored offsite. Signed original records should be stored in fire proof filing cabinets. Filing Cabinets, folders and labels Cabinets Drawer style, with roll-out drawers, continue to be purchased for paper filing. These are now called and are discouraged, because they do not provide the greatest storage “Victorians” capacity.
Reports to Chief and Council – see B4 – Reports to Chief and Council Reports to Chief and Council cover many different subjects. They will be distributed as part of an agenda package for a meeting. Like BCR’s and correspondence to Chief and Council, staff need to keep track of these by the date of the meeting when they were considered by the chief and council. However, they also need to be recorded by the subject of the report, particularly for the staff member who prepared the report or is responsible for the portfolio the report is about. These different requirements will require copies of the report to be filed in the meeting file as well as in the subject file that the report is about. Depending on the size of the report, the report might also be treated as a “library” item, with a copy filed in a “Resources” or “Reference” Library on bookshelves or in a meeting room Minutes of Chief and Council Meetings – see B5 – Minutes of Chief and Council Meetings Minutes of Chief and Council are duplicated and distributed to many staff in the organization. They will be distributed as part of an agenda package for a meeting. Like BCR’s and correspondence to Chief and Council, staff need to file minutes by the date of the meeting that they record. The process for preparing and approving minutes is outlined in the diagram. Once minutes have been drafted and approved, they are filed with other materials from the meeting. All records of Chief and Council meetings are considered “vital” or essential records, and should be backed up electronically and stored offsite. Signed original records should be stored in fire proof filing cabinets. Filing Cabinets, folders and labels Cabinets Drawer style, with roll-out drawers, continue to be purchased for paper filing. These are now called “Victorians” and are discouraged, because they do not provide the greatest storage capacity.
Volume-2-18-7-17.docx