Recording virtual meetings
Virtual platforms allow you to record meetings, which are usually stored in the cloud and can be downloaded. For public offices, these recordings are considered State records. Learn which virtual meetings to keep record of and how to store them.
Managing recordings with business rules
It's a good idea for your organisation to have clear rules about managing virtual meeting recordings. When setting up these rules, consider:
- Low-risk meetings: Some meetings are low-risk, and the minutes alone are enough to keep.
- High-risk meetings: Other meetings, like those discussing contentious issues or involving difficult complainants, might need the recording as the main record.
- Purpose of the recording: Think about why you're recording the meeting. For example, are the recordings used for accurate minute taking or to allow people who missed the meeting to catch up?
- Official record: Decide whether the recording or the minutes will be the “official” record of the meeting.
Retaining and disposing of recordings
Here are some general rules for keeping or getting rid of recordings or meetings:
- Routine meetings: Keep recordings until you no longer need them for reference.
- High-level meetings: For meetings involving executives or ministers, you may need to keep the recordings as State archives, unless the minutes are considered the main record.
- Committee meetings: There are different rules depending on the type of committee, task force, or working group.
- Local government: For council meetings, keep the recordings until the minutes of the meeting have been confirmed. For other administrative meetings, you can delete the recordings once they’re no longer useful for reference.
Each organisation should create its own internal policies that specify how long recordings will be kept.
For example, in local government, recordings are kept until the meeting minutes are confirmed.
This table shows you which retention and disposal action you should take based on what each meeting relates to.
These actions are permitted under the normal administrative practice provisions of the State Records Regulation.
| Record relation | Retention and disposal action | Disposal class |
| Records relating to routine general team, section or unit meetings | Keep until administrative or reference use ceases. | GA28 Administrative Records: Strategic Management 19.13.1 |
| Records relating to meetings between chief executives and ministers, ministerial employees or senior executives of other government organisations. | Required as State archives or dispose of under NAP if other records such as the minutes of the meeting are the primary record. | GA28 Administrative Records – 10.8.1 or NAP |
| Records relating to committees, task forces or working groups. | Various. | GA28 Administrative Records: Committees 1.0.0 or NAP |
| Records relating to administrative arrangements for all meetings, including recordings. | Keep until administrative or reference use ceases. | GA28 Administrative Records: Committees 1.0.9 |
| Local government: Recordings of council meetings. | Keep until minutes of meeting have been confirmed. | FA450 Local government records: Governance – Meetings 7.2 |
Other requirements
For retention requirements of other meeting types and those unique to your organisation, check the appropriate records retention and disposal authority: Records retention and disposal authorities.