Official copies of approved minutes should be maintained by the recorder in chronological order, typically in a three-ring binder designed for this purpose or in an electronic format. The cover page might indicate the time period the minute book covers, such as “Minutes of the Loyalty Society, from January 1, 2020 to December 31, 2021.”

 Custody and Access

The minute-taker generally holds custody of the minutes book and all official documents. However, every member has the right to inspect the minutes, and certain minutes may be provided to committees as needed for their work.

 Documentation and Storage

The minute-taker is also responsible for storing committee reports and documents submitted during meetings. When filing this material, note the date it was received and any actions taken.

 Indexing

An index should be created as an alphabetical listing of all main items discussed in meetings. Include the topic, the date it was discussed, and the corresponding page number in the minutes. Although indexing may require some time, it significantly enhances your professional image, as you also serve as the group historian.

If you are using a computer, many programs can assist in identifying keywords, alphabetizing them, and listing them by page number. Ensure that any electronically stored information is easily accessible and properly backed up, allowing others to access it in case of software issues or if you transition to a different job.

 Motions Book

For groups that don’t frequently make motions, a motions book may be preferred over an index. This book contains all motions and amendments made by the group, along with the dates they were introduced.

Governing Documents

The minute-taker should also keep a copy of all rules governing the group, including the constitution, bylaws, and procedures.

 Meeting Preparation

All of this information should be compiled into one book that the minute-taker brings to each meeting.