By John Okonkwo
A lot of meetings happen within the office and some of them are very important and highly confidential with the implication that the sessions should be recorded and the record properly stored and secured. The Meetings Recording and Storage Procedure Manual stipulates how such records should be stored and retrieved as and when needed.
The following are the key things to note with regard to the Manual:
- All Group Strategy Sessions, internal trainings and Advisory Board Meetings shall be recorded;
- Other meetings shall be recorded when the organiser specifically requests for the recording;
- Requests for recording of meetings shall be made to the IT Department at least 12 hours before the meeting;
- Recordings shall be extracted and stored in a secure, limited access drive on the Group Computer network;
- Once recordings are extracted, the original copies on laptops and memory cards shall be deleted;
- Recordings shall be properly named and stored in folders;
- The IT unit shall keep a log of all recorded meetings and sessions; etc.
Always remember to comply with all policies and procedures of the Group at all times bearing in mind that you are as powerful as you are right.
