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CS Professional · CSR and Social Governance · Model Code for Meetings of Non-Corporate Entities

A society's minutes book was kept loose-leaf in a folder. During a dispute, a member alleged that two pages had been replaced after the meeting. Which practice from the model code would best have prevented this?

A bound minutes book with consecutively numbered pages, signed and dated entries, no blank spaces and custody with the secretary guards against tampering or page substitution. Loose-leaf folders, personal devices or letting members take the book home weaken the integrity of the record.

  1. AKeeping the minutes only on the secretary's personal phone
  2. BKeeping minutes in a bound book with consecutively numbered pages, with entries signed and dated and no blank spaces left, and with custody by the secretaryCorrect
  3. CPrinting minutes on plain paper and distributing them to the press
  4. DAllowing any member to take the book home for revision

Explanation

Bound, consecutively numbered pages with signed, dated entries and no gaps prevent insertion or substitution of pages, and the book is kept in the custody of the secretary or an authorised officer. Loose sheets, personal phones or free removal weaken integrity.

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