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Trainer warns that commissioners' personal notes may be discoverable; explains archive and minutes workflow
Summary
Trainees reviewed how clerk-published minutes include vote tallies and how private notes are flagged; the trainer warned that notes could be produced under public records requests and explained how the product team can extract note data if needed.
Trainer explained the distinction between private notes (private flag, not searchable on the public view) and public minutes in Media Manager. He said private notes will show a small 'p' icon in the archive but can be pulled by product or technical staff if a records request requires it.
"Some places get nervous with using the notes because it's discoverable...If it ever comes down where you get a Freedom of Information request and you need the notes to be grabbed...the product team or the technical team can go in and run a script to pull all the notes for you," the trainer said. He recommended using private notes carefully and consulting the county's records policy when in doubt.
The trainer also reviewed how recorded votes and vote tallies become part of the minutes once the clerk makes the meeting public in the archive.
Provenance: {"topicintro":"SEG 1211","topfinish":"SEG 1235"}
