In regards to an architectural collaboration, it is advised that atleast one member of the team become the person whom keeps a data of the meetings, what’s been said, ideas, etc. This is what we mean by “record”. Other keywords include minutes, data, history, log, archive, document, etc.
A record is an instantly written from a meeting. Keeping a record can be said as a necessity to a team. The usefulness in keeping records are for reminding what is needed to be done by group members, what issues has been discussed or what ideas have been portrayed in the meeting which deserves to be remember in case the team decides to go back to the idea and elaborate. The team will be given a copy of the record in some way, electronically or just on paper. This reduces any confusion and questions being asked by team members who could not make it to the meeting or maybe who did not hear clearly what was being said at the time. When that happens, they would only need to look back at the record.
“1. Where and when a meeting took place;
2. Present, i.e. the names of the participants;
3. Apologies, i.e. the names of those absent;
4. Subject;
5. Minutes of the previous meeting;
6. Items on the agenda: the discussion held, the motions made, the resolutions carried (Proposer; Seconder; the results of the vote);
7. Any Other Business (AOB);
8. Date of the next meeting.”[1]
Online synchronous messaging programs have a function to keep record of the conversation and save it as a history. This is very helpful when the team have online meetings and having the computer record it down automatically and even archiving it under month/year folders in some circumstance. Other information shown on these records include date, time and person who made an input.
[1] Wikipedia – The Free Encyclopedia, Minutes, http://en.wikipedia.org/wiki/Minutes
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