Meeting Archive

The Meeting Archive organizes your club's meeting-related records by fiscal year — minutes, treasurer's reports, bank statements, poll/election results, motions, and year-end summaries.

Where to find it: Governance & Permissions card → Governance Documents → Meeting Archive tab

Who can use this: Club Admins, and board members granted Manage Documents.

What you can do here

• Browse and download a fiscal year's files
• Seal an archive for integrity
• Place or release a legal hold

Note: You don't upload meeting minutes here directly — they're filed automatically once you archive a meeting's minutes in Committees. Everything else on this tab (bank statements, financial reports, etc.) is uploaded from Organizational Documents using a fiscal-year category.

Browse and download a fiscal year's files

1. Pick a fiscal year from the dropdown — only years that actually have files appear.
2. Files are grouped under headings: Meeting Minutes, Treasurer's Reports & Financial Reports, Bank Statements, Poll & Election Results, Motions, Year-End Summary, and Other Documents.
3. Click a file's Open link to view it, or click Download {Fiscal Year} (.zip) to get everything for that year in one zip file (including a MANIFEST.json listing).
4. If a year has more than 50 files, click Load More Files to see the rest — you'll also see a note that downloading may take a moment.

Seal an archive for integrity

Once you've finished filing everything for a fiscal year, you can seal it so any later tampering is detectable:

1. Select the fiscal year.
2. Click Seal archive (or Verify / reseal if it's already sealed and you've since added files).
3. The status changes to Sealed v{N}, and you'll see the archive's file count, total size, and integrity hash.

Place or release a legal hold

A legal hold prevents an archive from being altered while it's relevant to a legal matter.

To place a hold:

1. Choose a scope: {Fiscal Year} only or Entire club.
2. Enter a Reason or matter reference — at least 5 characters.
3. Click Place hold.

To release a hold: click Release next to the active hold and enter a release reason when prompted.

Field reference

Common questions

Where do meeting minutes actually get uploaded? They aren't uploaded here — a meeting's minutes are filed into this archive automatically when you archive them from Committees → Minutes.

What does sealing an archive actually protect against? It creates a verifiable fingerprint (a hash) of everything filed for that year, so you can later confirm nothing has changed. It doesn't lock the files from being added to — use a legal hold for that.

Troubleshooting

Related

• Minutes — how records actually get into this archive
• Organizational Documents — where fiscal-year category documents like bank statements are uploaded