I'm back on the board after a year hiatus. (I'd like to thank some of the very supportive posters like BP, Steve, AdC et al for their helpful comments and for encouraging me not to give in to the temptation of apathy!)

It seems our co-op might stand to benefit from keeping clear and complete records. I've found a helpful article in the Cooperator: http://cooperator.com/articles/176/1/Preserving-Institutional-Memory/Page1.html

The article is from 1996 and could be updated for our increasingly digital and ubicomp age. But it outlines a logical method for organizing building records, and suggests keeping the files in a locked file cabinet in the building. This is the one point where I might differ from the article, which says that keys to the files should go to the super, the managing agent, and the board president. I would prefer that the keys go to all board members (rather than to just one board member; our building is just emerging from problems having to do with lack of transparency and concentration of power in one person) and not to the super or managing agent. Why? Because the super and MA work for us, and their service comes up fairly regularly in our discussions.

I would be very interested in hearing how boards in other co-ops deal with preserving building records. Thanks.