Recording device for meetings - Cyburbia Forums

cyke · 2010-03-09, 01:36 PM

Pardon me if this is posted in the wrong area.
I wanted to ask what recording devices other departments used and how they chronicle meetings.

We are thinking of updating from an audio tape recorder to a digital recording system that will allow us to save meetings electronically.

Also of interest would be information on the format of meeting minutes and the amount of detail. Do your minutes describe the entire meeting or just provide the major bullet points?

I think it would be useful to determine which way to go forth. Posting model numbers of any recommended devices in the description would be great.

JMplanner · 2010-03-10, 02:37 PM

I spearheaded the purchase of a new recording system for a few commission's use.
These commissions had very specific characteristics that guided the selection.

Commissioners are not given microphones, only the Chair is. Staff is given one mic and the public has a microphone on a stand for public comment.

We used to have a CD recorder, which we had to patch in to the room's audio equipment, which was confusing and took a lot of time to set up.

We purchased the Zoom H2. It came with a microphone attachment on the bottom, and we place it equidistant from all the commissioners. All the commissioners are recorded well, and anybody who speaks over the microphone (Staff or public) can be heard well on the recording.

The recorder allows transfer of the audio to the computer. We have it set up to mp3 files, which allows for about 6 hours of recording.

If we ever reach 6 hours in our commissions, we probably do not want record of it.

Under $200 and easy set up, easy take down, easy transfer to computer. It will not take a technical person to set up.

dandy_warhol · 2010-03-11, 10:30 AM

About two years ago we upgraded to an Olympus Digital Voice Recorder DS-30 for our meetings. Our model has a microphone attachment and direct audio input connection. It comes with the software for transferring to the computer. Ours cost less than $100.

It is much more convenient and easy to use and to reproduce should someone want a copy of the meetings. It also saves on space since we don't have to keep copies of the tapes any more. Our network is backed up daily and we make cds of the meetings every quarter or so.

About a year ago we also switched from verbatim minutes to condensed minutes. The new minutes contain the projects, motions, and votes, but little else. This has freed up about 8 hours a month for our Planner.

~~Chet~~ · 2010-03-11, 10:45 AM

Every municipality I've worked for in the last 10 years migrated to MP3 on CD ROM. Each seat has its own Mic, and in some cases the muni required the board person to state their last name before speaking. (that was wierd in person).

cyke · 2010-03-12, 08:56 AM

Thanks for the information, much appreciated. We are looking into a digital recorder as well. Currently, we have been transferring tapes to MP3s but feel that a digital recorder would work much better.

2010-03-09, 01:36 PM	#1
cyke Cyburbian Registered: Sep 2006 Location: cyclone land Posts: 36	Recording device for meetings Pardon me if this is posted in the wrong area. I wanted to ask what recording devices other departments used and how they chronicle meetings. We are thinking of updating from an audio tape recorder to a digital recording system that will allow us to save meetings electronically. Also of interest would be information on the format of meeting minutes and the amount of detail. Do your minutes describe the entire meeting or just provide the major bullet points? I think it would be useful to determine which way to go forth. Posting model numbers of any recommended devices in the description would be great.

2010-03-10, 02:37 PM	#2
JMplanner Cyburbian Registered: Apr 2009 Location: California Posts: 32	I spearheaded the purchase of a new recording system for a few commission's use. These commissions had very specific characteristics that guided the selection. Commissioners are not given microphones, only the Chair is. Staff is given one mic and the public has a microphone on a stand for public comment. We used to have a CD recorder, which we had to patch in to the room's audio equipment, which was confusing and took a lot of time to set up. We purchased the Zoom H2. It came with a microphone attachment on the bottom, and we place it equidistant from all the commissioners. All the commissioners are recorded well, and anybody who speaks over the microphone (Staff or public) can be heard well on the recording. The recorder allows transfer of the audio to the computer. We have it set up to mp3 files, which allows for about 6 hours of recording. If we ever reach 6 hours in our commissions, we probably do not want record of it. Under $200 and easy set up, easy take down, easy transfer to computer. It will not take a technical person to set up.

2010-03-11, 10:30 AM	#3
dandy_warhol Cyburbian Plus Registered: Aug 2005 Location: meh. Posts: 4,154	About two years ago we upgraded to an Olympus Digital Voice Recorder DS-30 for our meetings. Our model has a microphone attachment and direct audio input connection. It comes with the software for transferring to the computer. Ours cost less than $100. It is much more convenient and easy to use and to reproduce should someone want a copy of the meetings. It also saves on space since we don't have to keep copies of the tapes any more. Our network is backed up daily and we make cds of the meetings every quarter or so. About a year ago we also switched from verbatim minutes to condensed minutes. The new minutes contain the projects, motions, and votes, but little else. This has freed up about 8 hours a month for our Planner.

2010-03-11, 10:45 AM	#4
~~Chet~~ BANNED Registered: Aug 2001 Location: South Milwaukee Posts: 8,931	Every municipality I've worked for in the last 10 years migrated to MP3 on CD ROM. Each seat has its own Mic, and in some cases the muni required the board person to state their last name before speaking. (that was wierd in person).

2010-03-12, 08:56 AM	#5
cyke Cyburbian Registered: Sep 2006 Location: cyclone land Posts: 36	Thanks for the information, much appreciated. We are looking into a digital recorder as well. Currently, we have been transferring tapes to MP3s but feel that a digital recorder would work much better.

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