Minutes Revision Status

The Lifecycle

draft: The editable working body, including an empty initial or correction draft.

circulated: The body has been released for participant review and has a circulation time.

approved: The approved revision records its approver and body fingerprint.

amended: An approved correction has replaced this revision as the permanent current record.

Transitions Explained

Staff circulate the current draft. The meeting is held, the draft has a body and the minutes version matches. Record circulation and its event, prepare participant notices keyed by revision and hash, and reevaluate withheld attention.

Staff return circulated minutes to editing. The minutes version matches. Clear the circulation timestamp without sending a withdrawal notice.

A linked approval decision carries, or an authorized caller approves under a no-vote rule. The revision is still circulated; direct preparation also compares its version. Store approval time and authority, publish approval and prepare notices; mark a superseded approved predecessor amended.

An approved correction supersedes this revision. The correction points at the approved predecessor. Retain its body and approval evidence while marking it amended.

What Cannot Happen

The draft must be circulated before approval is recorded. Approved text is preserved; correcting it creates another revision. An amended record is retained rather than reopened for editing. Chair identity is not verified on direct approval, and a missing meeting tally can default to declared carried. Database freeze behavior is declared by source headers, but its migration enforcement has not been certified in this examination.

Concurrency and Timing

Each editor move locks the meeting and minutes and checks the revision version. Decision-based approval prepares in one transaction and acts in another, rechecking circulation at consequence time.