What a great discussion.
The best points, in my view are:
1) Meetings don't have to be in-person room gatherings. If the point is to share and transfer information, it can be handled via computer, though personal interaction is often preferred - however:
a) Although people often complain of too many meetings, personal interaction is often favored and can be the best thing.
b) It can take ages to get an electronic signoff from some people.
c) As an internal auditor I have looked at electronic records and asked myself, "Did these guys even LOOK at the data before they signed off on this??" So, the electronic method requires discipline.
2) The point of keeping records is supposed to be to help the organization maintain a good memory of what is important to properly serve their customers. Standards mean to force the minimum, but the organization is free to go beyond to the extent the records are appropriate, useful and manageable.
3) Keeping an eye on liability is important, but my best professional advice is to not do anything you wouldn't want to see end up in court, via an examination of records or otherwise.
