Keep every attachment identifiable and connected to its item
Use a consistent item reference, descriptive title, version, owner role, and review state. The manifest below demonstrates how a clerk can spot an absent attachment or unclear version before packet assembly.
Store and share files through the organization's approved records locations and handling practices.
Common agenda attachments
A short handling note makes each file's purpose easier to verify.
Staff report
Explains the recommendation, background, and decision request for the agenda item.
- Use the agenda item reference in the file title.
- Check that the recommendation matches the agenda summary.
Map or location exhibit
Shows where a proposed project or action applies.
- Use a descriptive exhibit title.
- Check that the map corresponds to the location named in the report.
Draft agreement
Provides proposed agreement text for review when relevant to the item.
- Label the file clearly as a draft.
- Record the version and department owner in the manifest.
Worked attachment manifest
Fictional example for agenda item C-07; file names and review states are illustrative.
| Item | Attachment title | Version | Owner role | Review state |
|---|---|---|---|---|
| C-07 | Riverside Park lighting staff report | v3 | Facilities Program Manager | Clerk completeness check passed |
| C-07 | Riverside Park lighting location map | v2 | Facilities Program Manager | Matched to report |
| C-07 | Lighting options cost comparison | v1 | Budget Analyst | Reviewer comments resolved |
File and version questions
How should a revised attachment be labeled?
Keep the agenda item reference and descriptive title, then update the version marker. Update the manifest so the clerk can distinguish the revised file from the superseded copy.
What should happen to duplicate files?
Compare the title, version, and contents with the listed attachment. Ask the owner which copy is current, remove ambiguity from the packet set, and record the selected version in the manifest.
How do I connect an attachment to an agenda item?
Use the same item reference in the agenda record and manifest, and include the attachment title in the item's supporting-materials list.