Verbal Communications and Records
- What is a "verbal communication"?
- What kind of verbal communications might be a record?
- What types of communications are included?
- What is the best way to capture conversations that are records?
- Does this mean that I have to write a transcript of every conversation?
- How can I get additional guidance?
1. What is a "verbal communication"?
Verbal communication can mean a telephone conversation, a voice mail message or series of voice mails, a formal meeting, or even an informal chat with a coworker in the hallway.
2. What kind of verbal communications might be a record?
Any oral communication where an Agency decision or commitment is made, and that is not otherwise documented, needs to be captured and placed in your recordkeeping system. For example:
- A meeting or conference call where a decision is made, if formal meeting minutes or notes are not taken.
- A telephone call giving guidance to a member of the regulated community.
- A voice mail message committing to take action.
- A telephone call responding to a member of the public about FDA policy.
3. What types of communications are included?
- Face-to-face meetings
- Conference calls (including audio or video)
- Telephone calls (including cell phones, walkie-talkies, CB radios or Voice over IP (VoIP))
- Voice mail messages (including telephone or computer)
4. What is the best way to capture conversations that are records?
Write a memo to the file. Be sure to include:
- Date and time of the communication
- Type of communication (e.g., voice mail, telephone call)
- Participants
- Subject
- Details on any decisions or commitments
5. Does this mean that I have to write a transcript of every conversation?
No, not all verbal communications are records. Only write a memo to the file for verbal communications if they are:
- needed to document your activities as a federal employee, contractor, or other FDA agent, and
- not otherwise captured in your recordkeeping system.
6. How can I get additional guidance?
If you have policy questions about verbal communication records, contact the appropriate Center/Office Assistant Records Liaison Officier (ARLO).