There is nothing that would prohibit the public entity from providing their official journal with an unsigned word format of the minutes for publication. The email transmitting the word version of the minutes would likely suffice as documentation for the public entity that these are the prepared minutes for publication.
The public entity may, but is not required to, provide a signed copy or some other formal document attesting that the minutes attached are those for publication along with the requested electronic format. In regard to the official minutes, the public entity should be providing the prepared minutes to its official journal for publication within a reasonable period of time following the meeting (generally within 20 days) and not waiting until they are approved at a subsequent meeting. See AG Op. No. 09-0300. Any corrections to the prepared minutes would be reflected in the minutes of the subsequent meeting formally adopting the minutes.
See the LLA’s video on Publication vs Approval of Minutes.
Louisiana Legislative Auditor website: 05/02/2024 02:59:09 AM
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