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How to properly cite/include non public materialmeeting discussion in a doctoral thesis?

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How to properly cite/include non public material in a doctoral thesis?

I am going to have a private meeting with an institution next month, and I would like to use what will be said there as a reference in my doctoral thesis.

What would be the most appropriate way to do this?

I thought about taking detailed notes, or even recording the meeting (with the consent of everyone involved) so to be able to transcribe it and include the transcription as an appendix, after allowing the other participants to review the notes/transcription to correct eventual mistakes.

Are there other alternatives? Is this somewhat usual?