This guideline concerns information to be stored in the Chapter
Archives. Data are organized by functional Board areas (so this memo
doesn't have to be re-written every time the Board re-organizes!);
therefore, review all categories that apply to your particular Board
position (including subcommittees).
Please accumulate, annotate, and organize, as appropriate, the data
prior to archiving. Coordinate with the Historian the submittal to, and
the removal from, Archives, in order for a current inventory list to be
maintained.
Although information may be submitted to the Historian for archiving at
any time, it is recommended that information be accumulated and that
logical groups of data be archived at one time. Suggested submittal
dates include the end of the Board year (i.e., May), the end of the
Calendar year (i.e., December), or whenever is appropriate for the
submitted data.
Note that this is intended as a guide only.
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President:
Correspondence (including regional and national)
Administrative services contract
Contracts (others)
Executive VP:
Applications/data for awards (COPA, IPA)
Golf tournament information (including contracts and financial
reports)
Secretary:
Minutes for each Board meeting (including meeting agenda and all
handouts)
Correspondence
Web page archives
E-Mail Correspondence
Treasurer:
Monthly reports
Annual reports
Annual audit reports
Bills and invoices
Canceled checks
Bank statements
Income tax forms
Chapter Liaison (aka Chapter Representative):
Regional and national reports
Past President:
Reports
Alliances:
Contact list (i.e., other organizations and their points of contact)
Events; Education & Seminars:
Brochures, flyers, pamphlets
Advertisements (newspapers, magazines, radio/TV scripts)
Reports (including budget and financial reports)
Correspondence
Speaker list (name, address, agenda)
Corporate Patron list
Attendee list
Volunteer list
Recommendations for future events
Historian:
Newsletters
Archive contract/agreement
Membership:
Applications
Monthly chapter membership list
Monthly Board of Directors list (BOD List)
Monthly national membership list and transaction register
Chapter annual membership roster
Roster advertiser list (name, address, summary of advertising
revenue)
Exit interview summaries
Newsletter:
Special mailings
Photographs (annotated!)
Correspondence
Advertiser list (name, address, summary of advertising revenue)
Printer contract
Programs and Meetings:
Meeting attendance list
Contracts
Correspondence
Meeting speaker list (name, address, agenda, evaluation)
Workshop speaker list (name, address, agenda, evaluation)
Publicity:
Clippings (annotated!)
Correspondence
Contact list (i.e., where publicity is sent)
Student Chapters:
Chapter contact list (school, advisor, officers, comments)
Scholarship information (including recipient, school, application,
amount, follow-up)
Revenue generating info
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