Warning: preg_match(): Compilation failed: group name must start with a non-digit at offset 8 in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 872

Warning: preg_match_all(): Compilation failed: group name must start with a non-digit at offset 4 in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 846

Warning: Invalid argument supplied for foreach() in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 847

Warning: preg_replace(): Compilation failed: group name must start with a non-digit at offset 4 in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 851

Warning: preg_match_all(): Compilation failed: group name must start with a non-digit at offset 4 in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 846

Warning: Invalid argument supplied for foreach() in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 847

Warning: preg_replace(): Compilation failed: group name must start with a non-digit at offset 4 in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 851

Warning: preg_match(): Compilation failed: group name must start with a non-digit at offset 8 in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 872

Warning: preg_match(): Compilation failed: group name must start with a non-digit at offset 8 in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 872

Warning: preg_match_all(): Compilation failed: group name must start with a non-digit at offset 4 in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 846

Warning: Invalid argument supplied for foreach() in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 847

Warning: preg_replace(): Compilation failed: group name must start with a non-digit at offset 4 in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 851

Warning: preg_match_all(): Compilation failed: group name must start with a non-digit at offset 4 in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 846

Warning: Invalid argument supplied for foreach() in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 847

Warning: preg_replace(): Compilation failed: group name must start with a non-digit at offset 4 in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 851

Warning: preg_match(): Compilation failed: group name must start with a non-digit at offset 8 in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 872

Warning: preg_match_all(): Compilation failed: group name must start with a non-digit at offset 4 in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 846

Warning: Invalid argument supplied for foreach() in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 847

Warning: preg_replace(): Compilation failed: group name must start with a non-digit at offset 4 in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 851

Warning: preg_match_all(): Compilation failed: group name must start with a non-digit at offset 4 in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 846

Warning: Invalid argument supplied for foreach() in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 847

Warning: preg_replace(): Compilation failed: group name must start with a non-digit at offset 4 in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 851

Warning: preg_match(): Compilation failed: group name must start with a non-digit at offset 8 in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 872

Warning: preg_match(): Compilation failed: group name must start with a non-digit at offset 8 in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 872

Warning: preg_match(): Compilation failed: group name must start with a non-digit at offset 8 in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 872
Creating Society Archives - FGS Wiki

Creating Society Archives


Warning: preg_match(): Compilation failed: group name must start with a non-digit at offset 8 in /home/ens9/public_html/fgs/mwiki/includes/MagicWord.php on line 872
From FGS Wiki
Jump to: navigation, search
(Created page with "[NOTE: this page has not yet been formatted. If you are interested in assisting in the care and maintenance of the FGS Wiki Content, please contact Thomas MacEntee at publici...")
 
 
Line 1: Line 1:
[NOTE: this page has not yet been formatted.  If you are interested in assisting in the care and maintenance of the FGS Wiki Content, please contact Thomas MacEntee at publicity@fgs.org.]
+
== INTRODUCTION ==
  
[[Category:Strategies for Societies]][[Category:Rubeck, Art]][[Category:Archives]]
+
A major push of the Federation of Genealogical Societies is
 +
records preservation and access. While most
 +
activities are aimed at public vital records, we
 +
are all aware of the importance, usefulness,
 +
and appeal of private, non-vital records.
 +
Whether we are fleshing out the lives of those
 +
we know about, or trying to find friends and
 +
associates of a problem ancestor with the hope
 +
of discovering clues, we need to have
 +
available to us the many records that show
 +
bygone activities and interests. Newspapers
 +
help as do military and religious records. But
 +
the records of local groups, including
 +
genealogical societies, can also be significant,
 +
if those records exist.
 +
 
 +
What will future researchers find about your
 +
organization? Are your records being
 +
preserved? Are you doing for others as you
 +
have wished others had done for you?
 +
 
 +
 
 +
== PRACTICE WHAT WE PREACH ==
 +
 
 +
For us to preach the doctrine of creating,
 +
saving, preserving, cataloging, and making
 +
available the kinds of documents that
 +
genealogists crave, we must first set the
 +
example. We must practice what we preach.
 +
This may sound easy in theory. But how do
 +
we practice this?
 +
 
 +
The answer is not difficult. It is possible to
 +
force the issue by adding a section to your
 +
society's bylaws or standing rules concerning
 +
records management. Specify what records
 +
your society shall create, who creates them,
 +
where they are stored temporarily, and,
 +
finally, which archives is the final recipient.
 +
The Bylaws of the Dallas Genealogical
 +
Society (Texas), include such a section.
 +
 
 +
DALLAS GENEALOGICAL SOCIETY - Excerpt from Bylaws concerning society records
 +
 
 +
Bylaws and Standing Rules:
 +
 
 +
'''Article XI - Records of the Society'''
 +
 
 +
Section 1. Society Records
 +
All records of the Society, printed or electronically generated, prepared by a member
 +
or nonmember in pursuance of activities, projects, or as a part of their job in the
 +
Society shall be the property of the Society. These records shall include, but are not
 +
limited to, the newsletters, quarterlies, publications, syllabi, membership and other
 +
lists, documents, research records, and other Society materials.
 +
 
 +
Section 2. Society Archives
 +
The Texas/Dallas History and Archives Division of the J. Erik Jonsson Central
 +
Library in Dallas, Texas, or its legal successor shall be the repository for the archival
 +
collection of the Society. This collection shall contain the bound minutes of the
 +
meetings, a printed copy of the yearly official membership list, and any other material
 +
the president or the board of directors shall decide to place in the archive collection.
 +
 
 +
Section 3. Society Minutes
 +
Society minutes attachments, reports, and newsletters shall be bound each year by the
 +
president and placed in the archives of the Society.
 +
 
 +
Section 4. Placement of Records
 +
Each year the president of the Society shall place at least one (1) copy of Society
 +
records, other than the bound Society minutes, in the Society archives or the
 +
genealogy section of the J. Erik Jonsson Central Library. A listing of the records and
 +
their placement shall be bound with the Society minutes and placed in the recording
 +
secretary's notebook. The secretary shall place a copy of the official membership list
 +
in the Society archives by January of each year.
 +
 
 +
 
 +
 
 +
== PROCEDURE ==
 +
 
 +
The procedure is simple. At the end of each
 +
society year, the outgoing president collects
 +
the minutes and other documents and takes
 +
them to Dallas County Archives, where they
 +
are placed in permanent storage.
 +
Newsletters and journals are kept in the Dallas
 +
Public Library's Genealogy section. Does your
 +
organization do this? If not, now is the time to
 +
act.
 +
 
 +
 
 +
== TAKE ACTION ==
 +
 
 +
While this example may not fit your specific
 +
requirements, the general outline should be
 +
followed and adapted to your needs. The main
 +
points to specify in your bylaws are:
 +
<ul>
 +
<li>What permanent records should your
 +
society create?
 +
<li>Who creates them?
 +
<li>Who distributes and stores them while
 +
they are active?
 +
<li>Who prepares and delivers them for
 +
archival storage?
 +
<li>Where are they stored permanently?
 +
</ul>
 +
 
 +
The amount of detail to include in your bylaws
 +
varies with each organization. Some
 +
organizations want to be quite specific. Others
 +
prefer to put details elsewhere to avoid
 +
frequent bylaw changes. The types of
 +
permanent records to be created, for example,
 +
might go into Standing Rules or a Policy and
 +
Procedures Manual.
 +
 
 +
You may want to add other requirements, such
 +
as who approves the records, when certain
 +
actions are to be accomplished, and who
 +
should police this to assure nothing drops
 +
through a crack.
 +
 
 +
 
 +
== SUPERVISION ==
 +
 
 +
Is a "policeman" necessary? Absolutely.
 +
Because of the seemingly non-urgent demand
 +
for this kind of activity, it tends to be "set
 +
aside for later." Having the activity
 +
monitored or supervised acts as a motivator
 +
to get it completed.
 +
 
 +
In addition to satisfying the need for creating
 +
and preserving the records which future
 +
genealogists and historians crave, two side
 +
benefits may result from this: member
 +
awareness and archive creation.
 +
 
 +
 
 +
== MEMBER AWARENESS ==
 +
 
 +
Promoting records preservation and access is
 +
one thing; being directly involved, at a local
 +
level, is another concept altogether. Bringing
 +
this issue out in the open, asking your leaders
 +
to obey your requirements, and eventually
 +
making this activity a way of life for your
 +
society will instill in each member the
 +
importance of archival storage.
 +
 
 +
Some may take this important step to other
 +
groups they are involved in, once the need is
 +
acknowledged and the solution accepted. You
 +
may find a champion or two who gets the
 +
archival ball rolling in other public and
 +
private arenas. Awareness creates
 +
involvement, which leads to action.
 +
 
 +
 
 +
== ARCHIVE CREATION ==
 +
 
 +
The second benefit of adding a records
 +
management section to your society bylaws
 +
will only involve those who lack a local
 +
archival repository. Records cannot be stored
 +
if there is no place to store them. While
 +
many–hopefully most–societies exist in areas
 +
that have an active archival facility, those who
 +
do not face a real challenge; to create one.
 +
Perhaps this will not affect any reader, but if it
 +
does, your task becomes larger and, of course,
 +
beyond the scope of this article. Any
 +
repository must be readily accessible if it is to
 +
be of value to genealogists, whether it is at the
 +
state, county, or local level. Local is better for
 +
society records because you know your job.
 +
 
 +
 
 +
== CHANGE FOR THE BETTER ==
 +
 
 +
If your society does not have a section in your
 +
bylaws or standing rules requiring records
 +
maintenance, now is the time for change.
 +
Only then we can convincingly sing the
 +
praises of records preservation and access.

Latest revision as of 07:42, 30 August 2013

Personal tools
Namespaces

Variants
Actions
Navigation
Toolbox