Archives – Wow! What Do I Need To Do To Get Organized? Presented by Deborah Thomas TSO Archives Chair and 2015 – 2017 Archives Committee Clipart used was from Microsoft word and TSO State President’s Logo Delta Kappa Gamma Society International Texas State Organization 88th State Convention – Houston June 21 – 24, 2017

How many boxes of stuff does your chapter have stored in your home or someone else’s home in your chapter? Or

Getting started - 1. First gather all Chapter’s items into one place. 2. Sort all the items either by year or item type. 3. Pull out all International and State publications (Bulletin, Lone Star News, etc). 4. Gather all minutes and chapter histories to put in date order. 5. Gather all meeting agendas and treasurer reports and put in date order. 6. Bind minutes, agendas, treasurer reports and chapter histories in order in groups of 4 to 6 years.

Next - Have someone go through all the State and International publications to see if there is an article about your chapter or chapter member. If so, you will want to keep the publications and note on it the article of importance. Scrapbooks – make sure the event and people are identified in the photos.

Ready to store items at Archives at TWU’s Blagg-Huey Library Bound minutes, agendas, treasurer’s reports and chapter histories older than 6 years can be given to Archives Committee to take to Denton, or you can deliver them. Correspondence of value, scrapbooks or other important items can be sent also.

Chapter Storage - Now you are ready to complete the chapter checklist. You should now be down to a few boxes in which you will store current items up to 6 years. You should also get all the ceremonial items together for storage. Now you are ready to complete the chapter checklist.

Chapter Checklist Ceremonial Items Item Who has this Chapter______________ Date Chartered______________ Chapter #___________Area___________ Geographical /County_____________ The following items should be kept at the Chapter level and their whereabouts known at all times. The Executive Board should be responsible for passing these items to the next responsible person and keep a list of who has them and where they are stored at all times. Ceremonial Items Item Who has this Where is it stored Charter Official Initiate Register Ceremonies Paraphernalia 3 Brass Candlesticks Initiate Candle Holders (#_____) Brass Bowl Brass Salver (tray) Bible Scarf Brass Vase/Urn Gavel Other Items Ex. – Song Books Other Items Ex. – Ceremony Book

Books/Periodicals/Publications Item Who has it Where is it stored Our Heritage Volume 1 Our Heritage Volume 2 Our Heritage Volume 2 CD Our Heritage Volume 3 DVD Presidents of Alpha State Vol 1 Presidents of Alpha State Vol 2 Constitution/Standing Rules TSO Guidelines Go To Guide Guidelines – Chapter President Guidelines – Chapter Treasurer Guidelines – Chapter Membership Committee Chair Guidelines – State Organization & Chapter Communication & Publicity Committee Chair Guidelines – Finance Committee Guidelines -

Chapter Permanent Records The Chapter should keep 5 to 10 years of each item listed below at the Chapter level. Items older than 10 years can be put in folders and sent to Archives at TWU in Denton or sent to Archives Committee Chair or Headquarters. These items are never to be destroyed. One copy of each item should be kept and organized to be sent to Archives after 5 to 10 years. Item Who has Where is it stored Chapter Minutes – should have a set of minutes for each meeting Chapter History – should have one per year or by Presidents biennium Membership Records – Annual report to State or list received from State. Chapter Yearbooks – only the chapter information is kept Scrapbook or Photos of meetings or special events – be sure to label the event and people in the photo Historical Society Correspondence – Notes or letters from a Founder or State President Newspaper articles Chapter Recognitions/Awards Monthly Sign –in sheets or Attendance Sheets

Chapter Financial Records Please refer to the current addition of the Guidelines for Chapter Treasurers to know when things can be shredded and how long items need to be kept. Item Who has Where is it stored Treasurer’s Monthly Reports/Financial Reports/Auditor Reports – Keep permanently Bank Statements/ Reconciliations for Checking and Savings Account – Keep for 7 years then shred Acc’ts Receivable/Acc’ts Payable – Keep 7 years and then shred. Checkbook and extra checks – Deposit slips and copies of checks keep 7 years and then shred. Current checkbook keep. Cash disbursements/Cash Receipts Journal - Keep on-going record permanently. Budgets – Keep for 4 years Tax Returns – 990 Keep permanently, may store at Archives after 7 years Scholarship Information if Chapter gives a scholarship – Keep permanently

Inventory of any other items that Chapter has received or purchased. Name of Item Where did it come from or where purchased Where is item stored

Did you know? Our State Archives is located at the Blagg-Huey Library on the TWU campus. Kimberly Johnson and her staff welcome you to come and see our Archives and look through your chapter’s boxes. You may contact Kimberly Johnson to request a time to visit or you can contact Deborah Thomas, TSO Archives Chair. Consider having a Chapter meeting at Archives or a summer field trip.

Thanks so much for attending our session Thanks so much for attending our session. If you have any questions, please contact one of us and we will get back to you as soon as possible.

Contact your 2015-2017 State Archives Deborah Thomas, Chairman Mu Omicron, Area 9 djtitx72@live.com Committee Members: Cynthia DeVies Jo McGovern Eta Eta, Area 9 Beta Pi, Area 10 rcdevies@sbcglobal.net jomcgovern60@att.net Janice Sutton Linda Somervill Mu Tau, Area 1 Lambda Pi, Area 10 jsutton1015@embarqmail.com lesomervill@charter.net Juanita Harmon Ann Butcher Kappa Theta, Area 10 Kappa Psi, Area 9 jwharmon917@verizon.net acbutcher@verizon.net Ex Officio Member: Marilyn Gregory Epsilon Kappa, Area 7 dkgtexaspres@aol.com