Delta Kappa Gamma Society International Texas State Organization Archives Workshops Get Organized and Conquer Chapter Archives Storage Problems Presenter: Deborah Thomas with Ann Schmidt TSO STATE Convention June 25 - 27, 2015

Step by Step Guide for Chapter Archives Committee Archive* [ahr-kahyv] noun Archives (plural) 1. Documents or records relating to the activities, business dealings, etc. of a person, family, corporation, association, community, or nation. Think DKG, TSO, and your chapter Archives 2. A place where public records or other historical documents are kept. Our Society’s International archival materials are stored at International Headquarters in Austin. TSO’s archival materials are stored at Texas Woman’s University in the Blagg-Huey Library’s second floor Woman’s Collection- http://www.twu.edu/library/womans-collection.asp and at the TSO Headquarters (6220 Campbell Road, Suite 204, Dallas, TX 75379). Where are your chapter’s archival materials stored? Archives 3. Any extensive record or collection of data. Our International and State archives represent the history of our Society’s “key women educators” since 1929. How well do your chapter’s archives represent the history of your chapter’s “key women educators”? verb (used with object) 4. To place or store in an archive. Your mission as the chairman or a member of your chapter's Archives Committee is to archive the documents and records relating to the activities, business dealings, etc. of your chapter; that is, to preserve archival materials that represent the history of your chapter's "key women educators.” *dictionary.com Beginning course details and/or books/materials needed for a class/project.

What To Do as Chapter Archivist: Begin with the Basics: Locate, Inventory, Evaluate.   1. Start by locating your chapter’s documents and records. Inventory what you have, and make plans to collect missing items. Decide what to keep and what to discard. Your chapter’s files should contain the following materials organized chronologically by biennia and put into binders for easy reference: a. Official files for the president, treasurer, and committee chairmen b. Minutes of regular and executive board meetings c. Yearbooks and Newsletters e. Newspaper clippings and photographs f. History of each biennium written by the president, archives committee, historian, or other designee. 2. Fully identify all materials: for example, for news clippings attach the title, date, section, and page; for photos include on back in pencil the date, place, event, and persons; and for scrapbook items include the source, date, place, event, persons, etc. 3. Organize materials into safe, protected binders and boxes. A schedule design for optional periods of time/objectives.

The Next Steps: 1. Become familiar with archival supplies. Use correct materials and methods for preservation. a. Unfold papers that have been folded or creased. b. Encapsulate documents rather than laminating them. c. Protect photos with plastic sleeves. d. Avoid construction paper, newsprint, and cheap typing paper. Use acid-free paper. e. Photocopy important documents and newspaper clippings, using 100% rag paper. f. Use PRITT glue sticks instead of scotch tape, rubber cement, or other glue. g. Use plastic, rather than metal, paper clips. h. Use #2 pencils, rather than pens and inks, for identifying items, especially photos. i. Keep records in closed, acid-free boxes, using binders or acid-free folders within the boxes. j. Store records in an area where extremes in heat and humidity do not occur. 2. Remember that these things cause deterioration: acids in papers, glues, tapes; excessive humidity; extremes in temperatures; insects; water; dust and dirt; light; rodents. 3. Archival methods and products resources: www.archivalmethods.com http://lodima.org/archival-materials/ www.pfile.com www.archivalsuppliers.com Beginning course details and/or books/materials needed for a class/project.

Improve and Update Chapter Archives 1. Consider recording and/or filming an oral history by interviewing chapter founders or senior members.   2. Consider whether your chapter has items that belong in State archives. The State requires each chapter to archive at TWU each biennium a chapter yearbook and chapter history. Email Archives Chairman for a copy of your chapter’s Inventory sheet. Does your chapter have an additional item of historical significance, for example, a letter from a Society founder? If so, contact the State Archives Committee chairman for more information and a donor form. 3. Arrange a visit for you or your chapter to the Texas State Organization Headquarters in Dallas, where you can meet our State Executive Secretary/Treasurer, Betty Vines and view archival materials, such as Annie Webb Blanton's gavel, our Texas State Organization charter, and our State brass candelabra. Or, you can go online to www.alphastatetexas.org/headquarters (then click on the links labeled Photos and description) for a virtual tour of these archives. Objectives for instruction and expected results and/or skills developed from learning.

Improve and Update Chapter Archives 4. Arrange a visit for you or your chapter to our Texas State Organization archives at TWU in Denton. In the Blagg-Huey Library's Woman's Collection, you will find archives for Texas State Organization - plus, the Texas Association of Women's Clubs (TAWC), the Texas Federation of Women's Clubs (TFWC), the Women's Airforce Service Pilots (WASP), and others. Texas State Organization's archives are kept in a climate-controlled vault, each chapter has its own box, and the curator will facilitate your viewing of these archives. Your State Archives Committee delivers archival materials to the library, and TWU students file the yearbooks and histories in the chapter boxes. Objectives for instruction and expected results and/or skills developed from learning.

Archives Committee State Website Resources http://www.alphastatetexas.org/archives.html DKG Cooks Flyer Guidelines for Writing a Chapter History Archives: Trash or Treasure? Responsibilities of Chapter Archives Committee The Women’s Organization Movement throughout Texas From Granny with Love Here Today; Gone Tomorrow Conclusion to course, lecture, et al.

Delta Kappa Gamma Cooks! Archives Committee Seeks Adding DKG Cook Books To Woman’s Collection at TWU The Woman’s Collection, housed at TWU in Denton, Is a preeminent research center for woman’s history. It is rich in resources about Texas women and their organizations, and includes our Texas State Organization Archives and files.   The Cook Book Collection This collection, for historical research, is one of U.S.’s largest culinary libraries. The Archives Committee is continuing this project “A Collection of DKG Cook Books” To be displayed in a separate section We know that DKG members are great cooks! Over the years, we have put favorite recipes in publications, newsletters, and booklets. Help us find these materials! Be sure your cooking efforts become part of this culinary history. Contact Archives Committee Chairman Deborah Thomas djtitx72@live.com

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 A list of procedures and steps, or a lecture slide with media. Ex Officio Member: Marilyn Gregory Epsilon Kappa, Area 7 dkgtexaspres@aol.com

Chapter Histories here we go! Mu Omicron – what we did to complete our chapter inventory and chapter history. How we started – First we sorted the boxes of stuff we had collected thru the years and what members gave us when they resigned. Next, we put all items in date order by groups. We didn’t throw multiple copies away at this time. Next, we got rid of publications and other items that State has copies of in their archives. Next, we used the checklist in the Guidelines for Treasurers to know what items we could discard. (Copy of list in coming slide) Next, we checked off the items we had for each year. (Example on another slide) Finally, we made a list of missing items and sent to members for them to see if they had any of the items missing. We are planning a trip to Archives in Denton to hopefully get copies of the remaining items. Chapter Histories here we go! First, we used the Guidelines for Writing a Chapter History to make an outline of the items to include. Next, we set up a template of the outline and dated each one. We made a template for each year. We included our beginning on each one. Next, we used our scrapbooks and the binders with each year’s information in it to fill in the outline. Next, we now need to go to Archives in Denton to fill in some of the missing information.

Thank you for attending the Archives Workshop! Please let us know if you have any questions.