AN INTERACTIVE WORKSHOP FOR DISTRICT ARCHIVISTS BY BARBARA HUGG INS LWML Archivist Boot Camp January 27-29, 2015 Concordia Historical Institute, 804 Seminary Place, St. Louis, MO

What you need to begin an archive Cool, dry space for storage Basements and attics are not appropriate areas for preservation Check with congregations, districts, etc., for storage space Storage units such as filing cabinets Large table to work on Boxes with handles for easy lifting New file folders Sharpened pencils Erasers Rubber erasers work best 2

Organizing Files Chronologically Alphabetically By subject What works for you Key is being able to put your hands on files that you need Be logical 3

District archivists collect these materials Two signed copies from the executive and board meeting minutes of the district All reports of the district officers elected and appointed Two copies of the LWML district newsletter Two copies of the Synodical district’s newsletter, if it contains information regarding your district Only photocopy of section of the newsletter that applies to LWML Correspondence regarding any action taken Save two copies of most documents = one to use, one to lose 4

District archivists collect these materials (continued) All printed materials used at assemblies of leaders, workshops, prayer services and other special events of the district Reports from all zone archivists Two copies of the district’s convention manual and any printed materials produced for the convention Two copies of the district’s biennium report The most recent copy of the district’s bylaws Photos from special events that are labeled Include who, what, when and where Photos not identified are of no historical value 5

After a zone rally the zone archivist sends these materials to the district archivist Two signed copies of executive, board and rally meeting minutes Two copies of zone newsletters that have been produced since the last report Summary sheet from assemblies of leaders, workshops, prayer services and other special events Sending numbers of attendees is important 6

Zone archivists collect these materials Two signed copies of executive, board and rally meeting minutes Two copies of reports from the zone officers Zone newsletters Zone rally books or printed materials Printed materials received from assemblies of leaders, workshops, prayer services and other special events 7

Zone archivists collect these materials (continued) Photos from special events that are labeled Include who, what, when and where Photos not identified are of no historical value History of the zone that may be done by request from the zone president Current copy of zone bylaws 8

Society archivists collect these materials Two signed copies of executive, board and society meeting minutes Reports from officers Any printed materials prepared for meetings Photos from special events that are labeled Include who, what, when and where Photos not identified are of no historical value History of society Compose a history at least every five years Current copy of society bylaws Send to your zone archivist any materials that are requested 9

Biennium Reports District executive board meeting minutes District board meeting minutes Signed by hand or electronically District publication Copy of district page from Synodical publication Convention manual Biennium reports are also sent to the LWML archives at Concordia Historical Institute 10

Biennium Reports (continued) Report or summary sheet by the district archivist Statistical information included Number of societies, units and totals of lost or added members Highlights of the last two years 11