1. Delta Kappa Gamma Society International Texas State Organization Alpha State Convention – Frisco Archives Workshop What do we Keep? What do we Toss? Presented by Deborah Thomas and Archives Committee Clipart used Microsoft word, DKG President logo, photos taken by Deborah Thomas are used with permission.

2. Why Do We Need to Archive?
Keep Valuable History
Reference Past Activities
Think
Past
Present
Future
A schedule design for optional periods of time/objectives.

3. Why Do We Need to Archive?
Begin with the Basics:
Locate
Locate your chapter’s
documents and records
TIP
A schedule design for optional periods of time/objectives.
Organize as You Go!

4. Why Do We Need to Archive?
Begin with the Basics:
Inventory
 What Are We Supposed to Keep?
A schedule design for optional periods of time/objectives.

5. Why Do We Need to Archive?
Begin with the Basics:
Evaluate
What stays with chapter?
What goes to state?
What goes to archive?
A schedule design for optional periods of time/objectives.

6. Why Do We Need to Archive?
Begin with the Basics:
Preservation
 Fully identify all materials:
source, date, place, event, people
Organize materials into safe, protected binders and boxes.
Consider recording and/or filming an oral history by interviewing chapter founders or senior members.
A schedule design for optional periods of time/objectives.

7. What Are We Supposed to Keep?
Chapter
Charter
Membership Rosters
Financial Records
Meeting Minutes
Membership Records
Biennium Reports
Yearbooks
Archives
Chapter History
Correspondence of Historical Value
Yearbook
A schedule design for optional periods of time/objectives.

8. What Are We Supposed to Keep?
Chapter Funds
Checking Account
Scholarship
Our Heritage
Volume I
Volume II
Alpha State Presidents
The Presidents of Alpha State (Texas)
The Presidents of Alpha State (Texas)
Society Publications
Constitution
Bylaws
Official Manual
Program Manuals
Ceremony Books
Songbooks
A schedule design for optional periods of time/objectives.

9. What Are We Supposed to Keep?
Bible
Table Banner
Replicas of Key and Shield
Brass Items
Items to Conduct Ceremonies
A schedule design for optional periods of time/objectives.

10. What do we toss? Multiple copies Staples - remove Paperclips - remove
Refer to Checklist in Treasurer’s guidebook
Things that are metal or materials that will harm other items
State and International Publications

11. Mu Omicron – what we did to complete our chapter inventory.
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 order of date and by groups. We didn’t throw multiple copies away at this time.
Next, we tossed State publications; they are already archived at that level.

12. Mu Omicron – what we did to complete our chapter inventory.
Next, we used the checklist in the Guidelines for Treasurers to know what items we could discard.
Next, we checked off the items we had for each year.
Finally, we made a list of missing items and sent it to members, for them to see if they had any of the missing items. We are planning a trip to Archives in Denton to hopefully get copies of the items we did not find.

13. Mu Omicron – what we did to complete our chapter history.
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 charter historical information on each yearly template.
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.

14. TSO Archives Committee Members Visit Blagg-Huey Library and Archives Leticia Graham, Ella Jo McGovern, Janice Sutton, Marilyn Gregory-TSO President, Deborah Thomas –TSO Archives Chairman and Cynthia DeVies

15. TSO Archives Display at TWU

16. This is the work area where everything is processed.
The picture shows inside the vault
where our boxes are kept
in a climate controlled environment.
The shelves are on rollers so that we
can get to our boxes.

17. Look I found my chapter!
Our section among all the shelves.
We have two rows on each side.

18. TSO Archives Committee at Work
Janice Sutton and Juanita Harmon
removing staples, paperclips and State
and International pages.
Cynthia DeVies and her husband Ron
checking the master list to see that all
the yearbooks turned in are marked
on the master list.

19. Still working… Linda Somervill checking the inventory
of one of the dissolved chapters.
Deborah Thomas and Ann Butcher
making a list of items turned in by one
of the State Presidents.

20. Everyone is still working; however, we do take time to visit.
TSO Archives Committee also works at Headquarters to process items for
Archives. This is a great committee to serve on and have the opportunity to see all the DKG Treasures.

21. 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.

22. Contact your 2015-2017 State Archives
Deborah Thomas, Chairman
Mu Omicron, Area 9
Committee Members:
Cynthia DeVies Jo McGovern
Eta Eta, Area Beta Pi, Area 10
Janice Sutton Linda Somervill
Mu Tau, Area Lambda Pi, Area 10
Juanita Harmon Ann Butcher
Kappa Theta, Area Kappa Psi, Area 9
A list of procedures and steps, or a lecture slide with media.
Ex Officio Member:
Marilyn Gregory
Epsilon Kappa, Area 7

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

24. Archives Committee State Website Resources
DKG Cookbook 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.

25. Checklist for
Item
Aug
Sept
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Meeting Minutes
Newsletters
YES NO
Yearbooks
Yearly member list
Membership form/Transfers
State Reports

27. Please refer to
the new Guidelines
for Chapter Treasurers
Page 21.