The University Archives is committed to helping all student organizations to keep their archives for the future. This includes paper materials and digital materials; please contact the Archivist if you would like to set up a consultation for building a system for keeping your organization's archives.
TEN TIPS FOR PRESERVING YOUR ORGANIZATION'S HISTORY
- Document the activities of your group: Keep minutes of meetings and membership rosters; save copies of publications, fliers, and other promotional material; take photographs of members, meetings, and events. Don't rely on third-party applications like Facebook group pages to store your photographs and membership information.
- Label your materials with full names, dates, and descriptions of events or circumstances.
- Keep your records together in one central place. Assign a member to be secretary every year and have them pass information to a successor annually.
- Develop a straightforward filing system that works for your organization. There's no one best way to do this.
- Store your records away from dampness, dust, excessive heat, and sun.
- Avoid using paper clips and rubber bands. If you have documents that need to be kept together, use stainless steel staples or plastic clips.
- Develop a routine of transferring inactive records to University Archives at the end of the semester, year, or your leader's term of office.
- Consider the fate of your non-paper documents. Digital records can pose software and hardware access problems. Save CDs/DVDs, memorabilia, photographs, posters, sound recordings, and videos, as well as traditional paper documents. Contact University Archives if you have materials on websites or social media pages that we can export and preserve.
- Get to know the staff of the University Archives and learn more about our activities and collections.
- When in doubt, don't throw it out! Contact University Archives to learn more about preserving and organizing your records.