Best practices for documenting your history

  • Document the activities of your group. This might mean keeping minutes of meetings, saving copies of publications and flyers, or archiving your web and social media sites. We use the Internet Archive’s tool, Archive-it, to archive websites.
  • Develop a straightforward organizational system that works for you.
  • Label your materials with full names, dates, and descriptions of events or circumstances.
  • Keep physical records safe. Store them away from dampness, dust, excessive heat, and sun.
  • Keep electronic records together in one central place. Backup your files and talk about off-site server storage.
  • Use good naming conventions for electronic records, and use recommended file types to ensure longevity.
  • Get to know the Records Manager and develop a routine of transferring inactive records to the Archives at the end of the semester, year, or leader’s term of office.
  • WHEN IN DOUBT, DON’T THROW IT OUT! The Records Manager’s job is to help you decide what to keep and what to toss, so ask for guidance.

Questions? Contact us.