FROM THE DESK OF THE PRESIDENT
Record Keeping…no, not those LP’s we all have and cannot seem to part with, but the Records we should be keeping for our Clubs and Districts. What does your club do about Record keeping; what does your District do about Record keeping and how are these all stored? Our Records are our History, and it is important to make sure that as such, we protect, keep, and share our History.
Do you know where your club Records are? If you have a clubhouse, they may be stored there, or is it the job of an Officer or Chairman to store the Records. Further, we need to ask are their copies of our Records. These same questions need to be asked of our Districts, and since I am unaware of any CFWC District owning a clubhouse…where are your Records kept? In 2020, 2021, and post covid, we should have spent some time going through our Records, organizing, and making virtual copies and placing them where they are safe, and they are known by the entirety of the membership in your Bylaws and/or Standing Rules.
It is our duty as members to make sure we know what is in a club or district Bank Box, that the Bank Box is inventoried on a bi-yearly basis and the Inventory is placed in your Minutes. Keys…who has them, is it in your Bylaws and/or Standing Rules? Does your club have boxes filled with paper, are they in some members garage and move around from Administration to Administration? And do not forget with a new Administration, a meeting should be called for the reason of handing over the Records and keys to those taking on the new responsibility.
The CFWC Finance Committee can help you with what Financial Records you should be keeping and for how long…call them and ask. The CFWC Parliamentarian can help answer your questions about what Records should be kept pertaining to the running of your club and district. Ask her, she is happy to help guide you to a more paperless place.
If over the past year your inventoried and gathered, re-filed, and placed your Records into order: great! Did you also make virtual copies of these files and Records? We should embrace the fact that with a virtual paperless world, we can have copies of all our Records and keep them on a USB thumb drive to be held in a separate location than the actual Records. What if something happens, where do you go for your History?
Your History, Your Records are everything you need to be guarding. Do not become lax with the preparations or the job that must be done to secure these precious items of importance. Currently, keeping everything, even things you plan to shred is easy with the help of a scanner and thumb drive. Never throw anything away that you can easily make a copy of. Is it tedious, of course; is it worth the effort, of course? Do it anyway, you, your current membership, and your future membership will thank you for the endeavor. This is your history; these are your Records!
We should know where everything is and we should not be storing things we are unaware of, moving boxes about that have not been opened in years. Think about that and while you are sorting, put on an old LP and have some fun…you never know what you may find. In fact, this may be a fun monthly column for your newsletter: 25 years ago (insert your club or district name) we were doing this!
Happy Record Keeping.