Deposit of Organization Records
The Archives acquires the records of Episcopal Church organizations that have a national or international scope or whose impact has church wide influence. These organizations are involved a variety of liturgical, fellowship, mission, advocacy, social justice, and social service vocations. They include, for example, the archives of religious orders, the United Thank Offering, Episcopal Church Women, Forward Movement, and the National Altar Guild.
Paper Records
When considering what should be sent to the Archives, there is no need to be overly concerned about whether a specific record is “archival” or not. The Archives’ staff will bring together all the records, appraise them for their historical value, and organize them with an eye to future access and use.
It is best to retain the files’ original arrangement (e.g., the existing alphabetical or chronological order) as it was used in practice rather than to reorganize the files. If pieces of an archive are being brought together from various individuals, it is important that these individuals’ names be recorded alongside the donation (which should be kept intact).
While no reorganization of the records is needed, please remove papers from binders and “hanging files” and either place them into folders or envelopes, or bundle together with string/twine. If you have multiples of publications such as newsletters, pamphlets, books, etc., please only send two copies. This will greatly cut down on the number of boxes needed for packing as well as reduce shipping costs and, ultimately, the Archives retains only two copies of publications.
Electronic Records
Just as paper records are grouped together in file folders, electronic records should be grouped together into electronic folders or directories to maintain organization. A directory folder can be divided according to common practices:
• Chronology (i.e.: year or month)
• By their status (closed accounts, terminated employees)
• By topic or subject
It is common for electronic records to have paper counterparts. Directories should follow naming conventions similar to the paper file to avoid confusion. If a paper file is named “Annual Reports,” for example, the electronic directory should also be named “Annual Reports”.
Special Considerations for Electronic Records
In some cases, digital records are best retained within the environment in which they were created. Please contact the Archives to determine how to transfer specialized, proprietary electronic records systems (e.g., databases). Otherwise, electronic records may be transferred using external storage media (e.g., USB hard drive). Records should be accompanied by a basic descriptive “read me” file that provides an overview of the directory and its subdirectories.
Generally, the Archives will accept:
• Minutes of boards and sub-committees
• Annual reports
• Regular and special mailings and circulars
• Conference meeting packets
• Planning and project files
• Officer correspondence (received and sent)
• Financial reports (annual)
• Dues, donations, gifts, and special fund-raising records
• Membership lists
• Trust fund registers
• Newsletters and journals (published)
• Occasional publications (pamphlets, manuals, books)
• In-house operations manuals and guidelines
• Memorial registers
• Photographic prints and negatives ( with identifying information and approximate dates if possible)
• Digital images (e.g., JPEG on CD or flash drives)
• Audio and video recordings
• Scrapbooks
• Ephemera and artifacts, exhibit quality (e.g., special invitations, badges/pins, anniversary productions, etc.)
Generally, the Archives will not accept:
• Bank statements
• Pay stubs
• Invoices
• Paid bills
• Receipts
• Active records
• Newspaper clippings
• Travel arrangement files
• Conference arrangement files
• Unidentified photographs or videos
• Books not directly related to the organization’s mission or business
Packing the Records
• Remove papers from binders and “hanging files” (place in folders or envelopes, or bundle with string)
• Include a general list of the contents and send one by email at the time the boxes are picked up
• Use medium sized, well constructed boxes
• Pack boxes as comfortably tight as possible to prevent movement of documents during shipping
• Fill partial boxes with rolled newspaper or bubble wrap to prevent movement (no Styrofoam peanuts please)
• Number the outside of the boxes to make apparent the total number of items in the shipment (e.g.: “1 of 3,” “2 of 3,” “3 of 3”)
• Reinforce the bottom and top of the boxes with packing tape
Please include in your shipment (or via email at the same time) a brief letter of conveyance with your name and address. This will also help us to identify the source of the records when they are pulled together and organized in the Archives.
Please be sure to contact the Archives, either by phone or email, if there are any questions and before transferring records to the Archives.