Don’t Pitch It…
We’ll soon be arriving at the end of the year, and it will be time to assemble the WHC Branch records/documents of our activities for the past year. Here are the guidelines for collecting them. Martha Ewell, Historian, is responsible for gathering them for transfer to the U of H Library Carey Shuart Women’s Research Collection.
- Data collection takes place on an annual basis at the end of the calendar year June 30.
- All documents collected are submitted to the UH Library Special Collections in August of that year.
- The Branch Historian is responsible for collecting all documents both digital and paper.
Documents to collect and person responsible:
- AAUW Board meeting minutes—Recording Secretary
- AAUW newsletters—Newsletter Editor
- AAUW annual meeting—program for luncheon, any video or photos, paper copies of handouts—President Elect
- AAUW directory (digital and paper copies)— Directory Editor
- AAUW treasurer’s reports—Finance Officer
- AAUW meetings—Program Vice-President
- AAUW membership roster—Membership Chairman
- AAUW special interest groups (contents of emails or other publications when appropriate, photos, etc.)— Leaders of each special interest/activity group
- AAUW funds (reports)— Funds Vice-President
- AAUW Baker-Telfer Scholarship (the history, reports, recipients, etc.)—Scholarship Chairman
- EYH documents: the brochure, steering committee minutes, list of presenters and categories, a copy of the video of the past key-note presentation, list of past keynote speakers and their vitae, a history of EYH, photos especially of branch members with identification, sample folders of materials distributed to students and presenters, photos of event, tee shirts–EYH Chairman
- Obituaries of AAUW WHC Branch members—Corresponding Secretary
- Records still held in the personal collections of past leaders and members
- Records of Student Affiliate’s activities—Student Affiliate Liaison
Types of Documents:
- Digital documents—including primary digital documents. May be submitted on a zip/thumb drive or by email if appropriate.
- Paper documents—handouts, brochures, folders, any kind of paper document that supports the activity, etc. Paper documents are a very important source of research material. Researchers like to “feel” the material and to view it in its original format. Original documents are very important for the collection as researchers find these documents add to their understanding and appreciation of the materials by bringing it alive. Please make sure the documents are identified and dated.
- Memorabilia—Any special items/artifacts that are pertinent but do not fall into the category of paper or digital documents.
- Audio-visual materials–Photos of meetings, events, special interest group activities—documented with date, activity, the names of AAUW participants featured in the photo, power point presentations, videos. These may also be included in newsletters.
In general we are encouraged by the UH Library Archivist to collect as many digital, paper, and loose materials as possible. There is ample archival storage space to accommodate all materials that we collect that contribute to our history and activities throughout the year.
Martha Ewell, Historian