ESERV LET S S PRE HISTO. ORY Guidelin. wellyn Nationa. o America, Inc. valadaa. Page 1

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1 LET S S PRE ESERV VE OUR O H HISTO ORY Guidelin nes for Esstablishin g Chapteer Archiv es Prepared by Valada Parker Flew wellyn Nationa al Archivist, Jack and Jill of o America, Inc. I Octoberr 2017 valadaa a@yahoo.com m Page 1

2 Dear Mothers of Jack and Jill of America, Incorporated, I am honored to serve as your National Archivist and to follow in the footsteps established by our first National Archivist, Adelle Wilson Baker. Adelle was appointed by past President Ingrid Miller and, in her role as National Archivist, she developed the first set of archival guidelines, which serves as the baseline in our effort to build an archival record of our organization s history for posterity. In her guidelines, she reminds us: Our organization relies upon our efforts to help organize an archival history that does justice to our heritage. Organizing the national archives is a team effort and requires that we all play by the same rules. I encourage you to embrace your Jack and Jill history, develop creative ways to interest new members, and encourage the children to explore and share the story of Jack and Jill of America, Incorporated. Jack & Jill history reflects the African American family as well as African American invention, innovation, and achievement. For this reason, we must be deliberate in preserving it. This document will provide a set of guidelines to aid in the coordination of our efforts to insure a smooth transfer of historical information between the Jack & Jill National Archives, the National Historical Task Force, the Regions, and the Chapters. It is a fluid document that will change and evolve as we continue to embrace new technologies, processes.and discoveries. There are always new innovations, materials, and methods; however, the need to preserve our history is constant. For this reason, our National President, Joli Cooper-Nelson, and the National Executive Board have made the archives a high priority. The way we preserve our history is clear evidence of how much we value it. Thank you for the role that you play in this most important task. Valada S. Flewellyn National Archivist Page 2

3 Jack and Jill of America, Incorporated NATIONAL ARCHIVAL GUIDELIN NES NATIONAL PRESIDENT P JOLI COOPER-NELSON NATIONAL ARCHIVIST VALADAA S. FLEWELLYN NATIONAL HISTORICAL TASK FORCE Chair: National Historian Carol Bolden Stone-El, Mid-Atlantic, clbolden@hotmail. com Ria Chandler, Mid-Western, riachandler@gmail.com Majella Chube Hamilton, Southeastern, mchubehamilton@aol.com Yvonne Pace, Central, paceyt22@ya ahoo.com Lesley Roane, South Central, lhroane@yahoo.com Pamela Chew Williams, Eastern, pchew29@yahoo.com Grammie Murray, M Far West, tarinamurray@hotmail.com Page 3

4 JACK AND JILL HISTORY PRESERVED FOR COMMUNITY MEMORY The heart of our organization s memory is in its records. Because we value Jack and Jill history, we must act to save the original historical material, photographs, and artifacts thatt the National Office, Executive Board, Regional and chapter officers, mothers and children have produced and compiled over the years. These items provide unique testimony to the achievements of our organization. Such materials are also extremely valuable for administrative, legal, fiscal, and public relations purposes. Our organization s history is importantt to our community, too. For this reason, we must consider making our history available to researchers, family members, and other interested persons. This document assumes that each chapter will be selecting a repository near you, to house the chapter s archives. The danger of passing information from one administration to the next leads to the loss of important documentation. Establishing a workable method of archiving your important documents will insure their availability to future generations. JACK AND JILL OF AMERICA, INCORPORATED ARCHIVALL MISSION STATEMENTT The Archives of Jack and Jill of America, Incorporated, identifies, collects, and preserves materials that have enduring historical value, makes them accessible, and promotes their use to the organization s mothers (members), associates, family members, and the community Value Your UP THE HILL The UP THE HILLL journal is a valuable record of Jack and Jill chapter activities. It records for posterity, the members,, social and civic activities, and philanthropy. Keep this in mind as you capture treasured memories. Try to include as many people ass possible in the photos you submit. Always list the names of group members not included in the photos. Page 4

5 BASIC ARCHIVES VOCABULARY Archives: Non-current records preserved because of their continuing value, as opposed to active records that are readily accessible and used for administrative, fiscal, legal, and/or operational purposes. Typically, archival records were produced more than seven years ago while active records were produced within the last seven years. Access Policy: General declaration of who may use the collection. Archives may be public (open to nonmembers) or private (exclusively for Jack and Jill members), or a combination of both. Accession: Adding records to a collection. Appraisal: Evaluating records to determine which to retain, discard, or destroy. Archivist: Person charged with collecting, codifying, appraising, and preserving records. Destroy: Demolishing sensitive information via permanent means such as shredding. Discard: Getting rid of non-sensitive information via disposal in the trash. End-of-Tenure Inventory Form: A listing and assessment of files that outgoing officers transfer to their successors. File Plan: Guidelines for organizing files based on specific systems, such as alphabetical, numerical, subject, or functional. Finding Aid: A published or unpublished guide, inventory, index, register, list or other system for retrieving archival primary-source materials, providing more detailed information about collection items. Inventory: An orderly (chronological, alphabetical) listing and numbering of the holdings in a collection. Policy Statement: Parameters that govern the creation, administration, and maintenance of the chapter s collection. Records: Recorded information, regardless of the medium or characteristics, including paper, film and video, audio recordings, photographs, , spreadsheets, and databases. Permanent records are those with enduring, historical, or research value. Repository: A central site where records are held and maintained primarily for research and display purposes. Page 5

6 Retention Scchedule: The timeline for the t length of time materia als will be kep pt on file. Transfer: Th he placemen nt of materia als into a Re epository. Whhen materialls are given as a Deed of Gift, ownership of o the collection is assigne ed to the Rep pository. Wheen materials are given as a Deposit, JJack and Jill of Amerrica retains ownership o of the collecttion, placing materials inn the Repossitory for a sspecified amount of tiime. e contents and date spanss for materia als transferred d. Transfer Scchedule: Transfer list: A form thatt outlines the The frequency with which h materials will w be transfe erred to a Rep pository. Trannsition Checkklist: A record d of files transferred from f an office er to her succcessor. Page 6

7 CREATING YOUR CHAPTER PLAN How to organize your chapter s archives, tools to help catalogue your materials How to Begin 1. Take Inventory 2. Establish File Plan Be reasonable Determine records to include in archives Determine where you will keep your archives Determine type of filing system Paper Electronic Both 3. Record Series, i.e., General Types of Records. This should include the general categories (see records to collect). 4. Name File Records 5. Create a Retention Schedule for Records. This document will be a guide to how long to keep an item before discarding or transferring it to a Repository. Example: Membership Manual (keep), Minutes (7 years, transfer ) Suggestion: Maintain an archival notebook and jump drive for Membership List. Pass to archivist every year. As technology changes, transfer files to new storage devices, i.e., VHS to DVD to jump drive to external hard drive, and so forth. Records to Collect Official accounts of actions Meeting and Assembly Minutes Program and Operational Reports Documents Charters Constitution and Bylaws Manuals of Standard Procedure Records Financial statements Membership rosters Contracts Inventories Letters and memoranda Page 7

8 Publications Periodicals, for example, The Jack and Jill Times History books Program Guides Operational Manuals Books Media Brochures and pamphlets Productions, including documentaries and features Photographs, maps, and illustrations Personal Perspectives Letters, diaries, speeches Interviews, oral histories Material Culture Monuments and portraits Tapestries and quilts Scrapbooks, paraphernalia, ephemera Publications by Others Studies in journals Government reports Articles, editorials, reviews in newspapers and magazines Broadcast productions General histories and other books Page 8

9 DO S AND DON TS DO: As you create documents and photographs include day, month, and year (i.e., programs, notes) Prepare a clean surface when working with archival materials Remove staples from papers Remove photographs from acidic surfaces (i.e., old sticky scrapbooks) Use archival materials to store materials (i.e., poly-vu sleeves, acid-free file folders, archival boxes) Keep digital records as a backup. Always update to current technology. DON T: Don't use acidic enclosures or acidic containers Don't laminate documents (the heat or solvent used can cause irreparable damage) Don't handle documents more than necessary (this can tear and stain them) Don t destroy historical documents or photographs ARCHIVAL IDEAS FOR CHAPTER INVOLVEMENT 1. Find creative ways to involve the children in collecting chapter history; (i.e. Family History Exhibit, Sharing Family Stories, Family member interviews, Family Picture Show and Tell, Family related story and poetry gatherings. ) 2. Create a chapter Family History Catalogue; (collect family photographs and family biographies from each family in the chapter) 3. Create Record of Activities Catalogue, a chapter version of UP THE HILL; 4. Consult other chapter about how they are involving members in Archival preservation; AND 5. Make Archiving a continual part of what you do. Page 9

10 SUGGESTED STEPS FOR SETTING UP ARCHIVES 1. Consider forming an Archives Committee. The Archives Committee (Chapter Historian is Chair) should actively plan every aspect of archival activity. This includes writing a Mission Statement that is congruent with Jack and Jill s bylaws. The statement should be clear, concise, and address three fundamental issues: a. The purpose of the archives (i.e., to identify, collect, preserve, and make the organization s records and personal papers available to members (and researchers if the organization desires public archives), to augment the organization s image, etc. b. Activities or experiences the archives will document c. The kinds of materials to be collected (organizational records, personal papers of leaders, national and chapter publications, etc. and the formats to be accepted (print, digital, etc.) This also includes writing a Policy Statement that establishes the parameters for the Archives. This mentions Legal Authority (name of organization and the Repository selected), the national archivist and members of the archives committee, Access policy (whether the archives will be public or private), Terms of transfer (deed of gift or deposit), Initial date of transfer and frequency (annual, every 2 years, etc.), Financial obligations of Jack and Jill and those that will be covered by the Repository (this could be as simple as a climate-controlled U-Haul storage unit using archival storage bins and folders). The committee should conduct an appraisal of the documents (determine what s there what s the size of the collection in cubic feet or number of boxes, what to keep and what to discard). They should then arrange and describe the materials, digitize the materials, and, finally, preserve them in a climate-controlled repository. The committee should factor in costs for archival-quality materials such as acid-free boxes, photo sleeves, etc. 2. Choose a Repository a. Identify institutions that will accept your collection. b. Schedule a visit with the Archivist to discuss possible transfer of your materials. c. Share a profile of your organization to ensure that it matches their collecting mission. d. Give them information about the size and quantity of your collection. e. Tour the facility to ensure that it has functioning air quality conditions and professional practices. f. Once the right repository is selected, sign either the Deed of Gift or Deposit Form, and retain a copy for your files. 3. Collect and organize the materials Page 10

11 4. Transfer the materials to the Repository a. Ensure that the files are in order (chronological, alphabetical, etc.) b. Place files in acid-free manila folders that are clearly labeled c. Place the folders in acid-free boxes, filling each. d. Create a folder list for each box, clearly assigning each a number and listing the contents and date span of records on the lid or side of the box (e.g., Box 1, Committee Minutes, ). e. Create a finding aid (e.g. Box 1, Folder 1-Minutes, 1965; Box 1 Folder 2-Minutes, 1965, etc.) f. Give the finding aid to the repository, and retain a copy. STORING ARCHIVAL MATERIALS PHOTO SPECIFICATIONS * All photos must be scanned in a.jpg or.pdf format. Photos should be scanned at a high-resolution (hires). * As a general rule, the larger the image file, the more flexible uses it potentially has for use (print, etc.). FILE NAMING * All files must be named in the following way: Chapter, State, Region, Description (include date) Last Name, First Name in order to avoid any confusion. * For example, if chapter historian Jane Smith from Buffalo, NY sent a picture of the chapter, it would be named: "Buffalo_ NY_Region_ChapterPhoto2016_Smith_Jane.jpg". * If chapter historian Jane Smith from Buffalo, N.Y., sends a Word document with a list of the individuals in the photo, it would be named: Buffalo_NY_Region_ChapterPhoto2016_Smith_Jane.doc". Should you choose to donate your chapter s inactive records to an archival repository, you will assure that its history and heritage will be part of your community s collective memory. Selecting a repository insures that records are not lost in the transfer of officers from year to year. The repository provides a place where the records will be stored in an environmentally safe place. Page 11

12 GENERAL HANDLING PROCEDURES All handling causes damage so handle Archives as little as possible. (Note: These rules also apply when visiting public archives.) Key points to remember 1. Wear gloves when you can plastic are best 2. Wash your hands thoroughly with soap and water before and after handling Archives 3. Handle documents as little as possible 4. Support records appropriately at all times 5. Prepare a clean work space on which to use the Archives 6. Only use pencil to take notes when examining original Archives 7. Treat all Archives as if they are fragile The above points are explained in more detail below. 1. Wear gloves when you can It is usually best to wear gloves when handling Archives Always wear gloves when handling photographic materials When is it okay not to wear gloves? When the document has fragile edges or is brittle Gloves protect both the Archives and your health plastic gloves in particular prevent potentially harmful substances being transferred to your hands Plastic gloves are better than cotton gloves. They stay cleaner for longer They don t transfer dirt from record to record They prevent more oil transfer from your hands They retain more dexterity and nimbleness in your fingers 2. Wash your hands before and after Oils and acids are produced by your skin all the time. In order to transfer as little of these harmful substances to the Archives, it is necessary to wash your hands regularly when handling Archives Archives will have been stored in a range of places. Sometimes they contain dirt, mold, and animal droppings that may affect your health. Always wash your hands before eating Do not lick or wet your fingers to turn pages 3. Handle documents as little as possible Don t pick up an item up if you can examine it on the desk Use weights to hold pages in position don t use your hands Move yourself to the Archive, rather than the Archive to you. If you need to show someone the Archive, ask them to come to it, rather than taking it to them. Page 12

13 4. Support records appropriately at all times Always fully support the Archive Don t hold by the edges and corners Be aware of tears and other fragile areas (e.g. mold, insect, and rust damage) Support the spine of all books while examining them 5. Prepare a clean work surface Ensure the surface is free of debris of any kind food, dust, scraps of paper, rust from fasteners, mold, etc. Use a brush to clean the surface between each Archive Wipe the surface with 50/50 Methylated Spirits 6. Only use pencil when handling original records Never use pens when handling original records marks made by ink cannot be removed Accidental pencil marks can be more easily removed than pen 7. Treat all records as fragile Examine the Archive carefully before handling it try to observe any areas that need additional support or care Bottom right corner is usually the weakest part of the page avoid using this area Do not bend creases back on themselves to flatten the paper this will usually split the paper Paper around fastenings (e.g. pins, staples, red tape) is usually more fragile Sometimes Archives can be more fragile than they appear it s best to err on the side of caution and handle them as if they are Archives are still fragile when they are encapsulated in polyester pockets. WHAT CAN A REPOSITORY OFFER? An archival repository is a place where professional archivists and curators care for and preserve historically significant documents. Archival repositories are frequently found in historical societies, academic institutions, or public libraries whose mission it is to ensure the protection and accessibility of the materials they house. An archives can provide environmentally secure storage for inactive records and thus free valuable space for current business. More important, it can provide research access to the information in the records, both to our families and to the public, as well as safeguard the records by monitoring their handling and use. By placing records in an archival repository, you take an important step toward preserving them and the memories that they contain. Page 13

14 WHAT DOCUMENTS SHOULD BE PLACED IN AN ARCHIVAL REPOSITORY? Many of the records produced by Jack and Jill have long-term value. A repository is interested in the records that best illustrate the purpose, activities, and policies of our organization. Such documents usually represent an end product a final report, for example, instead of a draft. Archives are more interested in related groups of materials rather than individual items. Records should be inactive that is, no longer regularly used for routine business. WHAT IS HISTORICALLY VALUABLE MATERIAL? Many types of material can be valuable to a researcher. Before records are transferred to an archival repository, an archivist should survey your organization s papers and digital files to determine which materials have enduring historical value. Because the research value of records may be diminished if items are removed or rearranged, records should not be weeded, discarded, or rearranged before they are examined by an archivist. HOW DOES AN ARCHIVES OPERATE? Archives are run by professionals whose first priorities are selecting and preserving historical materials and making them available for use. If your chapter donates its records, the staff of that repository will be responsible for the care of the records and will continue to work with your organization as you use the records and periodically add to the collection. Never shy away from expert advice. Make the collection of you story a fun and memorial experience! Happy Archiving!!! National Archivist, Valada S. Flewellyn valadaa@yahoo.com Page 14

15 NATIONAL HISTORICAL TASK FORCE Chair: National Historian Carol Bolden Stone-El, Mid-Atlantic, com Ria Chandler, Mid-Western, Majella Chube Hamilton, Southeastern, Yvonne Pace, Central, ahoo.com Lesley Roane, South Central, Pamela Chew Williams, Eastern, Grammie Murray, M Far West, tarinamurray@hotmail.com Example: Retention Record COMPANIES THATT SELL ARCHIVAL MATERIALS It is important that archival materials are stored in archival-quality materials such as acid-free boxes and sulfur/acid/peroxide-freee paper envelopes and sleeves (for photographs). Below are websitess to the leading companies that sell these specialized materials. If we deposit or deed our materials to a reputable repository, they should have these materials on hand and should store our materials in these top quality materials. Gaylord Archival The Holinger Corporation Superior Archival Materials, Inc. Page 15

16 PLEASE NO OTE: This release should be signed by all members and d kept on file.. Page 16

17 This document was compiled by National Archivist Valada S. Flewellyn with the aid of National Historian Carol Bolden Stone-El, The National Historical Task Force, & Professional Archivist, LaNesha DeBardelaben, M.L.S. REFERENCES Preserving Your Chapter s Archives by National Archivist Adelle Wilson Baker Society of American Archivist Page 17