Past-President handout at 2020 Diocesan Winter Meeting from the Handbook for Past Presidents 2004
Parish, diocesan, and provincial levels
- Archives should be kept in a locked filing cabinet on church property or in a secure facility at the diocesan archives location.
- A review of all archival materials should be undertaken by the immediate past president, or by a member with archival interest, appointed by the president, who could serve as on-going archivist for the council.
- Every two years, an index of archived items in safekeeping should be updated and submitted to the president and noted in the minutes.
Parish archives should include
- original charter framed and displayed, if possible;
- contact national office regarding charters
- minutes of executive/general meetings are the permanent record of council activities and should be kept in dated binders
- the recording secretary should retain minutes from the previous two terms only; all other minutes should be transferred to the archival binders
- the recording secretary should retain motion books from the previous two terms only; all other motion books should be transferred to the archival binders
- all accounting records (including cheques and receipts) should be kept for five years
- separate binder for other important information related to the life of the parish council
- list of parish presidents/spiritual advisors with names and term of office
- list of recipients of maple leaf service pins/ League pins, with names and dates of presentations
- a record of anniversary dates of all members; excellent reference for awards research (refer to annual per capita lists)
Other
- written histories
- scrapbooks and/or albums labeled by date and event
- annual reports
- special project file with financial statements
- sample of newsletters, if applicable
- each past president should be encouraged to write a two to three page story of highlights of her term as president (a valuable resource)
Download National brochure on archives.