Sending Material to the Archives
Congregational Materials
- Legal Documents
- Articles of incorporation and by-laws
- Board minutes or proceedings
- Financial records, specifically audited financial statements….
How to document meetings
The Importance of Keeping Minutes of Meeings
Meeting minutes are evidence of what occurred at that meeting. Laws in some states specifically require that non-profit corporations keep and maintain minutes of their proceedings and complete books and records of accounts. Often in legal transactions such as borrowing money, selling real estate or securities, copies of the official action as recommended in minutes are required….
- Annual Audits
- Annual Budgets or Fiscal Reports
- Annual Reports
- By-laws and Charters
- Correspondence, Official (letters, memoranda, and messages that document your office’s major events, administrative structure, procedures, and policies)
- Deeds and Property Records
- Grants, Funded
- Handbooks and Manuals (Policies and Procedures) produced by your office
- Incorporation Records
- Legal/Judicial Cases Records
- Minutes and Reports of Committees, Task Forces, and Working Groups
- Minutes and Reports of Governing Boards
- Minutes of Staff Meetings
- Photographs (please identify on back with a pencil)
- Promotional Material (Brochures and similar items) produced by your office
- Publications (Newsletters, Reports, Brochures, etc.) produced by your office
- Videotapes / DVDs (please send 1 copy) produced by
- your office
- Wills and Bequests
