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Become a member and receive career-enhancing benefits

Our top priority is providing value to members. Your Member Services team is here to ensure you maximize your ACS member benefits, participate in College activities, and engage with your ACS colleagues. It's all here.

Become a Member
Become a member and receive career-enhancing benefits

Our top priority is providing value to members. Your Member Services team is here to ensure you maximize your ACS member benefits, participate in College activities, and engage with your ACS colleagues. It's all here.

Become a Member
ACS
Membership

Best Archival Practices for ACS Chapters

Records—both physical and digital—are invaluable to current and future chapter members as well as the American College of Surgeons as a whole, informing and guiding members about past activities, leadership, and priorities.

What to Keep

  • Original and revised Charters
  • Membership rosters
  • Meeting agendas, minutes, photographs
  • Official correspondences and newsletters
  • Original and revised bylaws
  • Financial statements
  • Programs from educational meetings
  • Other significant records as determined

Managing Your Records

Designate one individual, such as the Executive Director/Chapter Administrator, to act as the record keeper. The record keeper is responsible for long-term management as well as collecting new records at least once per year.

  • Create an inventory of records (for example, Excel or Google Sheets)
  • Physical material should be stored in labeled folders inside a storage box, and placed in a dry, secure, and easily accessible location
  • Digital material should be stored on an accessible device or storage site, such as an external hard drive, flash drive, or in the cloud (for example, Dropbox, Google Drive). Storing copies in two different locations is recommended.

Below is a basic example of what the records registry could look like:

Title

Date

Creator

Record Type

Storage Location

Collected/Stored By

Meeting Minutes, Jan 2018
2019, Jan 2
Ohio Chapter
Digital
Ohio Chapter - 2018 Documents
L. Moreau
Meeting Agenda, June 2018
2018, Jun 8
Ohio Chapter
Physical 
Box 1, folder 1, Meeting Minutes and Agendas
L. Moreau
2010 Membership Roster
2010
Ohio Chapter
Physical
Box 1, folder 2, Membership Rosters
L. Moreau

Tips for Long-Term Success

  • Do not use acronyms and abbreviations. They can lose meaning over time.
  • Involve your chapter! Educate key records creators (in particular, chapter leadership) for increased support.
  • Designate a secondary record keeper who knows the process in the event that the record keeper role is passed on to a new administrator or member. It is just as important to know how to find your records as it is to collect them.