different ways: notebooks or file folders.
· Keep a copy of any programs, brochures, study materials, publicity, photographic
records (print, slides, video, motion pictures, etc.) and all oral recordings.
· Obtain, if possible, copies of any histories regarding any Presbyterian women’s
organization that preceded your Presbyterian Women’s group.
· Acquire and preserve copies of artifacts: any buttons, fabrics, porcelain, glass, etc.,
objects created with the name or to illustrate programs of your group.
2. Guidelines for writing histories
· Writing the report
o Use acid-free paper for all written minutes and annual historical reports. Such
paper is available from library supply firms and many office supply stores.
o Type minutes and historical reports single-spaced; use one side of page; double space between paragraphs. If handwritten, use a black pen.
o Place name of PW group (congregation), location (city, state) and period of time
covered in minutes and historical report at the top center of the first page and in
the upper-left corner on the following pages. Date and sign your name on last
page.
o During the year keep a file for entering information as significant events take
place to have the information you will need for your annual historical report.
o Decide how to organize the report: chronologically, thematically or a combination
of the two (each method has advantages and disadvantages). Avoid doing the
report month by month. Chronological is an easy, calendar approach, but can be
repetitious. Topic/subject avoids repetition and is more interesting, but needs
good organization.
o Prepare an outline. Start writing. Use direct quotes where appropriate and
anecdotes to make the story interesting. Vary sentence length and sentence
beginnings.
o Record dates and names accurately.
o Identify the source of any quotes
o When reporting a controversial event, be fair to all sides, be compassionate and use good judgment
· Information to include in report
o Names of Coordinating Team members
o Reports of gatherings, special programs, activities
o Recognition of women who have been honored during the year (Honorary Life
Membership recipients, members in leadership positions in PW or in the
governing bodies of the denomination)
o Year-end financial statement, including operating expenses, benevolences and
special gifts.
o Brief biography of deceased members
o Photographs to illustrate the historical report; balance the number of photographs
and the written commentary within the report.
· Photographs
o Collect photographs of leaders, groups and events. As much as possible, acquire black and white photographs, as they last longer than color prints.
o Handle prints or negatives along their edges. The emulsion side (duller sheen) of a negative is easily damaged.
o Do not write or type directly on a picture front or back.
o Write or type identifying information (date, place, event, names) on a piece of acid-free paper and lightly glue to the back of the photograph with acid-free glue.
o Write this same information on acid-free or a polyethylene cover into which the negatives can be placed.
o Store photos and negatives together, flat in acid-free boxes or file folders.
· Publications
o For any printed materials produce on poor quality paper, such as newspaper
clippings, if at all possible, make a photocopy on acid-free paper for your files.
The originals can be destroyed.