Storage of ringing society minutes and records
  • A M Hodge
    12
    Most association AGM minutes and committee minutes are now produced electronically, rather than hand written in minute books as they used to be. The computer generated typed minutes are printed, then the paper copies may be inserted into books or files. but the sheets remain loose often resulting in the books becoming bulky, not closing and risking loss or damage of individual sheets.

    Our association needs a better means of storage. Other organisations must have taken similar decisions so there should be better examples. Of course, there are outlier options such as carry on as we do which is probably not sensible, or the other extreme to retain records for a set period, then destroy them, The latter is probably not acceptable! Retaining only electronic copies would be seen as breaking the continuity of the use of bound books for well over a century.

    Does anyone have advice please, perhaps not just from ringing organisations? Thank you so much.
    A M Hodge Options
  • John de Overa
    527
    Could your association invest in a comb binding machine? You'd have to store the pages loose until you had enough to bind, but if it's for association records it's probably something you'd only have to do once a year. And there are also places that will bind documents for you.

    I'm no expert but if the goal is retention for many decades I suspect laser printing on archival grade paper is the way to go. I'm not sure about the long term stability of inkjet inks.
    John de Overa Options
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