Rotary International District 5550
District and Club Archives
Background
For many years PDG Ed Hegel and his wife Alice collected and maintained club and district archives at their home in Saskatoon. With Ed’s passing arrangements were made by the District to transfer all District and Club archive records to Saskatchewan Archives.
Saskatchewan Archives offered to catalogue and store any historic records which clubs in District 5550 may have on hand now or in the future. The archive records will be stored together ensuring easy access to researchers in the future.
Rotary archival documents are those, which are of historical importance to Clubs and the District 5550 and Rotary International. These documents will show to future generations what contributions Rotary made to their communities and how Rotarians reflected the culture of the prairies at that period in time.
If district or club documents have accumulated for a while some thought has to be given to safe, long-term storage. Refer to attachment for further details on procedures to be followed to transfer and district and club records to District archives.
Gayle Jones, a member of the Rotary Club Moose Jaw Wakamow, is in charge of District Archives.
For further information, contact:
Gayle Jones
1123 8th Avenue NW
Moose Jaw SK S6H 4G4
Phone: (306) 693-4514
Email:
April 2010
Rotary International District 5550
Procedures for Handling Club Archival Information
- Active Records – Active records are those records needed by your club to do business efficiently. These documents are referred to on a regular basis; for example – minutes of meetings.
These records should be kept by your club as needed for quick reference. To ensure records from the district are being kept in a consistent manner, please e-mail or mail minutes of meetings, newsletters and audited financial statements to Gayle Jones at the address below. It is very easy if she is entered on your club’s distribution list for these documents.
- Inactive Documents – Inactive records are records you would rarely refer to. In most cases, these records would be older documents, perhaps 5 or more years old.
If your club has any files you no longer need, please contact Catharine Holmes at Saskatchewan Archives and she will make arrangements for pickup of these files. There are storage locations in both Saskatoon and Regina. Contact: Catharine Holmes (306) 787-6985 or via email at:
Ontario and Manitoba Clubs – If your group has an accumulation of files to store, please contact Gayle Jones and perhaps a handoff of files could be arranged at a Rotary meeting in order to get the files to Saskatchewan for archival storage.
For further information, contact:
Gayle Jones
1123 8th Avenue NW
Moose Jaw SK S6H 4G4
Phone: (306) 693-4514
Email: