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MANUAL
"THE
ARC"
ARCHIVES and RESEARCH CENTER
of the
International Pentecostal Holiness Church
Table of Contents
PURPOSE
Footsteps Along the Way Structure of Archives and Research Center
STRUCTURE
General Conference - Conferences - Local Churches The Archives and Research Center Personnel Policies Legacy
PROCEDURE
Receiving and Acknowledgement of Collections Transfer of Materials - IPHC Departments Finding Aids
PROMOTION
Web pages - Legacy - Videotape - TV - Press - Radio
SERVICES
Fire-protected, Temperature Controlled, Humidity Regulated Storage Space Computer - Finding Aids Microfilm/Microfiche Fellowship Through Inventory Exchange With Other Denominations Digital images
PROJECTIONS
Workshops - Archives Materials Made Available to Churches Archives Working as a Catalyst
Archives is a collection of people . . . God's people.
PURPOSE
The purpose of our Archives is to keep aglow the light of Christ shining through men and women in our history, into people of today, and leaving an afterglow of His faithfulness as a heritage for generations yet to come. The International Pentecostal Holiness Church Archives and Research Center is called to preserve historical records, to keep alive experiences, happenings, wisdom, decisions of our church people. The purpose is practical because we make available this valuable information for use by church administrators, publishers, authors, scholars, students, and family members. The children of Abraham were taught to say: "Our father was an Armanean who wandered . . . " Deut 26:5 This story was told for many years. But God commanded that the story be committed to writing. This helps explain why so many Christians journey to Israel. Because there is a written account that has been preserved about the acts of God in the land of Abraham. In Old Testament times and in the apostolic age, chosen servants were guided to reduce to writing and thus to a permanent form, God’s word for the church. In due time the Jewish people lost not only their ark, their temple, but their land itself. Yet they preserved their heritage in the sacred writings of the Law and the prophets. When we think about the preservation of scripture, we should also not forget the work of the scribes, these anonymous and faithful laborers who in the so-called Dark Ages, when civilization in the classical sense was threatened on all sides, and when it was impossible to multiply the books as we now do by the printing press, preserved scriptures by copying the manuscripts faithfully.
Footsteps Along the Way For many years there have been people concerned about preserving our history. As far as is known, the first fruitful effort was the establishing of Archives at Emmanuel College in Franklin Springs, Georgia by Miss Dorothy Poteat around 1960. These Archives still exist. The next effort was in 1964. A Commission on History and Archives was appointed--Dr. Vinson Synan, Dorothy Poteat, James Butler and Dr. Harold Paul. In their "spare" time they sent out forms for biographical information and received a good response from ministers in many conferences. This information was stored. It now is an important part of our history that we would have missed without the perseverance of these pioneers. The efforts of this commission is praiseworthy and appreciated. IPHC appointed Miss Dorothy Poteat National Archivist in the 1965s. Miss Poteat also served on the Commission on History and Archives which included Rev. Vinson Synan, Rev. James Butler, and Rev. Harold Paul. (Advocate 5-15-65) In 1982 Bishop Leon Stewart appointed Dr. Vinson Synan, Dr. Charles E. Jones (Consultant), Mrs. Margaret Muse Oden, and Mrs. LaDonna Scott to discuss and establish an official Archives for the Pentecostal Holiness Church at the International Headquarters in Oklahoma City, Oklahoma. Margaret Muse Oden was appointed National Archivist. Agnus Robinson and Doris Moore are among those who later made lasting contributions in this capacity. In January 1983, the first step was taken through an open door of service, another arm of the Church extended through which God's love flows. Policies and guidelines were written and approved by the GBA. Contacts were made which began the "collection of our people" to become the Archives that we share to the glory of God. The 1996 installation of a library vault at the RDC is a major step forward in the IPHC Archives CPA Project. C - Collection P - Preservation A - Access
STRUCTURE The Archives and Research Center is structured to be an effective part of the Pentecostal Holiness Church worldwide in all her varied languages. The heartbeat of the Church internationally is monitored, recorded and preserved by way of archival records.
General Conference - Conferences - Local Churches
Responsible to the General Conference and the General Board of Administration (GBA), it is important that the Archives and Research Center is rooted in each conference worldwide. From the General Conference comes the appointment of Director of the Archives and Research Center at the Resource Development Center. Then, working in harmony with the International Archives and Research Center, each Conference Superintendent and his Board appoints a Conference Archivist whose duties are described in "Guidelines" (see exhibit "A"). The Conference Board and the Conference Archivists will encourage and assist local churches within each conference to appoint local church historians (see "Guidelines," exhibit "B"). In this way our entire Church benefits from the histories and records being kept and they will more accurately be preserved. On a regular schedule, both the Conferences and local Churches will transfer the archival materials to IPHC Archives and Research Center in Oklahoma City, Oklahoma.
The Archives and Research Center
Codes for books in the Archives and Research Center will be determined by the Library of Congress. Codes for IPHC departments in the RDC will be adapted from the RDC unified mailing list. These codes need to be used as ascension numbers for transfer papers in addition to providing the core identity of materials entered into the Library Master database. The codes which follow will be used for the RDC approach to archiving electronic records. If this project succeeds, it will minimize the amount of scanning that would follow the next quadrennium. In order to move an archival document(s) to its proper location, one must use Explorer or "My Computer" to transfer from a hard-drive to j:\archives\department+code (e.g. j:\archives\gs01). Security considerations prohibit the use of features like "save as" in an application like MS Word to accomplish this task.
CEM: Christian Education Ministiries CE00 Executive files CE01 CEM Board Minutes CE05 Youth Quest CE06 Connection CE08 Children's Ministries CE09 Single's Ministry CD10 Senior's Ministry (Corrected to CE10) RR01 Royal Rangers
EVUSA: Evangelism USA EV00 Executive files EV01 Evangelism USA Board Minutes EV06 Loan Fund Board Minutes EV07 Home Missions Conference Board Minutes EV19 Evangelism USA! EV21 Spanish newsletter
GSO: Office of the General Superintendent GEB GEB Board Minutes GBA GBA Minutes GSO0 Executive files GS01 Conferences -- Minutes, Publications, Board Minutes, etc. GS05 Bishop's Pastors Council
MM01 Men's Ministries Board Minutes NET1 NET documents PBC PBC Minutes WIN1 Win Prayergram AR01 Archives AR02 Legacy
Stdship: Stewardship SM01 Intra-Church Fund Board Minutes SM02 Conference Treasurers Reports SM04 Chaplains SM07 Brotherhood ST00 Executive files ST01 Stewardship publications
Missions: WM00 Executive files WM01 Worldorama WM02 Missionaries WM06 Link WM07 World Missions Board Minutes WM11 People to People
Women's Min: WO01 Women's Ministries Conference Presidents Minutes
PERSONNEL
1. Director of the Archives and Research Center JOB DESCRIPTION TITLE: Director of Archives and Research Center A. Through correspondence,
writing for publications, producing brochures, multimedia presentations, and by
personal contact help people to understand the mission of Archives and recognize
the important role Archives play in the progress of the church today. B. Devise the means for acquiring
and retaining archival materials through the denomination worldwide. C. Establish and continue to
improve methods suitable for preserving and restoring rare documents,
publications, photographs, etc. On the one hand, this ranges from microfilming
documents to de-acidifying and encapsulating our most rare items. On the other
hand, attention must be given to the housing of these materials in space that is
fire retardant, free of exposure to sunlight, temperature controlled, humidity
regulated, and restricted access. D. Communicate by letter,
personal visits, telephone, e-mail, and display booth at national events with
donors, possible donors, and with families who want to donate papers of deceased
loved ones. E. Initiate an oral history
project. Ideally this will expand to take in volunteers who will in turn record
pioneers in various localities. F. Produce Legacy to
keep informed those who are interested in IPHC history. G. Maintain a presence on
the Internet that maximizes the potential for all concerned to access rare
documents that have been digitized. Publish a timeline on the IPHC web. H. Represent the interests
of the IPHC Archives and Research Center at the Society for Pentecostal Studies
and like groups outside the U.S.A. I. Cooperate with
institutional pentecostal collections like those maintained by the Assemblies of
God, Church of God, International Church of the Foursquare Church, ORU Holy
Spirit Research Center, DuPlessis Archive at Fuller Theological Seminary, Donald
Gee Centre (UK), Swedish Pentecostal Research Center (Sweden), Asia Pacific
Research Center (Philippines), Elim Library at Regents University (UK),
Apostolic Faith Mission Archives (South Africa), etc. This network is improved
by working with the Pentecostal-Charismatic Churches of North America (PCCNA),
Pentecostal World Conference (PWC), North American Renewal Service Committee
(NARSC), and the International Consultation on World Evangelization (ICCOWE). J. Widen the network of
IPHC conference archives. Provide training for conference archivists that will
empower conference archives and establish a network of local church archivists
and historians. K. Attempt to collect a
comprehensive set of IPHC publications produced by the conferences. L. Devise a disaster plan to
prevent total loss such as in the case of a direct hit by an F5 tornado. The
center should be reinforced with building materials that will withstand a
weather disaster. However, further protection will provided by sending copies of
select microfilm to Dataplex in Jackson, MS, and by sharing resources with the
archives operated by the Assemblies of God and Church of God. M. Continue scholarly
research into facets of pentecostal history. N. Gain a basic knowledge
of library science and archival techniques and methodology appropriate for the
21st century. O. Monitor the relevance of
the center’s mission and adjust as the church faces new frontiers. P. Facilitate the growth of
a network that attracts a greater numbers of scholars to visit the center. Q. Develop processes by
which RDC ministries can pass on archival materials at the end of each
quadrennium. Create a system to archive electronic records. R. Continue professional
growth and expand the collection by attending the annual meeting of the American
Academy of Religion and like international conferences. S. Supervise cataloging of
inventory in Library Master. T. Establish a working
relationship with librarians at Emmanuel College, Southwestern College of
Christian Ministries, and Pacific Coast Bible College. U. Report as developments
warrant to the General Superintendent and the General Executive Board. Submit an
annual report to the General Board of Administration and a summary report to
each quadrennial conference. Prepare a budget each year for approval by the PBC. In sum: To collect and preserve historical records and to keep alive experiences, happenings, wisdom, decisions of our church for the purpose of making this vital and valuable information available for use and research by church administrators, authors, scholars and students. Thus obeying and fulfilling God’s command to tell of His mighty works from one generation to another (Psalm 145:4, Joshua 4:21-24, Jeremiah 6:16).
JOB DESCRIPTION TITLE: Inventory Control Clerk/Assistant to the Director SUMMARY DESCRIPTION To keep inventory of all archival materials, properly record, file and store. To perform secretarial duties, assisting the Director when called upon. A. Assist in identifying, assessing, evaluating all materials received. B. Must be able to handle a variety of clerical support responsibilities such as reception, filing, light typing, photocopying, and accounts payable. C. Must be exceptionally well organized and highly motivated. D. Should have the capacity to undertake independent assignments and to follow through with exacting detail on inventory projects. E. Project future assignments and assign relative importance. F. Able to plan, prioritize and implement activities to ensure that the center is operating at an optimal professional level. G.
Ability to help local and non-residential patrons in a professional,
concerned manner. H. Highly competent professional, able to work well independently. I. Personal appreciation for IPHC history. J. Order and maintain office supplies – archival storage material and conservation supplies such as acid-free storage boxes, Mylar sleeves, acid free folder stock, archival inks for marking paper and photographs, etc. K. Give assistance to the Director as needed. L. Familiar with database management. The Archives center uses network software called Library Master, which is used to store information about all archival materials donated to the center. M. Assist in setting up exhibit booths for special occasions (e.g. Society for Pentecostal Studies, General Conference) N. Some experience with flatbed scanner. Individual will be responsible for scanning documents. Requires the use of Paperport and proofreading skills while using OmniPage Pro. O. Microfilm materials that are deemed to be of permanent value. P. Must be able to lift at least 26lbs. Q. Assist in the production of Legacy, which may require knowledge of PageMaker 6.5. II. Reporting To the Director
Volunteers are of value to the Archives and Research Center. We are blessed when people donate their skills to help with indexing, filing, serving, clipping, etc.
POLICIES
Good stewardship requires our setting guidelines for all researchers. However, if a legitimate problem arises, the researcher may inquire as to possible exceptions. Following are the policies regarding access and use of the I.P.H.C. Archives which have been established and approved by the GBA. STEWARDSHIP REQUIREMENTS FOR READING ROOM IN THE IPHC ARCHIVES AND RESEARCH CENTER 1. Archive Collections are housed in a "closed" area. No patrons may enter the Vault or Closed Stacks unattended. 2. No smoking is permitted on the IPHC RDC campus nor in the buildings. 3. No food or drink is permitted in the reading area. 4. Fountain pens are not permitted in the reading area. Please use pencil only. 5. No document, file, pictures, or other material belonging to the collections of the IPHC Archives may leave the reading area without express permission from the Director of Archives. 6. Archive materials must not be marked, cut, torn, folded, soiled, disarranged, or in any way damaged. 7. The copyright Law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that the photocopy or reproduction is not to be "used for any purposes other than private study, scholarship, or research." If a user makes a request for or later uses a photocopy or reproduction for purposes in excess of "fair use," that user may be liable for copyright infringement. The IPHC Archives reserves the right to refuse to accept a copying order if, in its judgement, fulfillment of the order would involve violation of copyright law. 8. The infringement on any of the above policies may result in the withdrawal of the researcher's privileges of access to the IPHC Archives.
RESPONSIBILITY OF RESEARCHER 1. Legal Responsibilities of the Researcher: The researcher is responsible for complying with the laws of copyright, libel, privacy, and literary property rights involved in copying, quoting, or otherwise using materials in the IPHC Archives and Research Center. Be aware that certain unpublished manuscripts may have restrictions placed on their use as a matter of common law copyright.
2. Special restrictions by the IPHC Archives and Research Center or donor of a collection: a. Certain documents and collections may have restrictions placed on their use by the IPHC Archives when there is a threat to the preservation of the materials. Such collections might be closed until encapsulated, digitized or microfilmed. They may also be determined to be too fragile for photocopying. The Archives may also close a collection until it has been processed into the Finding Aids (Library Master).
3. Confidentiality of certain official church records:
Unpublished minutes, correspondence, studies, manuscripts, audio recordings and other records produced by the official agencies and offices of the International Pentecostal Holiness Church may have a schedule of restrictions placed on their access. No collection or document will be classified as closed or confidential without the assignment of a date or method for which these restrictions may be eased.
a. All office files are considered restricted for a period not less that fifteen years from the date of origin. Access may be granted by obtaining permission from the office whose files are in question.
b. The papers of a General Superintendent may be closed until the General Superintendent's death and until the Archives has processed the papers into its Finding Aids.
c. Certain files, file series, or record groups may be closed due to the confidentiality of the record. Examples of these would include the records and minutes of the GBA, GEB, and PBC. If a researcher desires access to these materials, the researcher must make the request in writing to the respective church bodies through the general superintendent.
4. Privacy restrictions:
a. Due to the Privacy Act of 1974, any and all personnel files, medical forms, employment applications or other privileged information granted to the International Pentecostal Holiness Church by any individual person will be closed until that person's death. When the person's death cannot be verified, the Archives will regard a period of seventy-five years as sufficient time for the restriction of such information.
b. No researcher is permitted to use the resources of the IPHC Archives to compile or update any mailing list or directory without first obtaining the written permission of the General Superintendent of the International Pentecostal Holiness Church.
5. Special restrictions regarding use:
Access to materials in the IPHC Archive And Research Center does not necessarily constitute permission to publish, quote, or otherwise cite such material in the classroom, in publication or in any other form.
a. Such use of any published or unpublished materials in the IPHC Archives is restricted when the well being of friends and members of the International Pentecostal Holiness Church who are located in potentially hostile political environments might be jeopardized. For example, the researcher is not permitted to so use photographs or materials which could personally identify friends of the church of mainland China. Similar restrictions may exist for materials relating to certain areas of Africa, the Middle East, and the Caribbean. The Archives can provide current information regarding such restrictions to the researcher.
b. Should the researcher encounter any unpublished material in the IPHC Archives having regard to any private, personal, or ethical misconduct, then the researcher shall not be permitted to use this material without first obtaining permission of the General Superintendent of the International Pentecostal Holiness Church. If the researcher encounters such materials, it must be understood that any personally identifying information is to be kept in the strictest confidence.
When considering application for the use of such material, the General Superintendent will consider the credentials of the researcher, the nature of the project, the relationship of such material to the project and any other factors which may be deemed applicable.
The following is a form to be signed by guest researchers:
I have read and fully understand the policies regarding access and use of the International Pentecostal Holiness Church Archives and agree to comply with them as stated. I understand that an infringement of this policy may be regarded as an infringement of the property rights and copyrights of the International Pentecostal Holiness Church.
_____________________________________________
Date
Closed and locked files are maintained for sensitive papers. These restricted files can only be opened by special orders of the General Superintendent, the General Executive Board or the General Board of Administration. The restriction is noted on the "Record of Donation" form and signed by the donor. Time of restriction is detailed in the appropriate forms.
Exhibit "A"
GUIDELINES FOR CONFERENCE ARCHIVISTS/HISTORIANS
1. Keep the record of your conference history on a two-year basis.
2. Conference publications, minutes, ministers' reports, and committee reports are sources of information for your history.
3. It is the story behind the names and events that really make a history. As you jot down things to remember, be sure to include a whole picture - why and how as well as who, what, and when.
4. Include a list of conference officials, staff members, licensed and ordained ministers, and mission workers.
5. Outstanding and interesting events that happen in the lives of conference personnel should be a part of your history.
6. We welcome photographs. Please do not write on the picture and do not use scotch tape. Mount them with mounting corners (available in office supply or variety stores). A small amount of white glue at the corners is an alternative. Black and white pictures last longer than color prints. Please identify people, place, and event for each picture.
7. The history that you compile is more than an album or a scrapbook. It is a collection of people - God's people. So write thoughtfully and prayerfully.
8. Type the manuscript. Sign your name and date it. Send the original to the IPHC Archives and Research Center and keep the duplicate copy for your local records.
9. Mail the manuscript in a large flat envelope. Do not fold. Use cardboard to prevent damage.
10. A film or some type of graphic presentation of your history would be an added highlight at conference.
For further information contact:
IPHC Archives and Research Center P.O. Box 12609 Oklahoma City, Oklahoma 73157
GUIDELINES FOR LOCAL CHURCH HISTORIANS
1. Keep the record of your church history on a yearly basis (January through December).
2. Church bulletins, newsletters, secretaries' minutes are sources of information as you take notes of events for your history.
3. It is the story behind the names and events that really make a history. As you jot down things to remember, be sure to include a whole picture--why and how as well as who, what, and when.
4. Include a list of church officers and staff as well as minister.
5. Outstanding and interesting things that happen in the lives of church people, women's ministries, youth, and Sunday school should be a part of your history.
6. We welcome photographs. Please do not write on the picture and do not use scotch tape. Mount them with mounting corners (available in office supply or variety stores). A small amount of white glue at the corners is an alternative. Black and white pictures last longer than color prints. Please identify people, place, and event for each picture.
7. The history that you compile is more than an album or a scrapbook.
It is a collection of people - God's people. So write thoughtfully and prayerfully.
8. Type the manuscript. Sign your name and date it. Send the original to the Archives and Research Center and keep the duplicate copy for your local records.
9. Mail the manuscript in a large flat envelope. Do not fold. Use cardboard to prevent damage.
10. Your church would enjoy having you to share your historical account with them. A family night dinner might be a good time for your presentation.
For further information contact:
IPHC Archives and Research Center P. 0. Box 12609 Oklahoma City, Oklahoma 73157
PROCEDURE
Keeping in mind that "Archives is a Collection of People," we recognize that "people" are the best collectors of archival materials. So much of our church history is written only in the hearts of those who lived it -- those who were there when it happened. And, a lot of our heritage died there -- untold in the hearts of our people. One great source of firsthand knowledge is the making of oral history on cassette and video tapes. Personal experiences told by the person who lived them are inspirational as well as a major historical source. It is important for us to act without delay before the vital grassroots of our heritage is lost.
Receiving and the Acknowledgement of Collections
By way of personal contacts, correspondence, articles in Legacy, the Internet, etc., we let people know that our Archives and Research Center is prepared to preserve and to make available for research these histories, photographs, publications -- the heritage of our Church. We urge the sharing of individual knowledge of our church and church people. When collections are received, a list is made of the contents. A proper form is signed and dated by the donor and an agent of the Archives and Research Center. Large Collections are handled by the form below.
RECORD OF DONATION
Creator of Collection: __________________________________________________ ____________________________________________________________________ Source of Gift:________________________________________________________ Address:______________________________________________________________ Phone:_______________________________________________________________ Relationship:___________________________________________________________
Description of Collection:_______________________________________________________________________________________________________________________________________________________________________________________________________
Restrictions:_______________________________________________________________________________________________________________________________
Closed:__________________________________________________________Years
Release Agreement:
Because I am interested in sharing (as well as preserving) the history of the International Pentecostal Holiness Church, I, the undersigned, hereby grant and donate as a gift to the Archives and Research Center of the International Pentecostal Holiness Church to use as they see fit any and all property rights in and to the information contained in these materials, including printed or written matter, pictures, tapes, transcripts or reproduction therefrom. Said materials shall become the sole and exclusive property of the Archives and Research Center of the International Pentecostal Holiness Church. This gift is given irrevocably and without any conditions or restrictions (unless as clearly defined above) or without any expectation of remuneration. I understand that they will be made available for research according to the policies of the Archives and Research Center. I am assured that it will be handled with responsibility and good stewardship to encourage and to promote greater participation in fellowship with God and His people.
Date___________________________________
_______________________________________ Donor's Signature
_______________________________________
_______________________________________ Address
The Archives and Research Center of the International Pentecostal Holiness Church, by its duly authorized agent, hereby accepts the above described gift.
Date____________________________
________________________________________ Signature of Agent
The following "Record of Gift" form is used for the file and the location of storage box.
Record of Gift
Collection Name____________________________
Date Received__________________
Accession No.______________________________
Inventory Location_____________________________Box Location_______________
Source of Collection:
Creator of Collection______________________________________________
Source of Gift____________________________________________________
Address____________________________________Phone___________
__________________________________Relationship______
Deed of Gift: yes______ no______ church record_________________
Description of Collection:
Inclusive Dates___________________________________Size____________
Restrictions______________________________________________________
Other Related Materials_____________________________________________
Content of Collection:
__________________________ Archives Staff Member
Single items (or very small collections) are acknowledged by this form.
Acknowledgment of Donation
RECEIVED FROM______________________________________________________
materials regarding____________________________________________________
to become a permanent part of the Archives and Research Center of the
International Pentecostal Holiness Church.
DONOR______________________________________
DATE________________________________________
ARCHIVES AGENT______________________________
Archives has a provision for materials on loan to the department. The following is the form to be used.
AGREEMENT OF LOAN
BETWEEN
and
THE ARCHIVES AND RESEARCH CENTER OF
THE INTERNATIONAL PENTECOSTAL HOLINESS CHURCH
Date_______________
It is agreed that the_______________________________________________
________________________________________________________________
are deposited with the Archives and Research Center on the following terms:
_________________________________________________________________
_________________________________________________________________.
They may be recalled from the Archives and Research Center only by
____________________________________________________________________.
2. They will be made available for examination subject to the rules of the Archives and Research Center.
3. Materials must be used in the area provided and specified by the Archives and Research Center.
Observance of the rules is expected in return for the responsibility assumed by the Archives and Research Center in accepting and preserving these records.
(signed)________________________________ Archives and Research Center
(signed)________________________________
________________________________ Depositor(s)
Content of collection deposited is to be attached to this sheet.
After collections are donated and the proper form signed, a letter expressing appreciation is sent to the donor. All who donate materials to the Archives and Research Center are placed on the mailing list to receive Legacy.
Transferal of Materials -- IPHC Departments at the RDC
With the exception of board minutes, only the immediate past quadrennium files are retained in RDC departmental offices. All others are relocated to Archives. Each RDC department is responsible to microfilm documents that are deemed to be of archival value. In view of the low cost of duplicating Microfilm, departments are encouraged to make duplicates of micrfilm to be housed in underground vaults at the Vital Records Center operated by Dataplex outside Jackson, Mississippi. Living in tornado alley, it is important to implement such a disaster plan. Also, medal staples and paper clips should be removed from files being moved to Archives. Papers from a General Superintendent will be forwarded to the Archives and Research Center at a time no later than seven years after the end of his tenure as General Superintendent. The transfer of such papers need not be restricted to this time period should there be common consent between the General Superintendent in question and the sitting GEB. [March 1996 GEB Resolution] The following "check-list" is provided to help each department sort out what is considered to be of archival value.
PERMANENTLY VALUABLE RECORDS
RECORDS WHICH DOCUMENT THE:
1. Origins of the Church: Charter--Articles of Incorporation--Discipline--etc.
2. Distinctive Programs: Christian Education--World Missions--Evangelism--Benevolence--Women's Ministries--etc.
3. Policy Documents: (a) Minutes--Correspondence files of key officers--administrative files of key officers (b) Narrative and statistical accounts--State of the Church-- annual reports--annual audits--historical sketches (c) Research and investigative records (d) Legal records (e) Budget records--financial ledgers of final entry
4. Publications and Publicity Materials: Advocate--other periodicals--church bulletins--pamphlets-- manuals--brochures--flyers--charts--posters--etc.
5. Internal Management: (a) How policies were implemented (b) How programs were carried out (c) What problems were encountered (d) Reports of prayer, praise and victory
6. Significant Information about Persons, Things, Miracles; (a) Biographical information about church people (b) Files that relate to important historical personages, episodes or events (c) Documented testimonies of deliverance
7. Miscellaneous: Photographs (identified) --scrapbooks--registers--records of dissolved congregations--artifacts--etc.
FUNCTIONAL CATEGORIES (Grouped by relative importance)
USUALLY VALUABLE
Addresses Statutes Albums Studies Autobiographies Summaries Briefs Surveys Brochures Synopses Budgets Testimonials Bulletins Wills Calendars Catalogs OFTEN VALUABLE Diaries Digests Abstracts Directions Agendas Directives Agreements Directories Announcements Dockets Awards
Elections, certificates and Books returns Cables Guides Charts Handbooks Circulars Histories Collections Indexes Contracts Interviews Correspondence Journals, Research Course Outlines Legal opinions Dispatches Logs Diagrams Manuals, policy Disk recordings Manuals, procedure Documents Memoirs Drawings Memorials Files, personnel Messages, official Files, research Minutes Filmstrips Newsletters Financial Statements Organizational charts Journals Platforms Ledgers Proceedings Letters, personal Proclamations Lists Recollections Maps Regulations Memoranda Reports, annual Motion picture films Reports, audit Music Reports, research Negatives, photograph Resolutions Order books Rolls Papers, personal Rosters Pardons Rules Payroll summary cards Speeches Petitions Photographs Plans Poems Posters Publications Recommendations
Registers USUALLY WITHOUT VALUE Schedules Scrapbooks Duplicate Specifications, building Stencils Subject files Supplies Sermon notes Tape recordings Telegrams Video tapes
OFTEN WITHOUT VALUE
Applications Appointments Bank statements Bills, financial Budget work papers Cash books Checks, cancelled Claims Day books Invoices Outlines Purchase orders Receipts Releases Sales literature Shorthand notes Tickler files Vouchers Warrants Work papers
(Adapted from Society of American Archivists Basic Manual APPRAISAL AND ACCESSING, Chicago, 1977)
To make the transfer of departmental papers more orderly, the following detailed information provides step by step procedures. Records Management--Inventory--Appraisal--Disposition
STEP ONE: RECORDS INVENTORY
DISCOVER: -What records are currently being created. -What records are being stored and where -How many records exist
STEP TWO: RECORDS APPRAISAL
DETERMINE: -The importance of a record -How long the record is needed
STEP THREE: RECORDS DISPOSITION
DECIDE: -What to do with accumulation of records -Destroy records that no longer serve a purpose -Except for board minutes, retain in office only the records -Microfilm important files -Transfer to Archives permanently valuable records
"Why can't we just keep everything or send everything to Archives and let THEM decide what to do?"
One obvious reason for not keeping all records that are created is the amount of space they would require. Another reason is that, in general, only a small portion of records have the permanent value that earns them a place in the Archives. The costs involved in staff time, space, equipment and supplies, microfilming, digitizing, restoration, and other services provided to insure permanency would be very great. Also, much of the information contained in the records is duplicated elsewhere and there is no need to retain every record. Finally, over-retention of records is just as bad as under-retention. It is a disservice to your staff as well as archival staff who must retrieve information from files that contain a great deal of useless records. The Archives strives to preserve an accurate and complete body of records, but not too much! QUALITY, NOT QUANTITY of records is the measure of a properly constituted Archives. The persons who create and use the records play an instrumental part in appraisal of the quality of records since they are most familiar with them.
STEP ONE: THE RECORDS INVENTORY
For the RECORDS INVENTORY, complete parts 1 and 2 of the RECORDS INVENTORY AND RETENTION SCHEDULE.
1. Title of records series: recall that a "record series" is a body of records arranged under a single filing system or kept together as a unit because it relates to a particular function. A good records series title is based on the activity of the function the records document.
Examples of title of records series:
ANNUAL REPORTS MINUTES STATED CLERK'S GENERAL CORRESPONDENCE RECORDS RELATING TO (Specific project or event) ETC.
2. Records series description: A good description of a record series will greatly aid you in appraising its value. In this part of the form, you are asked for six things:
(b) The second paragraph beginning with "Included are" describes the types of records on file.
(c) The third paragraph, "Inclusive date of file" should provide the earliest and latest date of documents on file. If the inclusive dates are misleading because of significant gaps in the dates of the records, denote this by two sets of inclusive dates (Example: 1950-1969; 1976-1980, means there are records in the series from 1950 to 1980, with no records for 1970 to 1976.)
(d) The fourth paragraph, "File is arranged," should specify the order of method of arrangement of documents in the series: alphabetical, chronological, numerical, etc. If the arrangement is alphabetical by name of person, subject or place.
(e) The fifth paragraph, "Physical format" should describe the physical form of the records, i.e., legal or letter-size folders, 5" X 8" cards, microfilm, bound volumes, computer print-out, etc.
(f) Paragraph six asks for the quantity of records in terms of linear feet or inches, or if bound, the number of volumes.
When you have inventoried all of your records in this manner, the second step, RECORDS APPRAISAL, should be a snap!
STEP TWO: THE RECORDS APPRAISAL
After you have catalogued the records, you must make a decision as to how important a records series is and its usefulness to your offices and to the church as a whole. For the RECORDS APPRAISAL, complete parts 3, 4, and 5 of the form. The information recorded in this section will aid you in making a determination of how long the records series should be retained. Keep in mind that any record that is determined NOT to have archival value will eventually be destroyed. The following factors will help you decide upon the value of the records series and how long it should be kept:
1. Reference Rate: Naturally, records that currently receive a great deal of use need to be close at hand. If a record is not being referred to regularly, yet some future reference is anticipated, it could be placed in a holding center; if permanently valuable, moved to the Archives.
2. Retention requirements: the following considerations should enter into your appraisal decision:
(a) administrative need - Will the records be needed to aid you in carrying out current business or future work? As long as a record is needed for these purposes, it has administrative value.
(b) legal Purposes - Will the record be needed to fulfill contractual or employee obligations, or state and federal agency requirements? If so, the record has legal value, and should be retained for the required period of time. If in doubt about the legal value of some of your records and the necessary retention periods, consult with your judicatory's lawyer.
(c) financial purposes - Is the record needed to meet obligations to employees or to meet requirements imposed by state and federal tax agencies? (Budgets, payrolls, audit requirements) These records have fiscal values and should be retained for specified periods.
3. Archival value - the questionnaire is designed to help you determine historical or archival value, the most difficult value to determine in an appraisal. These are records that have enduring value because they contain information about significant events or because they document the history and development of an organization. Archival records contain the OFFICIAL version of the organization's origins, policies, functions and administrative decisions. Archival records can be used as guides for solving present problems and in avoiding past mistakes. These records are of value to the historian as evidence of what was actually done by an organization.
STEP THREE: THE RECORDS DISPOSITION
In part six of the RECORDS INVENTORY AND RETENTION SCHEDULE, you are requested to designate a cut-off point for the series, and then determine what is to be done with the accumulation of such records.
1. Determine how long the record is needed in your office and enter this information in part "a."
2. If, at the end of its prescribed period in your office, the record needs to be kept elsewhere for an additional time, indicate this in the other parts. If the record is not useful beyond the time needed in the office, it should be destroyed.
(b) Transfer to a local holding area - This refers to a space designated on site for storing records that need to be close at hand beyond their usefulness in office storage space, for example, three to five years longer.
(c) Transfer to holding area - designating time to be retained for periods up to 25 years, after which time the records will be destroyed. There are records of continuing use to an office which do not warrant permanent preservation in the Archives.
(d) Destroy - Some of the records of temporary value can be destroyed immediately at the end of their prescribed period in the office. Records that are not eventually destroyed are destined for permanent preservation in the Archives.
(e) Transfer to Archives - records scheduled for permanent retention. These records document the history, organization and functions of your judicatory. Medal staples and paper clips should be removed prior to relocation. Departments are responsible to micrfilm files judged to be of archival value.
When you have completed a RECORDS INVENTORY AND RETENTION SCHEDULE for each records series in your office, your Records Management Program is underway. The disposition instructions you formulate will apply to all future accumulations of similar records series, so the RECORDS INVENTORY AND RETENTION SCHEDULES will not have to be completed again except for new record series that are created in your office. To be effective, the disposition instructions in part six should be followed in the future. Plan to make an orderly disposition of your records at regular intervals to open up office records storage, destroy useless records, and place permanently valuable records in the Archives.
1. Title of record series
2. This file contains the following documents:
Documents relating to:
Included are:
Inclusive dates of file:
File is arranged:
Physical format of records:
Quantity:
3. Reference rate - How often are records referred to which are:
1-6 months old_________________ 13-24 months old__________________ 7-12 months old________________ 25 months or older_________________
4. Retention requirements - The following requires that the series be kept:
b. legal purposes, _____________ years
5. Questionnaire to aid in determining retention periods:
6. This office recommends that the file series be cut off at the end of each:
_____calendar year; _____fiscal year; _____other (specify), then
a.______ Hold in office for_____months(s),_____year(s); then
b.______ Transfer to local holding area, hold_____year(s); then
c.______ Transfer to holding area; hold_____year(s); then
d.______ Destroy.
e.______ Transfer to Archives for permanent retention.
These instructions apply to all prior and future accumulations of this series.
Signature of judicatory official: ____________________________________
Date: __________________
GUIDELINES FOR HANDLING OF BOXES
Records containers and related supplies:
Use standard archival boxed in transferring your records to Archives. We will make them available to you upon request and furnish cost information. Remove medal staples and paper clips prior to relocation.
Packing and arranging your records for shipment:
Arrangement in boxes - Pack file folders upright in boxes. The records storage boxes are designed to hold legal-size folders spanning the 15-inch dimension or letter-size across the 12-inch dimension.
File arrangement - Preserve the file arrangement that existed before the boxes were packed.
Packing - Pack boxes to capacity. Folders should be packed tightly enough to be snug; yet it should be possible to easily remove folders from the box. When there is not enough material to fill a box, pack wadded paper behind the folders to make them stand erect.
Numbering boxes - Number the boxes in the lower right hand corner on the front end of each box. If more than one box is transferred, label the boxes, "I of 2, 2 of 2, etc."
Identifying records - Complete in duplicate a TRANSMITTAL SHEET for each record series. This sheet should list file folder labels or contain a similar description of the content of the boxes. These sheets MUST accompany each transferal of records as unidentified records are useless. The sheets will serve as finding aids for all records your judicatory places in Archives and will make retrieval easier. Keep a copy of each sheet for your records and send the others to Archives.
Labeling boxes - Each box should be clearly labeled as to its contents, according to the directions below:
Archives - Print the label below and label such boxes with the name of the judicatory, the office or sub-unit, the contents and inclusive dates.
THE ARCHIVES OF
THE INTERNATIONAL PENTECOSTAL HOLINESS CHURCH
P.O. BOX 12609
OKLAHOMA CITY, OKLAHOMA 73157
Contents of boxes should be clearly and permanently marked directly onto the front ends of boxes.
NOTE: RECORDS DEEMED CONFIDENTIAL SHOULD BE DENOTED AS SUCH ON THE TRANSMITTAL SHEETS, AND THE REASON FOR THE RESTRICTION GIVEN.
Records Management
---- Adapted from the Manual of the Presbyterian Church.
THE ARCHIVES AND RESEARCH CENTER OF THE INTERNATIONAL PENTECOSTAL HOLINESS CHURCH
Record of Transferal and Receipt
Collection Name_____________Date Received___________Accession No._______
Inventory Location __________ Box Location_________________
Source of Collection:
Origination Person_____________Office________Dpt./Division_________ Transferal Person_____________Office________Dpt./Division_________
Appraisal of Collection: Volume___________Dates__________Arrangement________Condition______ Duplicated Information?___________________________________________ Other related records?____________________________________________ Administrative Value_____________Legal Value___________ Financial Value_____ Informational Value__________________ Inherent Value__________________ Record still being created__________________________________________
Access:
Open______________Restricted______________ yrs., Closed__________ yrs.
Content of Collection:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Additional Comments:
If an active record is inadvertently transferred to the archives, the record may be returned at the request of the office or at the request of the Archives. The first three months will be considered a probationary period for any record transferal.
Any body of unique records accepted by the archives which is later determined to be of insufficient historical value to be permanently preserved will not be destroyed without the written consent of the office of origination or transferal.
Released to Archives by:
________________ ________ ______________ Signature Date
Received for Archives by:
________________________ _______________ Signature Date
SAMPLE SAMPLE THE ARCHIVES AND RESEARCH CENTER OF THE INTERNATIONAL PENTECOSTAL HOLINESS CHURCH
Record of Transferal and Receipt
Collection Name_Your office__Date Received_ARC will fill in__Accession No. ARC will fill in
Inventory Location __ ARC will fill in_ Box Location __ARC will fill in_______
Source of Collection: List those who created the collection, note years, events
Origination Person__ Joe Jones ___Office Your office Dpt./Division_________Transferal Person__ Freda Whiffle__Office________Dpt./Division_________
Appraisal of Collection: Volume_ if applicable_Dates__1965-1970_Arrangement__Year__Condition_Good__Duplicated Information?__ Photocopy; also Dept. B will have duplicates of files a-d_____Other related records?_ Personal letters written by Jones while in office, photos of him, etc._Administrative Value__ Some______Legal Value___Yes____Financial Value_____ Informational Value___ Yes__________Inherent Value___ Yes__________Record still being created The collection is complete from this office; no new records for thisAccess:
Open____Yes_____Restricted______________ yrs., Closed__________ yrs. Content of Collection:
Depending upon the material in the collection, a sheet may be needed for each box.
If simple –
1 - Box correspondence, 1965 - 1970, from Jones about departmental business
2 - Boxes of office files, A-Z on general business (note file G contains historical info, plans on building, etc.)
3 - Boxes of periodical dummies put out by the department in 1969
1 - Box of photographs, certificates, awarded to the department during 1965-1970
Finding Aids
The Archives collections are arranged by categories and are divided into record groups.
Donations are recorded in Library Master. The code depends on the materials.
Items have accession numbers and names written on the reverse side or, in the case of fragile, or double sided items, on the protective sleeve or file folder.
The categories are prefaced by general information, when available, about that specific category.
General Format To Be Used Within Each Inventory List:
--Title page listing category number, name and subject title with specific title in parenthesis below. Upper right hand corner of page.
--Biographies or Historical sketch of person or department.
--With larger lists, or before a new category, a "scope and content" listing the various areas the collection covers.
--Cross-references
--Actual listing of materials with accession numbers
Record Storage Boxes
Each box will have affixed to it a form listing the name of the collection and the department and years of the contents.
In larger collections requiring numerous record storage boxes, the boxes will have a number and will reflect the number of boxes in that series.
PROMOTION
It is a good thing to have recorded history -- to know about the people, situations, events that brought about the birth of what has become "today." But, the records of the International Pentecostal Holiness Church have far more value than being documents of history. Our Archives is a collection of people -- God's People. Records of these men and women of faith rise as a continual praise to the glory of our Faithful God. This is why the promotional activities of the Archives and Research Center has one main focus---to proclaim His faithfulness to all generations. Legacy is a publication of the Archives and Research Center of the IPHC. It's purpose is to encourage fellowship and to communicate news and information about our Archives and Research Center. This is a biannual publication. Legacy is sent complimentary to Pentecostal and Charismatic Archives, to those who have donated materials and/or supported this ministry financially, members of the GBA along with IPHC conference and local church archivists/historians. Others are requested to submit a subscription fee of $5 per year. Video tape is another means of telling about Archives. Our first film produced is entitled "Archives... A Collection of God's People." The IPHC Archives web site makes available digital copies of significant historical documents. There documents can be viewed online or downloaded by users around the world at any time of the day.
SERVICES
The International Pentecostal Holiness Church is learning how to use the Archives and Research Center as a worldwide link to bind together in fellowship those of the past with the people, the conferences and local churches of today. Getting involved with the knowing of our beginnings we then begin to understand the people of God who planted, watered and tended the "Garden of God" in which today we grow, bloom and sow seeds for the next generation. Other features now available with the installation of a library vault, closed stacks and Reading Room include: Space that is fire-protected, temperature controlled, and humidity regulated for storage
Patron computer for finding aids and storage of vital materials
Public scanner for digitizing images and documents
Capabilities to make, read, and print microfilm and microfiche
Inventories exchange between our Archives and the Archives of other denominations, promoting cooperation, services and fellowship
Archives working as a catalyst, fulfilling its purpose and focus -- to bring about fellowship with Jesus Christ and with God's people of all generations
Providing material in response to requests received by personal visits, phone calls, faxes, e-mail, electronic forms, etc. PROJECTIONS
Travel to more than 40 countries convinces one that the concept of a global village is a reality that will gain momentum as the next century makes cyberspace technology commonplace. About ten years ago I saw a demonstration of how electronic communications could make physical space irrelevant. I watched intently as a scholar logged into a university library in Korea. He was able to browse electronic entries in the library and then call up a particular volume. He could then utilize the full range of computer skills to scan the document for any information needed. It was troubling to realize that my tax dollars were keeping these university faculty members ahead of what pentecostal researchers were able to do. As part of a conference known as Brighton '91, I brought together 150 pentecostal and charismatic scholars from six continents. The expense and logistics proved immense. Another summit of this type is not possible soon and could never be held frequently. I envision the time that anyone who wishes to do so can log into our holdings in the IPHC Archives. The searcher will be able to look for documents according to title, author or subject. Once a document is located, the user can retrieve either an exact reproduction of the original or a copy that is formatted so that its contents can be scanned. Regardless of a person's location—and often regardless of language--it will be possible to access what the church treasures as part of its story. It will not be necessary to place a long distance call and wait for a reply, much less travel to Oklahoma. Everything one would want could be downloaded electronically and printed on a local printer as needed. In time, some of the contents of the collection will be entered on the World Wide Web or dvd with multimedia features such as used by Microsoft Encarta. While preparing a presentation for the Society for Pentecostal Studies, one of the nineteenth-century documents I needed in order to answer a critical question was available only in Boston and New York. The periodicals are not on microfilm and are too fragile to photocopy or digitize. This is pentecostal material that should be available to pentecostal people around the world, but none of us can use them without travelling to Boston or New York. In contrast to recognized collections like those housed by the Assemblies of God, Church of God, the DuPlessis Center, and Oral Roberts University, the IPHC has not centralized all of its historical documents of value. The IPHC story is often not told because researchers cannot find or access the needed material. I know that pentecostal ministers focus on "making history," but the question of how this history will be recorded cannot be avoided. Pentecostals emphasize what God is doing today. But today's "now" is tomorrow's yesterday. Having attended national conferences hosted by the Society of American Archivists and interacted with pentecostal archivists, I do not know of a pentecostal special collection that has the ambitious electronic vision we have initiated. We are anxious to show the way, but only because the results will edify the entire body of Christ. The vacuum is now filled with mainstream universities that have no holdings specializing in pentecostalism. IPHC has a window of opportunity to go boldly where others dare not go. The 1998 Centennial Celebration propelled us to "Seize the Future!"
Harold D. Hunter, Ph.D. Advent 1996
Projections for today's "immediate and necessary" goals include the following:
Workshops in conference sessions to help local churches and conferences to understand how to keep records, record their history and how to keep their history and transport it to the Archives.
Availability of Archives to our church at all levels-- like films for different occasions available on loan. Printed materials on historical events, beginnings, biographies, the power of God performing miracles, inspirational messages, etc.
Seminars in conferences devoted to archives and a national seminar for conference archivists
Archives is a collection of people . . . God's people. |