District 5550 Archivist Gayle Jones (Moose Jaw Wakamow ) has announced that beginning with this year’s PETS assembly Clubs will be asked to establish an electronic archive file rather than the traditional paper system.
Gayle says she hopes, “This will make it easier and less expensive to store and look after a club’s records.” “After all,” she adds, “most clubs already write and share their documents through e-mail so it makes sense to store them that way.”

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Jones says those Clubs with active ClubRunner websites will keep their records on their own website. Each Club website has an area called “Organization” and under that term is an area called “Documents”. Clicking on that term, she says will take you to an area titled “Website Libraries” where there is a place to add “Private Documents”.
For Clubs WITHOUT ClubRunner website, Jones has worked with District website editor John Borst, to establish an Archive file for each of the dozen clubs who either have no site or whose site is inactive. These are Assiniboia, Estevan, Flin Flon, Fort Qu'Appelle, Gimli, Hudson, Neepawa, Saskatoon Riverside, Swan Valley, Winnipeg East, Winnipeg St. James, and Winnipeg Transcona. In their cases they can access their file by logging onto the District 5550 site and find the tab titled “Documents” which will take them to the Website Library and their file which is already established.
Each of these clubs will have to assign a member to this task and they will have to be given access to their file. Others will have read-only permission after login.
Jones also wants District committees to store their documents in an archive file on the District website as well. For those committees with many sub-committees such as the Foundation Grants committee a sub-file can be established within the Foundation Grants folder. Of course this is also possible for a Club’s file.
“I’ll be providing more details on how to access these files at the PETS assembly in March,” Jones said. “In the meantime Clubs can expect correspondence on this initiative at the same time,” she added.
According to Jones it would be ideal if all Clubs took advantage of this new initiative sooner rather than later. “In fact it would be terrific if Clubs would scan their paper documents into electronic ones and add those as well,” she said.