South Dakota Chapter SWCS
January 2000

Position Description


1. Serve as custodian of chapter archival records.

2. Assemble and file chapter records received for archival storage.

3. Advance the collection of chapter history.

4. Maintain archival inventories and guides.


1. The committee chair shall hold committee meetings and/or use other communication means to plan and coordinate annual archival activities.

2. Assemble and file chapter records received and considered of historical value. (Prior year record selections forwarded to the committee chair by the board of directors and past president.)

3. Maintain and file chapter records and other documentary materials in a neat, chronological order including the following items:

o Narrative accounts including minutes of board of directors and annual business meetings and annual financial reports.
o Letters of historical significance (no general correspondence).
o Chapter newsletters.
o Magazine and newspaper clippings of chapter activities.
o Position statements and other special publications issued by the chapter.
o Reports of chapter sponsored events and contests.
o Information on chapter annual meeting events (printed progress, etc.).
o Proceedings of special chapter conferences, seminars, and workshops.
o Records and reports of awards received by the chapter.
o Names and brief biographies of chapter award program winners.
o Names and brief biographies of chapter scholarship recipients.
o Photographs of special events, award winners, and other personalities related to chapter activities.
o History outline of chapter officers, committee chairs, and chapter members.
o Special parent Society publications, i.e., copies of the Journal of Soil and Water Conservation, Conservation Voices, Conservograms, sample cartoon booklets.
o Other memorabilia selected by the board of directors.

4. Utilize cardboard file boxes, file folders, hard cover notebooks, and plastic sheet protectors, as appropriate, to properly protect records from damage.

5. Store and retain chapter records in sturdy vertical containers made of heavy paper product or metal. Selected records may be in a permanent storage location.

Prepare and/or maintain appropriate labels on all containers to identify the archival group stored.

6. Develop and/or maintain a comprehensive inventory of all archival records including a reference finding guide for easy retrieval of information in storage. Identify records placed in a permanent storage location.

7. Conduct record searches of lost or omitted chapter history as determined by the committee and/or board of directors.

8. Seek board of directors' approval for tasks and projects that require chapter funds and/or a concerted effort by the membership. Notify the board of directors of storage supply needs as determined by the committee chair.

9. Submit committee annual operating budget needs to the chapter board of directors no later than the last board of directors' meeting of the calendar year.

10. Prepare and present, as appropriate, committee activity reports at quarterly scheduled board of directors' meetings. If chair or a committee member is unable to attend, submit a written report to your division director before the meeting.

11. Develop and submit a minimum of one news article each year to the chapter newsletter editor according to the newsletter calendar to inform the membership of special committee activities and/or highlight chapter history trivia.

12. Keep detailed records of special committee projects to strengthen future committee plans and activities.

13. Develop and prepare exhibits or displays of selected chapter history highlights for membership viewing at annual meetings as determined appropriate by the committee and board of directors.

14. Prepare and present a final written report of committee activities and accomplishments at the chapter's annual business meeting.


1 . The chair is selected and appointed each year by the chapter president.

2. Additional committee members may be selected and appointed by the committee chair in consultation with the chapter president and the board of directors. (One committee member to be the immediate past president.)

3. All committee members must agree to serve before being appointed.