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January 2011
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January 2011 eBuilder Front Page

Archiving Kiwanis Club of Richmond Documents

By Tim Sexton

Last year an ad hoc committee was appointed with the mission of setting up a procedure for collecting, preserving and cataloging our records that have been accumulating over the past ninety years. Our records and documents were being stored at Pollard & Bagby, Inc., Realtors, 2 South Fifth Street, where the club has its administrative offices. We are appreciative for the generosity of John Bagby, who offered space in his company headquarters after we had to vacate our office in the Central National Bank building over ten years ago.

Members of the committee include Sam Derieux, Mary Murphy, Pam Seay and Tim Sexton. The first item for the committee to decide was to find a place where our records could be stored. A convenient and logical location would be the Virginia Historical Society. When approached, Lee Shepard, Vice President for Collections at VHS, was receptive to our plan. Before we could proceed, the committee needed Board approval to fund the cost of the service, which will be $3000, at this time. Depending on the receipt of documents going forward, there may be additional costs incurred. In addition, the club needed to decide whether we would give our documents to VHS or have them placed on a permanent loan basis. At its November 1st meeting, the Board approved the funding of the project and the signing of a deed of gift. Our records have since been moved to VHS.

The primary documents being stored are annual membership directories, minutes of board meetings, dated pictures of club activities and projects, news articles of club activities, correspondence, club awards and other memorabilia. The articles will be stored in special boxes that enhance preservation, and all documents will be catalogued so that club history can be easily researched. Having order and ready access to our archives should be beneficial as we approach our centennial celebration. Pictures of some of documents and artifacts, taken by Jennifer Guild of the Virginia Historical Society, accompany this article.

You Can Assist In This Project

The process of archiving records is never ending. We will always be adding to our collection. In this initial stage, we are calling on you to search your files for documents that could be included. During our weekly meetings, a collection box will be available for your use in the reception area at VHS. If you have pictures, make sure they are dated and the activity or event is identified. The committee thanks you for your assistance. You may contact a committee member if you have questions.

Upper left, Tim Sexton and Pam Seay (club member and Director of Development & Public Affairs for the Virginia Historical Society) look through some of the archived materials for the Kiwanis Club of Richmond.

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