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Student Club and Organization Records Toolkit

This guide provides information to student clubs and organizations that are interested in maintaining their historical records or donating them to the College Archives.

Evaluate Your Records

When evaluating your records, it is important to consider the following questions:

Does this record impact the understanding of your organization/club, its activities, and its role within the Haverford community?

Would this records be interesting or helpful to future members, students, or researchers?

Does this record relate to other documents your organization/club maintains?

If you answered yes to any of these questions, then it should be considered for retention and included in your archive. 

As you evaluate your organization/club's records, remember: When in doubt, don't throw it out! Keep the records and contact the College Archivist for guidance. 

What to Keep

The following types of records are samples of what typically holds enduring or historical value to student organizations/clubs:

  • charters
  • by-laws
  • mission statements
  • founding documents
  • histories
  • meeting minutes
  • agendas
  • newsletters
  • scrapbooks
  • correspondence
  • publications
  • promotional materials/event flyers
  • photographs of the group, members, meetings, events
  • artifacts, such as buttons, t-shirts, uniforms, and pins
  • audio or video recordings
  • membership lists and membership registers
  • websites, blogs, and other social media

Student Records


Journal, ca. 1995

Glee Club

Performance Regalia, 1888-1889

Sons Of Africa (SOA)

Hoopla Basketball Tournament, February 2015

What to Discard

The following records can be kept by your organization/club until no longer needed and then discarded:

  • bank statements or canceled checks
  • college publications and memos (unless they are part of a greater subject or research file or directly related to the organization/club)
  • duplicate or blank forms
  • books
  • plaques and trophies