Greetings from the Kingdom Chronicler
This week I had an incident that provokes me to remind everyone who does a newsletter to be mindful of data preservation.
Experience tells us that we need to have good data management but often times as volunteers we don’t file our paperwork nor do we get those files moved or the email dealt with on a timely basis.
Some tips, I may recommend are as follows:
Email: As a Kingdom Office, I use an email that was passed down from the previous office and the information stored here is precious when looking things up. I have folders for every year and each month back to 2012. When I say I don’t have it. I mean it.
I also deter folks from sending personal emails to me here, so I don’t have to worry about my successors finding them – everything is professional and above-board.
Working vs Completed Files: I have lots of things that come in from all over and while I have them, I often modify them for my own use for formatting and other adjustments but I don’t archive them.
Completed non-PDF documents are archived with the PDF versions just in case they get corupted or something dies unexpectedly.
ARCHIVING: This office has a free version of DropBox attached to my officer email so that my files are saved in the Cloud. The Kingdom Seneschal and Webminister and one of my a deputies has access to this storage area, and if needed, could cobble something together if I got hit by a bus.
There is an Archivist on the Society level but it is best to do your own branch’s archiving, make it accessible to those that may need a record of it and all that is printed there. Move things often enough to make a good backup. Keeping hard copies is recommended and if you choose only to be digital, remember that formats change over time and those negligent to update shall rue the day the paper copes hit the recycle bin.
I wish you the best and hope you never need to worry about this but try to have good habits so it is never an issue.