Table of Contents

National History and Archives Committee Policy

National History and Archives Committee Policy

Article I - Responsibilities of NHAC

Section 1. End of year Submissions

End of Year submissions must be submitted to the national historian before April 30th of each year, and must include, unless otherwise specified:
1. Composite photos of the Chapter.
2. Meeting Minutes since the previous year’s submission.
3. If applicable, a summary of the Zeta Chapter’s Scrapbook.
4. A summary of the year’s activities.
5. The Zeta Chapter transactions.
6. If applicable, Zeta Chapter Phone Tree, or an equivalent in information provided.
7. If applicable, Screenshots of the Zeta Chapter website (if changed).
8. Photos from the previous year.

Section 2. Creation and Submission of the Zeta Chapter Scrapbook

In regards to the creation and submission of the Zeta Chapter Scrapbook at Convention each year, the National History and Archives Committee of Zeta Chapter shall be responsible for:
1. Selection of a theme for the scrapbook, and in addition to “[keep] it easy to have fun with.”
2. Acquisition of materials for the scrapbook.
3. Acquisition of digital material and services.
4. Scheduling Brother gathering for the purpose of completion of brother’s pages in addition to helping with the rest of the scrapbook.

Section 3. Maintain Chapter Archives in Coordination with Alumni Relations

Documentation from the Alumni Relations shall be recorded by the National History and Archives Committee, such as newsletters and Alumni Reports.

Section 4. Preserve the History of Zeta Chapter

The National History and Archives Committee shall maintain the archives of Zeta Chapter as outlined within the following Articles.

Article II - Duties of the Committee

Section 1. Zeta Family Tree

The Zeta Chapter family tree is to be updated at the end of each New Member education term.

Section 2. Organization and Management of the Chapter Archives

The committee shall handle the following documentation in their respective manner:
1. Financial documentation must be kept for a minimum of seven years before disposal.
2. Non-financial documentation must be kept for a minimum of five years before disposal.
Documents may be kept for longer than their minimum requirements, and documents that are useful and/or important to the brotherhood should be kept.
Disposed digital documents should be stored in the archives.

Section 3. Proper Collection of information for Scrapbook

The National History and Archives Committee shall be responsible for collecting information for the scrapbook in accordance with the National History and Archives Policy.

Article III - Committee Materials

Section 1. Storage of Materials

The scrapbooking materials should be stored and remain in a centralized location (i.e. a Brother’s house for ease of access).
All other materials shall be stored:
1. The locker in the MUB and storage unit.
2. At an all Brothers house.
3. In the possession of the NHAC chair.
4. This should only be small items.

Article IV - Appendices

Section 1. Physical Scrapbook Requirements

What is needed to fulfill minimum requirements for the “Price”less Moments scrapbook competition (as taken directly from the National History and Archives Policy):
1. The name of the Chapter shall be on the cover.
2. The title page shall include the name of the Chapter, Greek name, school name, city location and years that the scrapbook covers.
3. The scrapbook shall include a table of contents and numbered pages.
4. The size of the scrapbook shall not exceed 14”x18”.
5. The current year's material's, beginning with the previous National Convention should be included.
  1. The current year’s materials, beginning with the previous National Convention should be included.
6. Chapter information
  1. List of Chapter officers and advisors (photos may be included)
  2. Chapter roll, with addresses and phone numbers for active Brothers, advisors
  3. Photo composite of Brothers
  4. Information about your college or university
7. Service projects
  1. Service to campus
  2. Service to community
  3. Service to Fraternity
8. New Member Education activities
  1. New Member Education training schedule
  2. Formal activities
  3. Informal activities
  4. Service to fellow Brothers
9. Individual Brother's pages
10. Chapter activities
  1. Annual Chapter report, of year's activities
  2. Chapter newsletters

Section 2. Digital Scrapbook Requirements

As adapted from the physical scrapbook requirements, the following shall be required for a digitally formatted scrapbook for the “Price”less Memories Competition:
1. The name of the Chapter shall be on the cover
  1. The name of the presentation shall sufficiently indicate the chapter to whom the digital scrapbook belongs
2. The title page [slide] shall include the name of the Chapter, Greek name, school name, city location and years that the scrapbook covers
3. The scrapbook shall include a table of contents and numbered pages
4. The current year's material's, beginning with the previous National Convention should be included.
  1. The current year’s materials, beginning with the previous National Convention should be included.
5. Chapter information
  1. List of Chapter officers and advisors (photos may be included)
  2. Chapter roll, with addresses and phone numbers for active Brothers, and advisors
  3. Photo composite of Brothers
  4. Information about your college or university
6. Service projects
  1. Service to campus
  2. Service to community
  3. Service to Fraternity
7. New Member Education activities
  1. New Member Education training schedule
  2. Formal activities
  3. Informal activities
  4. Service to fellow Brothers
8. Individual Brother's pages
9. Chapter activities
  1. Annual Chapter report, of year's activities
  2. Chapter newsletters

Section 3. Additional Zeta Inclusions

Typical Zeta inclusions in the scrapbook past the minimum requirements:
1. Fund-raising activities
2. Social and Fellowship events
3. Field trips
  1. Pamphlets of places visited
  2. Photos of trips
4. Inter-Chapter activities
5. Brother Information
  1. Individual Brothers' successful milestones – wedding, birth, etc.
6. Publicity for ALL subjects of content listed above (show relationship to Chapter/Brother)
  1. Photographs of Chapter activities
  2. Invitations and/or thank you notes
  3. Correspondence
  4. Programs or bulletins
  5. Memorabilia
  6. Intramural sports
7. Possibly could include videos, GIFs, etc..