Paper is pretty unwieldy, so I know someone who took old minutes records (for example), scanned them in and keeps them on CD. They only keep electronic copies of current ones, too.
Its like a paper trail and shows what you did during your time in office. Problems that were faced and everything that goes on that people do not realize on a day to day basis of "running the business". Most of us do not realize what is involved until it is too late LOL! There is SO MUCH that gets done. Good idea to let the incoming see that you were not sitting around eating bon bons the whole time
All of my books have copies of every flier that has gone through the school. Stuff from county & state PTA. Letters from the Board of Ed, Police Dept. different parents with problems and committee information about meetings, etc.
Nothing great and I'm not sure why I have to keep it but it's been handed down to me and I'll hand it down to the next president.
we keep 10 years worth of treasurer & president books. Three years worth of committee books. We do have 17 years worth of minutes and not really sure why but we do.
We have kept certain records for a very long time and others for a short time. Our minutes, for instance. When I got the "key" I took home lots of files over the summer to go through and get accustomed to how things went over the years. It really was quite fascinating to see minutes from 15 years ago written by hand or typed on an "ancient" typewriter! LOL. I did get a good feel for the organization over many years and how things evolved and changed. Might be good to take a look see yourself. We keep fundraising records and financial records for a good amount of time for possible referrence (sp?) in the future. Correpsondance stuff and thank you stuff we generally hold on for a short time. We do keep records of all our contributions to the schools like grants for items or any big projects we funded.
