Modelat

RATIONALE

Having records of the past would be beneficial for the future generations because it could serve as a resource material and a guide to them. It also helps ensure that the legacy of the past generations would be preserved which later could serve as a source of inspiration for those who are next in line. Having a good archiving can be beneficial in keeping in track of the growth of a campus and its members.

OBJECTIVES

1. To understand the importance of archiving as part of the operations in YFC Campus Based and in the bigger mission of YFC

2. To be able to identify the basic records and documents that they should have and keep for their campus.

3. To be equipped with basic archiving skills MATERIALS

1. Writing Materials

2. Basic forms (Household Monitoring sheet, Activity Monitoring sheet, Pre Youth Camp Report, and Youth Camp Completion Report)

DYNAMICS:

1. ACTIVITY 1 : List Down..

Ask the participants to write down the records they have from the past to present and the records that they have yet to have that is essential for their campus.

2. Workshop proper 3. ACTIVITY 2: iARCHIVE

2. The participants will be given a box filled with different documents of all kinds, included are some unnecessary files.

NOTE: The speaker should have an idea as to the content of all these documents, since questions are to come from there.

3. They will be asked a particular question pertaining to a specific activity’s preparation. To be able to answer the question they need to find the right document that could help them answer the question. They need to be able to answer in less than two (2) minutes. 4. For the second time they will be asked once again anything about the details that could

be found in the documents they are holding. However, before they are asked to answer the question, they will be asked to try organizing the documents first. They are given five (5) minutes to organize.

5. They need to answer the question in less than two (2) minutes individually. 4. Open Forum

TALK OUTLINE INTRODUCTION

Archives contain primary source documents that have accumulated over the course of an individual or organization's lifetime, and are kept to show the function of an organization. The process of keeping the documents in an organized and systematized manner is called archiving.

Importance of Archiving

It is important to manage documents and to maintain an archive to improve the quality of our ministerial work, especially in actions which require data retrieval. Archiving is also essential in preserving the community’s heritage and helping it account for its activities. Proper data management and archiving also reflects the progress of a given activity from beginning to end and ensures continuity of the work in the event of changes in leadership.

What to Archive

Any document that reflects the work of the community should be archived, especially if it meets one or more of the following criteria.

 was received or formally drawn up in the course of its activities (e.g. memos, official communication letter, minutes of the meeting)

 Manuals (e.g. Youth camp, EXERT, Campus Tour)

 involves the responsibility of the YFC as an organization within the campus (e.g. attendance, monitoring sheet, activity report, financial statements)

 has significant value in the history of your respective campuses (e.g. certificate of recognition, awards received, database of members)

How to Archive

1. Gather all hard/paper files and portable storage devices (CDs, tapes, etc.) 2. Sort according to categories

3. Scan/Prepare Back-up electronic files

4. Check if all important files have been scanned/saved

5. Keep important hard files (i.e. School recognition, certificates, communication from campus administrator, receipts), as well as Plaques, videotapes, etc.

ACTIVITY: iARCHIVE

a. The participants will be given a box filled with different documents of all kinds, included are some unnecessary files.

i. NOTE: The speaker should have an idea as to the content of all these documents, since questions are to come from there.

b. They will be asked a particular question pertaining to a specific activity’s preparation. To be able to answer the question they need to find the right document that could help them answer the question. They need to be able to answer in less than two (2) minutes. c. For the second time they will be asked once again anything about the details that could

be found in the documents they are holding. However, before they are asked to answer the question, they will be asked to try organizing the documents first. They are given five (5) minutes to organize.

d. They need to answer the question in less than two (2) minutes individually. CONCLUSION

The Lord has been faithful to us throughout the years. He has blessed us with a lot of things. To take note of all those things is vital in taking care of all the gifts He has given to us. We are challenged to do better each year and having a basis would be beneficial in doing so because we can learn from past experiences especially if it is well documented. We don’t just take note of the activities and

accomplishment of our campus, we take note of how the Lord reveal Himself in our campuses and so we need to be diligent in taking into account all of His works in our campuses.