Kappa Delta Pi

Manage Your Chapter
Chapter Record Keeping

Maintaining good organization

It is important for the chapter to maintain accurate records. The Counselor ensures that there is a secure area in which to store files, and the Secretary updates and purges those files yearly. Records should be kept for a minimum of two years.

Records to Be Maintained

•	Membership Applications
•	Historical Compilations
•	Bank and other Financial Records and Reports
•	Member Contact Information
•	Bylaws
•	Meeting Minutes
•	National Reports
•	Chapter Merchandise Records
•	Chapter Supplies Records
•	Other Pertinent Files

In some cases, the chapter may decide to maintain the records for a longer period of time. All files should include a date, and the chapter Secretary should have at least one specified time during the year to review, update, or purge files.

A four-drawer file cabinet could work not only to secure files, but also to store chapter merchandise. Alternately, plastic file crates with tops could serve as storage for merchandise. In either case, Kappa Delta Pi and your chapter’s name should be clearly marked on chapter files and other materials. Access to the files and property should be limited to designated people to maintain their integrity.