Archives SOP 2020

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Standard Operating Procedures

Archives Committee
Version 1.0

December 2020

Soror Judy McGriff, Historian Co-Chairman
Soror Harrit E Raghnal, Basileus

Alpha Kappa Alpha Sorority, Inc.
Beta Alpha Omega Chapter

Archives Committee Standard Operating Procedures

Document Edit History

Version Date Addition/Modifications Prepared/Revised by
Draft 1/19/2018 Initial Document Soror Judy McGriff,Historian

Version 1.0 12/7/2020 Final Document - Officer Transition Soror Judy McGriff,Historian

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Alpha Kappa Alpha Sorority, Inc. 7
Beta Alpha Omega Chapter 7
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Archives Committee Standard Operating Procedures 8
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Table of Contents 8
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Introduction 9
Archives Committee Purpose 9
Committee Email Account(s) 9
Committee Records and Reporting 10
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Committee Budget 10
Committee Calendar 10
Committee Meetings 10
Committee Meeting Agenda & Minutes 11
Committee Monthly Reporting 11
Committee Monthly Report Submission 11
End of the Year Archives Report 11
Chapter Storage Facility 11
Location 12
Access 12
Lease Renewal (June each year)
Chapter On-Premise Storage
Current Location / Access:
Prior On-Premise Location:
Repositories
Local Libraries
Chapter Digital Property

Chapter website

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Alpha Kappa Alpha Sorority, Inc. 12
Beta Alpha Omega Chapter 12
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Archives Committee Standard Operating Procedures 13
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Chapter Archives Email Accounts (GMAIL & BLUEHOST) 13
Chapter Photo Gallery (FLICKR) 14
Chapter Digital Library (DROPBOX) 14
Chapter Guidelines for Collections 14
Chapter Sorority Document Resource Library 14
Ivy Beyond the Wall Resolution & Obituary 16
Chapter Annual Photo 17
Submissions to Ivy Leaf magazine 17
Framed Proclamations and Chapter Recognition Certificates 18
Print & Digital Photos 18
Chapter Records for Chapter Files 18
Record Retention Policy 18
Archiving Supplies 18
Chapter Inventory 18
Chapter Policies for Use of Materials 19
Chapter Audit 19
Chapter Awards 19
Chapter Evaluation 19
Chapter Sorority Document Resource Library 19
Chapter Property Request Policy
Chapter Records Request Policy
End of Term Transition
Historian
Custodian of Properties

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Alpha Kappa Alpha Sorority, Inc. 19
Beta Alpha Omega Chapter 21
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Archives Committee Standard Operating Procedures 22
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APPENDIX 23
APPENDIX A: Chapter History 23
Beta Alpha Omega Historical Profile 24
History Book: Beta Alpha Omega Chapter: A History of Timeless Sisterhood and Service 24
Chapter Charter 25
Chapter Charter Members 26
Charter Page 27
Chapter Diamond Soror 28
Chapter Pearl & Golden Sorors 29
Chapter Basilei 30
APPENDIX B: Beta Alpha Omega Historical Review Checklist 30
APPENDIX C: Committee Planning Calendar 31
APPENDIX D: Archives Committee Procedures 32
Procedures for Chapter Annual Photo 32
Preparing Annual Chapter Historical Report & Narrative 32
Beta Alpha Omega Story - Researching and compiling chapter history 33
Giving Historical Presentations 34
Procedures for Preparing for Chapter Audit 35
Procedures for Preparing for Chapter Evaluation 38
Procedures for sending materials of historical interest to MSRC
APPENDIX E: Steps for Requesting, Receiving and Returning Chapter Property
APPENDIX F: ARCHIVAL TERMS
APPENDIX G: CHAPTER COLLECTION CATEGORIES
APPENDIX H: END OF YEAR REPORT – ARCHIVES ACTIVITIES

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Alpha Kappa Alpha Sorority, Inc. 40
Beta Alpha Omega Chapter 41
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Archives Committee Standard Operating Procedures 43
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FORMS 45
FORM : REQUEST FOR CHAPTER RECORDS ELECTRONIC FORM
FORM : REQUEST FOR CHAPTER PROPERTIES ELECTRONIC FORM
FORM : MSRC RELEASE FORM
FORM : MSRC AKA ARCHIVES RESEARCH REQUEST FORM
FORM : MSRC MANUSCRIPT DIVISION RESEARCH REGISTRATION FORM

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Alpha Kappa Alpha Sorority, Inc.
Beta Alpha Omega Chapter

Archives Committee Standard Operating Procedures

Introduction

This A​ rchives Committee Standard Operating Procedures​ is one of several internal
documents of Beta Alpha Omega Chapter. Its purpose is to clarify the procedures that
enable the committee to execute the responsibilities as defined by our international
documents and Beta Alpha Omega Chapter Bylaws.

Related Documents

● Constitution and Bylaws
● Manual of Standard Procedure
● Beta Alpha Omega Chapter Bylaws and Standing Rules
● So Now That You Are Elected
● Standards Resources Guide (​ Records Retention)
● Protocol ​(IBTW Resolutions)
● Keeping Our Heritage R.E.E.L, International Archives Handbook

R​etrieve​ ⇒ E​xamine​ ⇒ E​ncode to​ ⇒ L​ast

Archives Committee Purpose

(Beta Alpha Omega Chapter Bylaws, )

The ​Archives Committee’s ​shall:

1) Develop guidelines to facilitate the collection, storage, codifying, maintenance, access
and use of holdings; and 2) Recommend policy that address ownership, custody and
transfer of archival records. The committee shall be comprised of the chapter Historian,
Custodian of Chapter Properties, Ivy Leaf Reporter, and at least three (3) other sorors.
The Historian and Custodian of properties shall serve as Co-Chairmen of the Archives
Committee. The Archives Committee shall serve as advisor to Beta Alpha Omega Chapter
in the development and implementation of policy for the archival records.

Committee Email Account(s)

A chapter email account was created (​[email protected])​ for internal chapter and committee
communications. This account is also linked to a D​ ropbox Digital Library​ to store digitized chapter files.

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Passwords will be maintained by the Committee Chairman and must be reset when transitioned to the
incoming chairman.

An external blue host/webmail email account was created (a​ [email protected])​ and linked
to the internal account above. Passwords will be maintained by the Committee Chairman or Technology
Chairman and must be reset when transitioned to the incoming chairman.

Login site: ‘​Bluehost.com/webmail'

A chapter email account was created (b​ [email protected]​) for the Request for Chapter
Properties Electronic Form (​Google Form - REQUEST FOR CHAPTER PROPERTIES)​

Committee Records and Reporting

Committee Budget

The Archives Committee funds are part of the chapter’s Operating Budget. The funds for the
chapter’s public storage facility is a separate line in the operating budget.

The Committee will begin budget development in May to submit to the finance team to include
in the Chapter budget for the following year. The archives committee should discuss the budget
for the following year in June & September. The latest submission to the Budget & Finance
committee would be the 1st week of September. The final chapter budget is presented in
September and voted on in October.

Committee Calendar

The Archives Committee calendar should be voted upon by the committee and shared by the
October monthly archies report . Recurring events are:

● Annual Chapter Photo (Historian)
● Twice annually, a reorganization of Chapter Public Storage facility (Custodian)
● Annual inventory of chapter properties (Custodian)
● Update of the Chapter history narrative posted on betaalphaomega.org (Historian)
● In a Milestone Year - Chapter Anniversary Display (Historian / Custodian)

Committee Meetings Version 1

The purpose of committee meetings are to
● Plan our archives activities (internal and external)
● Execute the chapter’s and international initiatives/programs

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Archives Committee Standard Operating Procedures

Meeting Freq: ​3rd Tuesday of month
Meeting Location: To Be Announced (Varies between in-person and/or virtual)
Meeting Time: 7:30-9pm

Committee Meeting Agenda & Minutes

The agenda and previous committee minutes are provided in advance of each meeting.
Each meeting is facilitated and led by one of the Archives Co-Chairman (Historian or Custodian
of Properties).
Prior to the meeting, the chairman should reach out to a soror to provide the meditation.
During the meeting, the chairman can decide to keep notes or designate a committee member
to keep notes on the discussion. Those notes are reviewed by the Archives Chairmen and will
become the minutes for the next committee meeting. Also, the notes will be used and
reformatted for the Monthly report.

Committee Monthly Reporting

The purpose of the monthly report is to provide status and bring forth to the chapter
Recommendations required to execute the committee’s activities.

Committee Monthly Report Submission

Report Format: Refer to Beta Alpha Omega Bylaws – Standing Rules
The current Basileus and/or Grammateus shall provide any additional format and submission
requirements.

The committee report ​must be submitted to the Executive Board i​ n order to be included with
the Monthly Report packet sent out to the membership.

The Committee Monthly report is currently due the Wednesday before the Executive Board
meeting (as designated by the grammateus)
Report Submission via dropbox:​ https://www.dropbox.com/request/L5FIU3RfqieewCXgscW9

The Executive Board Meeting is the first Tuesday of the Month (exception will be on an Election
Month it will be held the first Monday)

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End of the Year Archives Report

The deadline for submission of the Chapter’s End of year reports is December 31.

In preparation for this submission, the Basileus will require each committee chairman to
complete their report by the 2​nd​ week of December or earlier. (The Basileus will inform the due
date)

Please see recent report submission (A​ PPENDIX F: ANNUAL YEAREND REPORT –ARCHIVES
ACTIVITIES​)

Chapter Storage Facility

Last updated: 1/2018

The Chapter’s storage facility is climate-controlled. This is a question on the Archives End of the Year
report. The unit is currently used to store Chaper records (left wall and middle aisle) and Chapter
properties (right wall and middle aisle). There are also a few storage bins for Gamma Zeta (back wall).
The unit currently does not have a file cabinet.

Location

Extra Space Storage , Unit# 3025
104 Orange Street, Bloomfield, NJ 07003
http://www.extraspace.com/Storage/

Access

The passcode into the storage facility will be maintained by the Custodian of Properties. The
passcode would be shared with the Basileus and Historian (Archives Co-Chair). The key to the
storage unit lock will also be shared with the Custodian of Properties, Basileus and Historian
(Archives Co-chair)

Lease Renewal (June each year)

The Chapter Storage Unit Lease Renewal funds are part of the chapter’s Operating Budget and is
the responsibility of the Custodian of Properties to ensure payment is made in a timely manner.

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Chapter On-Premise Storage

Last updated: 11/2020: Storage for Chapter Shield

Current Location / Access:

Newark Leaguers
University Ave, Newark, NJ
Leaguer Contact : Soror Heather

Prior On-Premise Location:

Bethel Presbyterian Church
185 Midland Ave, East Orange, NJ 07017

Repositories

Repositories, known as archives or special libraries

Regional (N/A)
The North Atlantic Region does not have an official repository. There is a storage facility but not
accessible for local chapters.

International Focus (Moorland Spingarn, Howard University)
The Alpha Kappa Alpha Sorority, Inc. repository is located in the Moorland Spingarn Research center
(MSRC) at Howard University, Washington D.C. The following items should be sent to MSRC:

- Milestone anniversary (program)
- Items related to Supreme Basileus

Local (N/A)

Beta Alpha Omega does not have a local repository, however the Newark Public Library should
be a consideration.

Local Libraries

The Archives Committee should be contact with all the libraries in our service areas and ensure the

current version of our chapter and international history books are added to the collection:
- Newark Public Library, ​49 Washington St, Newark, NJ 07102
- Irvington Public Library, ​5 Civic Square, Irvington, NJ 07111

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- Hillside Public Library, ​1409 Liberty Ave, Hillside, NJ 07205

Chapter Digital Property

Collection of chapter artifacts that are stores as electronic media along with the means of organizing,
storing and retrieving

Chapter website

URL: h​ ttps://www.betaalphaomega.org
The Technology Committee will maintain content for the chapter website. Members-Only
content, Event flyers/documents and photos must be sent to the Archives committee prior to
deleting from the site.

Chapter Archives Email Accounts (GMAIL & BLUEHOST)

Email Accounts:
​[email protected]​ , a​ [email protected]​ , b​ [email protected]
The Archives Committee Co-Chairman will be responsible for the Emails and content stored on
the Archives Email Accounts. All contents should be archived to a portable storage drive prior to
deletion.

Chapter Photo Gallery (FLICKR)

URL: h​ ttps://www.flickr.com/photos/104564963@N04/
The Archives Committee will be responsible for photos posted in the photo gallery linked to the
chapter website. All photos should be archived to a portable drive prior to deletion. The
Archives Co Chairman can obtain the password for the FLICKR account from the Technology
Chairman.

Chapter Digital Library (DROPBOX)

URL: h​ ttps://www.dropbox.com/
The Dropbox Account is currently linked to the Archives GMAIL Account. All contents should be
archived to a portable storage drive prior to deletion.

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Chapter Guidelines for Collections

Chapter Sorority Document Resource Library

The Archives (Historian) Co-Chairmen is responsible to ensure that all sorority documents for
the Resource Library are the current edition. The cost to cover the purchases should be part of
the Archives Committee budget.

Purchases should be made via the Online store at the Corporate website (​www.aka1908.com​).
A voucher should be submitted for reimbursement.

Ivy Beyond the Wall Resolution & Obituary

The Ivy Beyond the Wall (IBTW) Resolution shall be created/written by the Hodegos or Archives
Co-Chair. The Historian will assist the Hodegos if necessary in creation of the resolution. The
format of the resolution can be found in the Standards Resource Manual. The Basileus may
request assistance from the archives committee for completing the NARC IBTW form.

Two copies of the resolution should be printed. One(1) printed copy should be framed and given
to the family of the Ivy Beyond the Wall soror. The second copy would be for the chapter files
(IBTW Binder).

The soror’s funeral program should be scanned and included with the monthly archives
committee report submission and saved with the permanent records for the chapter’s minutes.

A separate binder​ (IBTW Binder)​ shall be created to store artifacts for Ivy Beyond the Wall
(IBTW).

The following information should be maintained as part of Chapter Archives Records ​(IBTW
Binder)​ f​ or specific Basilei administration(s), ​ in alphabetical order of the soror’s last name:

● A copy of the IBTW resolution
● A copy of the soror’s obituary
● a copy of the soror’s funeral program
● Any program provided at Regional conference (NARC) or the Boule.
● Any information provided to the Alpha Kappa Alpha Sorority International Office

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Chapter Annual Photo

The Archives committee should work with the Basileus to arrange for a group photograph of
chapter members each year. If the budget allows, The Ivy Leaf Reporter will be responsible to
seek a professional photographer. If this is not possible, the Ivy Leaf reporter should work with
the PR committee to take a formal group photo of the chapter.

The Archives Committee should work with the Protocol committee to arrange the group sitting
for the photo each year.

When photos are received from the photographer, the photo should be properly labeled and
included in chapter files and updated on the chapter website and photo gallery.

Submissions to Ivy Leaf magazine

A historical summary of the chapter’s submission to the Ivy Leaf Magazine should be compiled
throughout the year and submitted for Archives at the end of year.

The archives committee should send a reminder to the Ivy Leaf reporter in November.

Framed Proclamations and Chapter Recognition Certificates

Proclamations and Chapter recognition certificates should be removed from frame and stored
in an acid-free portfolio.

Preservation guidelines all documents can be found in the Sorority Archives handbook.

Print & Digital Photos

Submission of Chapter Photos
Photos are an important part of the Chapter’s history. If possible all photos should be printed in
duplicate​ and labeled. A digital copy can also be maintained.**
The Ivy Leaf Reporter and sorors designated from the Publicity and/or Archives Committee who
Volunteer to take photographs at chapter events are asked to submit these photographs
for electronic storage.

Photos should be labeled with the following information
● Event Name

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● Date of Event
● Location
● Full names of individuals in Photo
● Corresponding number on digital copy to make it easier to re-print

The best way to label is to place a sticker on the back of each photograph and print the
information in pencil. (Ink tends to smear on the face of other photos if stacked together)
Store all photos for one year together.

** All Soror should submit photos to ​[email protected]​ to save in dropbox or another
option would be to submit to the Technology Chairman for posting photos to our social media
accounts or the chapter’s website.

If a soror is having difficulties with the digital submission contact the Historian for
assistance within 10 days of the event.

Submission of Photos for Chapter Website
These photographs will only include the images of sorors, unless a release or
a waiver has been signed, which allows for public display. Photographs shall be submitted
from events, chapter meetings and other activities associated with Beta Alpha Omega program.

Handling and Storing of Chapter Photos
The Archives Committee will maintain the electronic and “ paper” copies of photos for
use for chapter award submissions, exhibits and reports, which will also be saved on a
chapter flash drive, dropbox or Chapter Photo Gallery (FLICKR). The committee will take
precaution to preserve photographs utilizing covers, archival safe pens, and acid free paper.

Retrieval of Chapter Photos
Sorors can obtain copies of photos electronically, by sending an email request to
[email protected]​.

If interested in obtaining “ paper copies,” sorors are asked to complete the “Chapter Records

Request” form (F​ ORM : REQUEST FOR CHAPTER RECORDS ELECTRONIC FORM)​

in order to obtain copies of photographs within five (5)
business days.

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Chapter Records for Chapter Files

Annual Chapter Records Certification
The Standards chairman will certify annually at the end of the year by completing the Annual
Chapter Records Certification form that all information is maintained in our chapter files. The
completed form will be signed by the Basileus and Standards chairman and will be part of the
Beta Alpha Omega End of The Year Chapter Report packet.

Required Documents
The Archives Committee will maintain the current editions of the publications identified in the
Standards Resource Guide.

Duties and Powers of Chapters
The artifacts saved in this subfolder or Binder(s) should be all operational records including
Chapter Minutes, chapter newsletters, chapter calendars, chapter roster, chapter conference
attendance & delegate reports, current Strategic Plan,

Chapter Bylaws
The artifacts saved in this subfolder or Binder should be the current Chapter Bylaws and email
sent and received by the Regional Director acknowledging receipt of chapter bylaws.

Chapter Officers and Duties
The artifacts saved in this subfolder or Binder should be Chapter Officer & Committee
Leadership rosters and signed Code of Ethics.

Emblems, Badges and Colors / Chapter Activities
The artifacts saved in this subfolder or Binder should be event programs, invitations, brochures,
flyers, memorabilia, etc

Chapter Finances
The artifacts saved in this subfolder or Binder(s) should be current financial records including
current Financial Procedures,current chapter budget, copy of Financial Certifications from
Financial Officers, monthly bank reconciliation reports, monthly bank statements, signed
vouchers & remittance forms, proof of Bonding insurance.

Chapter Incorporating Separate Entities (PPFONJ)
The artifacts saved in this subfolder or Binder(s) should include Board Member roster, current
Bylaws for the foundation, Foundation mailing address..

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Record Retention Policy

Documents & Records Retention Matrix
The Archives Committee will adhere to the Documents & Records Retention Matrix located in
the Standards Resources Guide.

Chapter Operational, Financial and Events/programs records will be maintained minimally for
eight(8) years and in some cases permanently.

Disposal
The Archives Committee ​must shred ​all documents and/or paraphernalia for disposal.

Electronic files m​ ust be deleted f​ rom the computer. The best practice is to use portable disk
drives.

Archiving Supplies

Preserving Chapter History

As time goes on, many of the documents pertaining to significant moments in your chapter
history (such as our chapter charter) will begin to fade. One way to guard against this is to store
documents in acid-free envelopes or folders.

Archival Supply Recommendations

From our international archives Document:

Annual Purchase

1. Binders
2. Sleeves
3. Labels
4. Index Tabs
5. Boxes / Bins
6. Disk storage (hard drive and flash drives)

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Chapter Inventory

The Archives shall maintain an inventory of items (such as tablecloths, centerpieces,etc) located

in our off-premise Storage facilities to maintain the Properties Request form. See (F​ ORM :
REQUEST FOR CHAPTER PROPERTIES ELECTRONIC FORM​)

Chapter Policies for Use of Materials

Last updated:

Chapter Audit

The Audit Chairman shall submit a request letter to the Archives Co-Chairman requesting the
financial information required to complete the Audit. The letter should be emailed to
[email protected]​ .

The (Historian) Archives Co-Chairman shall work with the Finance Team and Basileus to gather
and package the information for pick-up.

Chapter Awards

The Archives Committee will work in conjunction with the Awards Committee in the
creation of annual submissions for the Chapter Display at the annual North Atlantic
Regional Conference.

Chapter Evaluation

The Standards Chairman shall submit a request letter to the Archives Co-Chairman requesting
the records required to complete the chapter Evaluation. The requested items will usually
come from the regional standards representative. The letter should be emailed to
[email protected].​

The (Historian) Archives Co-Chairman shall work with the Finance Team and Basileus to gather
and package the information for pick-up.

Chapter Sorority Document Resource Library

If interested in obtaining a manual of history book from the Chapter’s Resource Library, sorors

are asked to complete the “Chapter Records Request” form (F​ ORM : REQUEST FOR

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CHAPTER RECORDS ELECTRONIC FORM​)​ in order to arrange for the pick-up within

five (5) business days.
Sorors will be responsible to return the property in the same condition as received or will be
obligated to replace.

Chapter Property Request Policy

Chapter Records Request Policy

End of Term Transition
Historian

Photographs, property, and relevant documents of the chapter shall be released by the
outgoing Historian and transferred to the incoming Historian within 30 days after the Installation
of office or appointment. The transition should complete no later than the 30th of January.

Custodian of Properties

Chapter Storage Facility keys and material properties of the chapter shall be released by the
outgoing Custodian of Properties and transferred to the incoming Custodian of Properties
within 30 days after the Installation of office or appointment. The transition should complete no
later than the 30th of January.

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APPENDIX

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APPENDIX A: Chapter History

Beta Alpha Omega Historical Profile

Last updated: 1/2012

Twenty six years after the founding of Alpha Kappa Alpha Sorority, Incorporated, 14 women
from 9 different communities in Essex and Union counties came together to form Beta Alpha
Omega Chapter. ​Chartered in Newark, New Jersey on January 30, 1934,​ she became the first
chapter of Alpha Kappa Alpha in our state. In 1947, Beta Alpha Omega sponsored Gamma Zeta
Chapter which was the first undergraduate chapter chartered in New Jersey.

For 80 years, the women of Beta Alpha Omega chapter have worked together in sisterly love to
fulfill the goals of Alpha Kappa Alpha Sorority, Incorporated. Dedicated to community service,
the chapter has been awarding scholarships for the last 50 years. Since 2003, it has provided
more than $152,000 in scholarships to 118 college-bound women from high schools in Newark,
Irvington and Hillside.

BAΩ has implemented economic literacy programs like Economic Success For Pupils and Kid$
in Bi$ and participated annually in the Breast Cancer Walk. In 2009, we celebrated our 75th
Anniversary by publishing our chapter’s history in a book entitled Our Calling To Fulfill, The
Journey Continues.

Striving to fulfill the Global Leadership through Timeless Service program initiatives, Beta
Alpha Omega has formed a partnership with the Polaris Project which is fighting to bring an end
to human trafficking.

We have worked with battered women, supported local health fairs, donated to Heifer
International and established the Stride Right: Walking & Running Club. We are conducting the
Emerging Young Leaders Initiative at the Hillside Middle School.

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History Book: Beta Alpha Omega Chapter: A History of Timeless Sisterhood and
Service

The Chapter History Book is available on the w​ ww.lulu.com
The link can be found below:
http://www.lulu.com/shop/beta-alpha-omega-chapter-of-alpha-kappa-alpha-sorority-inc-and-edited-by-sondra-de
nise-roberts/beta-alpha-omega-chapter-a-history-of-timeless-sisterhood-and-service/hardcover/product-2143253
5.html

Chapter Charter

The charter for Beta Alpha Omega Chapter is currently kept in our storage facility.

Charter Date: J​ anuary 30,1934 Regional DIrector:​ Thelma Boozer

Supreme Basileus: I​ da C. Jackson Supreme Grammateus: M​ argaret D. Bowen

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Chapter Charter Members

Spaulding Pritchard Fannie Holland Curtis Jean Sampson Darden Thelma T. Goode Marion E.
Berry Ruth Conyers McCarroll Hebbons
Bessie Nelms Hill Myra Smith Kearse, Hortense Ridley Tate Marjorie Scales Olive Bond Polk
M.D. Palmer
Pauling Sims Puryear Ruth Doncaster Smith Annie Laurie
(4t​ h​ Supreme Basileus Derricotte Tucker

Charter Page

The below charter page was copied from the Chapter History book - B​ eta Alpha Omega Chapter: A
History of Timeless Sisterhood and Service.

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Chapter Diamond Soror

Last updated: 1/2018

Dr. E. Alma Flagg *
There is an EAF Capitalized Endowment available to High School Seniors attending college in the
Fall of their graduating year.

Gertrude Waters*

*Ivy Beyond the Wall

Chapter Pearl & Golden Sorors

Last updated: 12/2020

Name Year Chapter College AKA BAO
Brenda Hofler-Battle Join Beta Rho Shaw University Years Years

1970 50 38
50 48
Mary Gates 1970 Fall Gamma Zeta 50 30
Perry Jackson 1970 Fall Gamma Zeta 50 60
51 34
Regina Edwards 1970 Fall Gamma Zeta Montclair State 51 21
Candice Harris 1969 52
Epsilon Lambda 55
59
Catherine Greene 1969 Zeta Nu Omega 59
Harriette Washington 1968 Fall Gamma Tau 62

Montrae Thomas 1965 Delta Eta 62
Eleanor Lyle 63
Girleen Geri Hayden 1961 Fall Beta Xi Central State Univ. 64
Betty Cobb 1961 64
Estelle Riddick​* 1958 Fall Alpha Beta Fort Valley University
Emma Massey
Charlotte Cade*​ Spring Gamma Gamma Morris Brown College
June Lockett
1958 Fall Gamma Zeta Newark State (Kean)
1957 Gamma Zeta
1956 Johnson C. Smith,NC
1956 Spring Gamma Delta Fisk University
Fall Pi

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Helyn Baltimore Payne 1954 Fall Beta Rho Shaw University 66 48
Arigaree Pitchford 1954 Spring Alpha Phi North Carolina A&T 66 30
Genevieve Hardy 1953 Virginia State 67 42
Frances Caesar 1952 Fall Alpha Epsilon Newark State (Kean) 68 68
Joan Smart*​ 1952 Fall Gamma Zeta 68
Dorothy Mayner 1951 Montclair State 69 68
Alpha Chi
Spring Gamma Zeta *Ivy beyond the Wall

Chapter Basilei 1979 - 1980 Roseanna Robinson
1981 – 1982 Emmajean Moses Stepherson
Last updated: 12/2020 1983 – 1984 Edith Mayner
1985 – 1986 Eleanor Cameron Lyle
1934 – 1936 Ruth Doncaster Smith 1987 – 1988 Mabel Bentley Perry
1936 – 1938 Myra Smith Kearse 1989 – 1990 Greta Dandridge Shepherd
1938 – 1940 Ruth Butler Watts 1991 – 1992 Moonyene Jackson
1940 – 1942 Hortense Ridley Tate 1993 - 1996 Lamyra D. Clarke
1942 – 1944 Olive Bond Polk 1997 – 1998 Melody McGowan Parker
1944 – 1946 Lena Wood Jones 1999 – 2000 Sylvia Y. Cyrus
1946 – 1948 Una Staunton Janifer 2001 - 2002 Winifred G. Waldon
1948 – 1950 E. Alma Williams Flagg 2003 – 2004 Carline Hill
1950 – 1952 Vera Brantley McMillon 2005 – 2006 Lucie Thibeaud Tchouassi
1952 – 1954 Theresa S. David 2007 – 2008 Shelby Rodgers Mobley
1954 – 1956 Ella Shields Rainey 2009 – 2010 Jemina Huff
1956 – 1958 E. Alma Williams Flagg 2011 – 2011 Adrianne Harrison-Surgeon
1958 – 1960 Mary Ida Gardner 2011 – 2014 Nicole A. Williams
1960 – 1962 Henrietta Roberts Stevenson 2015 – 2016 Roslyn Holmes Grant
1962 – 1964 Frances Mayo McDaniels 2017 – 2020 Harriet E. Raghnal
1965 – 1966 June Bohannon Powell 2021 - 2022 Samantha Dow-Hankerson
1967 - 1968 Mabel Bentley Perry
1969 - 1970 Claudia Miller Johnson
1971 - 1974 Dorothy Mayner
1975 - 1978 Joan Benson White

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APPENDIX B: Beta Alpha Omega Historical Review Checklist

Completed by the Chapter Historian and presented to the Chapter at the December Meeting.

Checklist Item Y/N
Chapter Name & Theme (Basileus chapter logo)
Basileus Name
Date Range
Meeting Locations

Ranking in AKA structure (the 3rd of nine regions; the 5th of 25 undergraduate
chapters in the region and 350 chapters in AKA.
Conditions that spurred establishment
Social and cultural context
Membership (size and classification by territory for Regions; charter members
and profiles for Chapters)

Policies and procedures
Service initiatives
Finances (fees, net worth)
Officers and committees
Establishment officials (organizer, RD, etc.)
Key personalities and contributions
Firsts or other significant feats represented by establishment (the first chapter
established east of the Mississippi)

Milestones and other celebratory events

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APPENDIX C: Committee Planning Calendar

Calendar Month Monthly Activities

January ● Setup Committee Roster and Meeting Schedule
● Review International Document – Archives Handbook
February ● Identify special activities for the Year
March ● Jan Chapter Meeting - Chapter Chartering Anniversary History
April
Presentation
● Secure Financial/Budget EOY Report from Basileus (Due Feb 1)
● initiate/Secure Photographer for Chapter photo

● Purchase Archiving Supplies
● Ensure all required prior year documents are stored in chapter files (see

record retention schedule)
● Submit Chapter Photo notification to membership

● Finalize Annual Chapter History Report & Narrative
● Submit Chapter History update for Chapter website
● Submit Chapter Photo notification to membership

● Chapter Photo
● Spring Cleaning - Storage Facility (4​th​ Saturday)

May ● Follow-up with Photographer for Chapter Photo
June ● Include Chapter Photo with Monthly report

● Develop Committee Budget

July ** Summer Break**
August
September ● Fall Cleaning - Storage Facility (4​th​ Saturday)
October ● Plan Archives Calendar for next year
November ● Begin planning Chapter Chartering Anniversary History Presentation
December
● Archives EOY Report is due
On-Going ● Work with Standards Committee securing EOY reports from Basileus
● Continue plans for Chapter Chartering Anniversary History Presentation
● Historical Yearly Review
● Researching Chapter Charter Members
● Recording Chapter News and Events
● Oral Interviews with Golden and oldest Soror

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APPENDIX D: Archives Committee Procedures

Procedures for Organizing Chapter Files (Collections)
Binders

Electronic File Subfolders

Procedures for Collecting Media
Social Media
Oral Recordings (Charter Members, Diamond, Golden, Oldest member)
(International Archives Handbook)

On BAO Chapter Website
The Archives Chairman (Historian) should work with the Technology committee and Committee
chairman to make sure chapter news is regularly updated

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Procedures for Chapter Annual Photo

The planning for the Chapter Photo should begin 3 months prior to the Chapter Photo Date.

The Archives committee identifies the Chapter photo date on the Archives Committee Calendar
and the dress code.

Three months prior​ - Secure the photographer and negotiate the price, time and date.
(The photographer’s price should be covered by the committee’s budget). Request
Invoice from photographer.

Two months prior​ - Create a flyer and chapter notification for the date & Time and dress
code for the Chapter Photo. Submit voucher for photographer’s check

One month prior​: Re-confirm date with Photographer. Resend flyer and chapter
notification for the date & Time and dress code for the Chapter Photo.

One week prior:​ Resend flyer and chapter notification for the date & Time and dress
code for the Chapter Photo. Receive check from FInance team.

One day prior:​ Resend flyer and chapter notification for the date & Time and dress code
for the Chapter Photo.

Photo Day:​ Resend flyer and chapter notification for the date & Time and dress code for
the Chapter Photo. Meet early with the photographer to identify location. Work with
the Protocol committee to arrange the soror sitting. Immediately after the photo,
provide a check to the photographer. (another option would be to pay and request
reimbursement).

Two weeks after: F​ ollow-up with photographer for photos or photo proofs.

One to two months after: ​Provide photo to Basileus and Technology Chairman. Include
in the Photo Gallery and Archives monthly report.

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Preparing Annual Chapter Historical Report & Narrative

Maintaining a chapter journal and collections news and photos pertaining to the chapter is one
aspect of the historian’s responsibilities. Working with the Archives committee, members
should arrange the annual history report so that it is easily accessible using the notes captured
by the historian as a basis.

The most common way to arrange the report is chronologically, with an option to also group by
the activity type (social, community service, members only, special events, etc.). It should be
clear and concise so that the same arrangement can be used in future years.

Include in the report what is necessary to tell the story of the current year’s chapter history.
Balance out photos across the various events. Try to include items that will have meaning for
many years to come. The report should be fun, meaningful and historical.

Once the Annual report is completed, a shorten version (3-4 paragraphs) should be created as
used to publish on chapter website and event programs.

Try to complete the report in the first quarter of the following year.

Tips

● Do not include pictures with alcoholic beverages (bottles, wine glasses)
● Do not include pictures with disrespectful poses
● Pictures should have short caption include the event and names of people
● Do not us “inside jokes” or assume the reader will know what activity it is by the photo
● Use the chapter calendar and End of year reports as a guide of events you would like to

have photos and be preserved on the annual chapter historical report.

Beta Alpha Omega Story - Researching and compiling chapter history

Beta Alpha Omega is the first graduate chapter chartered in the state of New Jersey (1934). As
the first, much of our past history is lost beyond 20 years. The Archives committee is actively
working on researching and compiling past history.

At this time we are seeking any information and photos of our charter members closely dated
around the chartering period.

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A project initiated in 2020 is to record a video representation of the “Beta Alpha Omega Chapter
- Alpha Kappa Alpha Sorority, Inc Story”

Giving Historical Presentations

The Archives committee is the keeper of much knowledge and has insight into the chapter’s past
and present. Committee members must possess a great urge to learn more about the history of
beta Alpha Omega and the sorority.

There should be many opportunities where the committee can share the chapter’s history with
a well-planned and organized presentation. Several good opportunities are:

Founders’ Day

Chapter Chartering Anniversary

Chapter Events

Chapter Retreats

MIP Activities

Chapter Display & Exhibits

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Procedures for Preparing for Chapter Audit

Procedures for Preparing for Chapter Evaluation

Procedures for sending materials of historical interest to MSRC

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APPENDIX E: Steps for Requesting, Receiving and Returning Chapter
Property

Last updated: 4/2020

A Google form was created using the Gmail account ​[email protected]​ .

The Requesting Link​ to form is h​ ttps://forms.gle/UZWFE4tKTegE5PVGA

An email notification should automatically go to the Custodian of Chapter Properties when
submitted. The Custodian of Properties shall provide Edit access to Collaborators (Archives
Co-Chair) for any updates to the Form.
It is the sole responsibility of the Committee Chair and/or Officer to ensure the chapter
property is returned in good order (regardless of the Form Requestor)

Google Form - REQUEST FOR CHAPTER PROPERTIES

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APPENDIX F: ARCHIVAL TERMS

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APPENDIX G: CHAPTER COLLECTION CATEGORIES

B S Sub-Folder Checklist Items
Ie
Nc Delegates to Conferences
Dt Delegate Reports
Ei Conference Attendees
Ro
Sn

I 20xx_Duties and Powers of
Chapters

II 20xx_Chapter Bylaws Chapter Bylaws

Confirmation of Bylaws
Received by Regional Director

Copies of AKA Proposed ByLaw
Recommendations

Copy of Chapter Charter

III 20xx_Chapter Officers and Chapter Officers

Duties

Chapter Roster

Grad advisor Certifications

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Financial Officer Certifications

I Chapter Meeting Minutes
V

Joint Meetings with
Undergraduate Chapter -
Gamma Zeta

Proof of Chapter history Book

V Chapter End of the year Report

V Signed Soror Code of Ethics
I

V Chapter Assessments
II

V Ballots
III

IX 20xx_Emblems, Badges and Founders' Day Program

Colors

X 20xx_Chapter Activities Chapter Programs & Activites

with Descriptions

Chapter Retreat

Color Copies of Chapter Flyers

XI 20xx_Finances Financial Officer Certifications

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Payment of Chapter/Member
Per Capita Tax

Chapter Audit

Chapter Procedures

Bank Statements

Bank Reconciliations

XI 20xx_Ivy Beyond the Wall - Resolution

I IBTW

Obituary

Funeral Program

Disposition of Ivy Badge

Regional, Boule IBTW Programs

XI 20xx_Chapter Foundation Compliance form

II Incorporating Separate

Entities - PPFONJ

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APPENDIX H: END OF YEAR REPORT – ARCHIVES ACTIVITIES

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FORMS

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FORM : REQUEST FOR CHAPTER RECORDS ELECTRONIC FORM

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FORM : REQUEST FOR CHAPTER PROPERTIES ELECTRONIC FORM

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FORM : MSRC RELEASE FORM

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FORM : MSRC AKA ARCHIVES RESEARCH REQUEST FORM

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FORM : MSRC MANUSCRIPT DIVISION RESEARCH REGISTRATION FORM

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