x

State of Wyoming

COVID-19 Coronavirus Information
Death Certificate Database

Ask An Archivist

Death Certificate Database

I ❤ WSA

Hear stories from people who have found answers to their questions in the Wyoming State Archives

Wyoming State Archives researcher - chuck wagons Wyoming State Archives researcher - CCC Camps in Wyoming Wyoming State Archives researcher - Land Man

Basic Recordkeeping Tips for Nonprofit Organizations

We understand that many of the staffs of nonprofit organizations in Wyoming do not have the time necessary to learn the ins and outs of the preferred methods of storing, handling, and keeping their records. With that in mind, we would like to offer a few tips to get you headed in the right direction. We have included some links to additional detailed information if you would like to learn more.


Every organization has records that it should keep to document its history. Meeting minutes, photographs taken at events, and articles in newspapers and magazines just to name a few. There are certain things you can do to help prolong the life of your records. We have listed some here.

  • Store your records in a controlled environment whenever possible. Wide ranges of temperature and humidity are bad for all kinds of records.
  • Keep your records off the floor. Water has a way of finding them there.
  • Scan or photocopy news clippings you intend to keep for a long time. Newspapers deteriorate quickly.
  • Handle photographs and negatives with care, touching only the edges when possible.
  • Do not glue photographs into scrapbooks and be wary of commercially available photo albums. Store your photos using acid-free materials whenever possible.
  • Any time you replace a computer or upgrade your software, open and save your computer files (PDF-A is the current recommended format for long term preservation)
  • Create backup copies of your electronic records. If a server is not available to you, consider purchasing an external hard drive to use to store copies of your electronic records. If possible store the external hard drive away from your computer.
  • Consider donating your records to an archives, let them do the preservation work for you.

To learn more about preservation:
Northeast Document Conservation Center Preservation Leaflets
Library of Congress



Records management simply means deciding what to keep and how long to keep it. No organization has the space to keep everything and here are some guidelines to help make the decision about what to keep and not to keep easier.

Keep these:

  • Constitution, bylaws, articles of incorporation
  • Photographs of events
  • Meeting minutes
  • Annual reports
  • Media publicity
  • Financial Reports/Audits

Consider discarding these:

  • Duplicate copies
  • Superseded blank forms
  • Things not related to your organization (supply catalogs, for instance)

To learn more about records management:



This is between you and the IRS, but here is a link you may find useful in preparing your Form 990. Tax information for Charities & Other Non-Profits


Feel free to contact us if you would like more information. If we do not know the answer, we probably know someone who does. We would be happy to hear from you.

Wyoming State Archives
Barrett Building
2301 Central Avenue
Cheyenne, WY 82002

Phone: (307) 777-7826
E-mail

Meet the Wyoming State Archives Staff

 

Wyoming State Archives
Barrett Building
2301 Central Ave.
Cheyenne, WY 82002

Main Phone: (307) 777-7826
Fax: (307) 777-7044

Ask an Archivist  (email)

 

 

Sara Needles
Administrator, Cultural Resources Division

State Parks and Cultural Resources
(307) 777-7020

Kathy Marquis
State Archivist
(307) 777-8691

 


  • Cindy Brown, Digital Archivist (307) 777-7036
     
  • Robin Everett, Processing Archivist (307) 631-4640
     
  • Carl Hallberg, Reference Archivist (307) 777-6423
     
  • Suzi Taylor, Reference Archivist (307) 777-5942

 


Who is My Records Analyst?


  • Carmen Clayton, Records Management Supervisor, Supervisor State Imaging Center (307) 777-5586
     
  • Erica Bennett, Records and Data Management Technician (307) 777--5392
  • Jessica Cosgrove, Records and Data Management Technician (307) 777- 7263
  • Briana Drake, Records and Data Management Technician 
  • Lisa Lane, Records and Data Management Technician (307) 777-5405
  • Frank Profaizer, Records and Data Management Technician (307) 777-7043

 

State Historical Records Advisory Board

 

shrabPhoto4

 


 

Preservation of Born-Digital Records, Basic Principles and Practices 2017 

Records are "born digital" if they were created first online.  How should you go about saving those records?  Learn about this important topic from Tyler Cline, Digital Archivist at the University of North Carolina at Charlotte, and former Digital Archivist at the University of Wyoming's American Heritage Center. 

The archived version of this webinar is available at:  https://youtu.be/1IbJ9vz6JPo

 

 

 


nhprclogo-th

The Wyoming State Historical Records Advisory Board (SHRAB) promotes the identification, preservation and dissemination of Wyoming’s historical records. To accomplish this mission, the Board awards grants and sponsors workshops for archives, libraries, museums, and others throughout the state that collect, manage, and preserve historical records.  The SHRAB’s activities are made possible by a grant from the National Historical Publications and Records Commission.

The Wyoming SHRAB consists of public officials and private citizens who believe in the importance of preserving our state's records and in making them available for the public.

 
Apply for Grants - see the section below. 
 
 

 


Brief introduction about the grant program and how to apply:

Grants of up $2500.00 are available to Wyoming residents for projects that further the SHRAB’s mission of promoting the identification, preservation, and dissemination of Wyoming’s historical records. The SHRAB will assign priority to those applications that show commitment to developing and/or implementing projects that will lead to enhanced online access to historical records.

Please review the grant guidelines and application for more information about how to apply, the eligibility requirements, and reporting responsibilities.

 

Click Here to Learn More >> (link opens in new tab/window)

 


shrabPhoto1
  • Develop a statewide cooperative approach for the preservation of Wyoming records of enduring value.
  • Encourage and support ongoing training programs for state, tribal and local governments, local repositories, organizations and others involved in records care.
  • Facilitate access to and increase the use of Wyoming’s records.
  • Ensure the preservation of historical electronic records and information

 

Click Here to Learn More >> (link opens in new tab/window)

 


shrabPhoto2shrabPhoto3

 

 

 

 

 

 

 

 

 


 

  • Phyllis BakerHot Springs County Museum and Cultural Center
     
  • Amanda Benson, Curator, Sweetwater County Historical Museum, Green River
     
  • Sylvia Bruner, Director/Registrar, Johnson County Jim Gatchell Memorial Museum, Buffalo
     
  • Sara Davis, University Archivist, American Heritage Center, University of Wyoming, Laramie
     
  • Shawna Goetz, Deputy Clerk of Court, Wyoming Supreme Court, Cheyenne
     
  • Jeremy Johnston, Curator of Western History, Buffalo Bill Center of the West, Cody
     
  • Kathy Marquis, Chair, Wyoming State Archivist, Department of State Parks and Cultural Resources, Cheyenne, ex-officio
     
  • Travis Pollok, Digital Collections/Legislative Librarian, Wyoming State Library, Cheyenne
     
  • Karen Rimmer, Douglas City Clerk, Douglas
     
  • Janie Wait, President, Intermountain Record Center, Inc., Casper
     

 


shrabPhoto2

Due to the COVID-19 pandemic, we have postponed workshops meant for the spring of 2020.  Stay tuned for these workshops: 

  • Oral history 
  • Disaster planning
  • Archives and Digitization 101!

 

Recent worshops sponsored the Wyoming SHRAB:

 

Workshop on Data Management and Preservation

Date:  June 1, 2018

ArchivesSpace Introduction

Date: May 4, 2018

Preservation of Born-Digital Records, Basic Principles and Practices 2017 

The archived version of this webinar is available at:  https://youtu.be/1IbJ9vz6JPo

 

SHRAB sponsors workshops featuring experts in:
 

  • Digitization
     
  • Oral History Projects
     
  • Disaster Recovery
     
  • Preservation
     
  • Records Management

 


shrabPhoto1

Kathy Marquis
State Archivist
(307) 777-8691

 


shrabPhoto2

Upcoming meetings and minutes of past meetings >> (link opens in new tab/window)

Bylaws >> (link opens in new tab/window)

Board information >> (link opens in new tab/window)


 


shrabPhoto3