The minute books of Catholic organizations are one of the most valuable sources of information for historians. Minutes also serve the short-term purpose of recording significant decisions and plans for the group. If your parish finance council or pastoral council, your altar society, Holy Name Society, cemetery association or other organization has grown slack in minute keeping, now is the time to renew your efforts.

{mosimage}Analog or digital? It doesn't matter, but unless your organization is equipped to maintain electronic archives for the long term I suggest you place approved printed minutes in three ring binders that are clearly labeled. Parish organization minute books should be archived in the parish office.

What should minutes include? The name of the organization, time and place of meeting, and names of officers, both attending or absent. Some groups take a roll call of all members. Next follows the content of the meeting, generally arranged according to the agenda. You are using an agenda, right? Agenda typically include an opening prayer, review of the previous minutes, a treasurer's report, old business, new business, dates for the next meeting, and any closing items. Some organizations follow Robert's Rules of Order, but even if your meetings are less formal, a consistent order of business usually proves helpful.

How long should the minutes be kept? Approved minutes for a Catholic organization should be kept in perpetuity.

Future generations will thank you for making the effort to document Catholic life.

A personal note: July 26 was my last day to serve as the director of Archives and Diocesan Historian. For next several months I'm going to live in Birmingham, Ala., where I will prepare for ministry in mission integration. "What in the world is that?" you're probably asking. Mission integration is the effort to incorporate and incarnate the values of Catholic teaching into every aspect of a Catholic organization so that it reflects the love of Christ for every person and all of creation. There was a time when our intuitive understanding of Catholic mission was sufficient, but in complex organizations such as health care systems and educational institutions, the church needs people who can reflect theologically on the work of these organizations as ministries of the church. I will do an internship in mission integration with St. Vincent's Health System and continue studies for a master's degree in health care mission at Aquinas Institute, St. Louis.

It has been a pleasure and privilege to serve you. Thank you for the many invitations for speaking engagements and the opportunities to break bread with you in the Eucharist and at table over the past eight years. Best wishes and God bless.