Tools of the Office

It is important to update files with only essential material. Specific guidelines for maintaining files are included in the Executive Committee section of the Guide for Alumnae. Files may be hard copy or electronic. If electronic, use a backup storage device to retain your files.

Policies Governing Files

• Keep only the latest edition of manuals, the Alumnae Service Book, bylaws, etc.
• Keep correspondence, reports, etc., for three years, unless otherwise indicated.
• Keep all financial records for seven years.
• Discard all outdated material at least once a year.
• Check files before giving them to a new officer.
• Keep minutes for IRS historical reference

Tools of Office

The outgoing officer should familiarize the incoming officer with the tools she will need to fulfill her responsibilities.

The following items are to be retained in the President’s files:

• The Chapter Charter
• (National) Constitution & Bylaws of Zeta Tau Alpha – ZTA’s governing document
• General Manual (2007 Ed.)– A guide to the Fraternity’s general operations.
• Guide for Alumnae – Covers every aspect of ZTA alumnae organization membership.
• Journey of a Lifetime: How to Start an Alumnae Chapter
• Guide to Alumnae Finances
• Guide to Alumnae Recruitment
• Alumnae Service Book – The esoteric book of ZTA alumnae rituals.
• Officer’s Notebook – Contains all items listed in the following Notebooks section.

All other Executive Committee officers should have:

• General Manual
• Guide for Alumnae
• Guide to Alumnae Finances (Treasurer)
• Guide to Alumnae Recruitment (VP II – Membership)

Files and manuals are reviewed by officers who are required by their office description to utilize them. If any manuals, notebook items or other tools of office are missing or outdated, create a list for the incoming Secretary, who immediately will order all needed materials from International Office, using the ZTA order form. Contact your District President to confirm the current versions of the Guides and Manuals.

Officer Notebooks

These notebooks are critical tools of the office, in which pertinent materials and updates are kept. Each officer may organize her notebook as she likes. Whatever the method, organize your notebook so items can be located easily.

Notebook sections include:

• Office description from the Executive Committee or Committees section of the Guide for Alumnae
• The officer’s and the organization’s goals
• A calendar of dates pertinent to the officer and the group
• Forms, reports and bulletins from International Office
• The current district directory
• Correspondence – Keep routine correspondence for three years. Retain correspondence of a permanent or historic nature in the chapter’s files
• Chapter bylaws
• Reports from previous officers, such as accomplishments, evaluations, recommendations and suggestions
• Other information such as ideas from programs, events, etc.
• Recommendations from outgoing officer to the new officer.

Always keep copies of completed reports in your notebook (and/or your electronic files).