Meetings with larger programs may also generate a significant quantity of records such as personnel files, case files, and staff correspondence files. Collection of committee minutes and reports Designation of any current records which should be kept permanently, forwarding them to the Recording Clerk or other person assigned to the preparation and care of the meeting's permanent records. Non-acidic buffered paper, best for permanent records, is available at reasonable cost from most stationery stores. The repositories can help if there is a problem finding acid-free paper. Typed or computer-processed minutes are preferred, though clear handwriting is acceptable.
Ordinary ribbon is satisfactory, and for handwritten minutes ordinary permanent ink is advised.
Ballpoint pens are not recommended. Copies produced by laser printer and most dry photocopiers are archival, but the dyes used by many inkjet printers fade rapidly. Headings for important subjects and sequentially numbered paragraphs facilitate their location later. The worst enemies facing preservers of records are poor quality, acidic paper and the atmospheric environment, especially high temperature and high humidity, conditions under which mold and mildew flourish. This is why non-acidic paper, good quality ink, and the proper storage conditions, such as are found in the archival areas of the Quaker libraries at Haverford and Swarthmore, are so important.