Bringing my Lodge into the 21st Century

[Brent Heilman]

At least that is what a few of us are trying to do. One of the first steps we are taking is digitizing Lodge records. Does anyone out there have some experience with this? What software is there to use and any specific programs? I am sure I can make my own database but I am also looking to save some time. I will welcome any suggestions. I was kind of thrown into this last night so I am just trying to get my ducks in a row before I start.

 

[dhouseholder]

This sounds like a Herculean task. Let me ask you a few questions...

1) How many records do you have?

2) Why do you want to digitize lodge records? To some this may seem like the best way to "get into the 21st century", but unless your lodge is constantly accessing 50 year old documents, why not leave them in paper format? Sometimes the best way to get rid of the clutter is spend a Saturday with your Secretary and clean out old file cabinets.

3) If you must digitize everything, how will you store it? There really is no permanent solution to data storage, even stone tablets wear down. Even hard drives crash, or otherwise lose their data. USB drives have about a 10 year life span before files can be corrupted. So anything long term will needed to be backed up every few years. Also, what type of files will you use? .pdf? That file type might not be around for ever. These are just things to consider.

4) IF you still must, you might want to try and find a business that will do it for you. Hand-scanning documents is a very tedious process. I found a business years ago that offered to scan in my wife's old classroom worksheets (she's a teacher), and the price wasn't overly heart attack-inducing. I think it was PostNet, or some other post office place.

 

[Brent Heilman]

We intend to keep both paper and electronic copies. Right now we have a Secretary that can barely use a cell phone and this is one of the things some of the other Brothers wanted to do. Electronic files will make some tasks easier such as our newsletter and who receives it. If something were to happen to the Secretary I don't know what would happen to some of those files. There are other reasons too like being able to better track members and whether they are about to go suspended or expelled for nonpayment. There really aren't too many businesses that do that kind of thing around here. I also realize that things happen to hard drives and such (been a part of the IT world in the past) but I also know that things can happen to paper copies and electronic tends to last longer in some regards. I know there are programs out there that can help with the task and be a virtual secretary I suppose. I was wondering if anyone here had experience with any of the programs out there.

 

[Brent Heilman]

I really don't know how many records we actually have. The Lodge has been there since 1893 so there is really no telling and it will depend on how much of a hoarder some people were.

 

[Blake Bowden]

I don't mean to be a Debbie Downer, but there are probably other tasks that would benefit your Lodge more than spending hours upon hours digitizing old records, and trust me, once the process begins, it'll drag you down. All of our records are in pretty good shape, even our original 1847 charter is in excellent condition. Unless your records are rapidly deteriorating, I'd leave them be.

 

[dhouseholder]

We intend to keep both paper and electronic copies. Right now we have a Secretary that can barely use a cell phone and this is one of the things some of the other Brothers wanted to do. Electronic files will make some tasks easier such as our newsletter and who receives it.

Our lodge has the same problem, after we pulled our hair out trying to get updated lists from Grand Lodge (and not even then did we get 100% accuracy), we just had a a bunch of brothers sit down and physically call a bunch of members to update their information. Once this was done, we put it all into an Excel spreadsheet. Then, in our newsletter, we beg the brothers to keep their information with us up to date.

If something were to happen to the Secretary I don't know what would happen to some of those files.

That is the worry of many lodges. I would get with Bro. Secretary and have him tell you what the "in-case-of-fire-grab" documents are, and make a couple of copies of those.
As for an electronic secretary type program, I know of none. Good luck!

 

[chrmc]

Depending on how much cost is of an issue, there are several companies out there where you can basically send your records and the'll scan them for you as PDF or similar, and return everything.
There are also a number of smartphone apps etc where you take a picture of the record and it'll convert it to a pdf or similar file. That may be faster than typing by hand.

 

[Brent Heilman]

I don't mean to be a Debbie Downer, but there are probably other tasks that would benefit your Lodge more than spending hours upon hours digitizing old records, and trust me, once the process begins, it'll drag you down. All of our records are in pretty good shape, even our original 1847 charter is in excellent condition. Unless your records are rapidly deteriorating, I'd leave them be.

Yeah I realize this and the thing is that this is but one thing we are doing. We are working on doing some remodeling of a couple of the rooms, getting internet in the lodge, fax, and few other things. The problem we have is that there are a few of the people there that are content to remain in 1960. Right now we are experiencing a influx of younger people and we need to step up into this decade. The digitizing of records was not actually my idea and was just kind of handed to me. The Brother that asked me to spearhead this deal donated a new computer and some other stuff. He and a few others thought it was a good idea and the pleasure of the Craft was to go ahead with it so I am going ahead with it. I am not really looking forward to it but since people want it done I will get it done.

 

[Valions Vet]

Brother Heilman. We have a record keeping program on our Lodge website that is free to all Texas Lodges. It was developed in 2005 and has been updated several times. Hopefully, it will meet your needs. Our site is: allenlodge1435.org. The link to the program is on the left at the very bottom. Good luck!

 

[Michaelstedman81]

What software is there to use and any specific programs? I am sure I can make my own database but I am also looking to save some time. I will welcome any suggestions.

Hey Bro, if you find a source for this outside of this site, please let us know back on here. This idea was brought up recently at our lodge. I haven't dived into it yet, but am very interested if you find out anything from elsewhere.

Our site is: allenlodge1435.org. The link to the program is on the left at the very bottom. Good luck!

I tried going to that site, but for some reason it doesn't open up. I even tried putting ".com" at the end instead. Nothing at all. Is there possibly a typo? Really interested to see what you are talking about.

 

[dhouseholder]

Allen Lodge No. 1435

 

[Valions Vet]

Try this link, I copied it directly from my browser.

Allen Lodge No. 1435

 

[jhale1158]

Brent would you happen to be related to David Heilman? And since your a brother of Duncan do you know Sgt. Kenyon? He's a Sgt. In my HQ unit. I'm out Of Chickasha lodge 94. Just a bit curious!

 

[Spring TX MM]

There are some good, easy ways to bring your lodge into the 21st Century. This may sound silly or redundant but a good, updated website is one. A Facebook page or group for your lodge is another. An email system that brothers can subscribe to so weekly or however often you want, an email or lodge news letter can be sent to keep the brethren informed on lodge happenings and upcoming events. You may already do these things but if not, I would start there. We added internet and a wifi hotspot at my lodge. Its been well received by most everyone with a smartphone.


S&F
Kyle
Spring Lodge #1174

 

[Brent Heilman]

The answer to both questions is yes. David is my cousin. Sgt. Kenyon and I are both a part of the same Lodge and serve as the Stewards. We go out to lunch all the time and it was just last week I believe that he also asked me about David. David is good guy. I am also quite familiar with Chickasha since that is where most of my Dad's family either live or have lived. There are some from Rush Springs too. Do you spend a lot of time over at Ft. Sill?

 

[Brent Heilman]

There are some good, easy ways to bring your lodge into the 21st Century. This may sound silly or redundant but a good, updated website is one. A Facebook page or group for your lodge is another. An email system that brothers can subscribe to so weekly or however often you want, an email or lodge news letter can be sent to keep the brethren informed on lodge happenings and upcoming events. You may already do these things but if not, I would start there. We added internet and a wifi hotspot at my lodge. Its been well received by most everyone with a smartphone.


S&F
Kyle
Spring Lodge #1174

I have actually started a web page but have not published it yet. There are still a few things I want to add. I also have a Facebook page ready to go but need permission first before it gets published also. The idea has been discussed to revamp our newsletter, add internet service to the building, and some other things. The whole records thing is one of the PMs ideas. It does need to be done sometime. I was reading through a short history of our Lodge and 3 separate times in our history have we lost everything. I will post a history of the Lodge that was made up a few years ago for our 100th anniversary sometime. It is an interesting story.

 

[jhale1158]

Yes I do Brent! David went to Desert Storm with my father. I was workin down at sill for a while but I have a civilian job now.

 

[Spring TX MM]

Very good Bro Brent. Happy to see more lodges keeping up with the 21st century.

S&F
Kyle
Spring Lodge #1174

 

[Michaelstedman81]

I have actually started a web page but have not published it yet. There are still a few things I want to add.

Hey, Brother. What are you using to design and publish the website (when you do publish it)???

 

[Valions Vet]

I checked at Lodge last night and it appears that question concerning the software should be addressed to our Lodge Secretary, Bob Black. He can be reached through the Allen Lodge #1435 web page.