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Professional Mindset,  Principles and Practices of Club Records Management
A Strathfield Croquet Clubs’ Club Hub Activity

At the end of March, Welwyn Petersen led a discussion on the Professional Mindset -Principles and Practices of Club Records Management at Strathfield Croquet Club as a Club Hub event. Current Club Record Managers and interested members from six Sydney clubs attended. They were from Manly, Cammeray, Marrickville, Hurstville, Strathfield, and Cheltenham.  Several clubs sent their apologies.

Welwyn Petersen has had a long career as an archivist and records manager. Her work settings include, but are not limited to, the Royal Agricultural Society, several non-government schools, and the Elanora Country Club. Welwyn is an annual visitor to our club and has been for many years. She and her husband attended as part of the Strathfield Rotary group, which holds its first club meeting of the year at our club. All enjoy croquet followed by a BBQ dinner. Now they come as Concord Rotary Club members.
This seminar provided an opportunity for Welwyn to share some of her knowledge and experience with the seminar attendees.  Pre-seminar, they were asked to examine the current status of their club records. In doing so, they would know their club records better, and also be able to discuss this question. “What exactly is an archival document?”

Archive and related terms such as archival documents and archival records are terms not well-understood and are commonly misused.
Archival documents are created in the course of administrative activity.

Welwyn sums it up this way:
”Archival power is organic because it emanates from the authenticity, interconnectedness, impartiality, uniqueness, and originality of the records”.

For example, general Meeting Minutes record books are archival, as they are the by-products of the Committee’s action, and have the elements described by Welwyn.
Welwyn categorized records that croquet clubs normally keep as current, noncurrent, collected, and archival
It is important to consider the ‘mindset’ that the records manager brings to their role as this will influence whether the outcome is good management or disastrous. The records manager needs to keep an updated club records inventory and understand what should be retained and not lost. Archival documents are ‘gold’, and should be retained.  
Common sense is an asset that should not be underestimated.
Should you need further information about Archival and general record Resources, the following link will be helpful: 

For further information on regulatory records visit

This seminar began an important discussion between the croquet clubs represented, as they can continue to be supportive of one another’s endeavours. This is a positive development. Participants understood better what archival documents are and that not all historical documents are archival. 

A full Synopsis will be sent for inclusion in the CNSW Newsletter.


Group photo with Ann Shaddick 1b.jpg

Front row:

Welwyn  Petersen (presenter), Ann Shaddick (Strathfield), Mary Oakenfull (Marrickville), Janelle Woods (Cheltenham)
 Back row:

Warren Yates (Cammeray), Judy Tonkin (Marrickville), Tricia Scevity (Hurstville) Ann Woods (Cheltenham), Cheryl Smith (Strathfield)

Ruth Bridger, 5th April 2023

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