E-154 · A 90-day try-out

A club plan for Club Legacy Timeline

Use this as a starting point. Cross out what does not fit, add what is missing and make it your club's own.

Where this idea came from

Playbook entry: E-154 · Club Legacy Timeline
Theme: Theme 2: Engagement & Belonging · Subtheme 9: Club Identity & Culture
Source material: Current playbook index title and category plus an internally authored detailed-guide draft

Initiative-specific development wave

How this draft was developed

These sources support general principles for documenting Rotary history, preserving provenance, managing privacy and respecting Indigenous authority; they are not an endorsement of the named Club Legacy Timeline, confirmation of any local historical account or authority to publish a record, image, person, relationship or cultural story.

Primary references consulted

Our history (Rotary International)
Used for: Rotary preserves historical publications, photographs, recordings and artefacts; local clubs should distinguish their governed local record from official Rotary history.
Preserving the collection (National Archives of Australia)
Used for: Records in paper, audiovisual, digital, photographic and other formats require suitable storage, targeted preservation and metadata for continuing access.
Creating a scrapbook (National Archives of Australia)
Used for: Original records should remain intact and connected to their context, order, inscriptions, sources and dates when derivative displays are produced.
Posting photos and videos (Office of the Australian Information Commissioner)
Used for: New publication of identifiable images or recordings requires appropriate privacy handling and a clear purpose even when the club already possesses the material.
AIATSIS Guide to applying the Code of Ethics (Australian Institute of Aboriginal and Torres Strait Islander Studies)
Used for: Aboriginal and Torres Strait Islander people should lead decisions about their histories, knowledge, representation and cultural material.

Candidate District material consulted

These records remain draft evidence and still need a human source decision.

Club Playbook - Theme 2
Related candidate records 66 Service Anniversary Spotlights, 71 Member Milestone Map and 88 Club History Snapshot Wall concern visible milestones and club history. None is a literal Club Legacy Timeline record or supplies this guide's decision-relevance, provenance, contested-account, open-commitment, institutional-custody and leadership-handover controls.

Theme 2 source-assurance wave

What has been checked

5 current primary pages used by this guide were reopened on 9 August 2026.
5 attributed source claim(s) were mapped to their bounded use in this initiative.
Candidate District material remains separate and does not establish this result.

See each source's scope and limit

Our history
Supports: The 12 attributed Theme 2 claims attached to this source, limited to the implementation elements and supporting documents named in each initiative-level claim mapping.
Does not establish: That the initiative is endorsed by Rotary International or District 9510, that it is permitted by the club's governing documents, that members want it, that it suits the local club, or that it will achieve the intended outcome.
Preserving the collection
Supports: General preservation principles for identifying formats and condition, prioritising at-risk material, reducing handling damage, storing carefully and using copies for access.
Does not establish: That club records are archival, that National Archives standards apply, that digitisation alone preserves evidence or that the club has rights to retain or publish material.
Creating a scrapbook
Supports: The 2 attributed Theme 2 claims attached to this source, limited to the implementation elements and supporting documents named in each initiative-level claim mapping.
Does not establish: The club's local need, legal position, capability, cost, safety, accessibility, suitability, likely effectiveness, authority to act or approval of the initiative.
Posting photos and videos
Supports: Privacy-aware capture, publication, reuse and withdrawal controls for identifiable media used in renewal communications.
Does not establish: That consent is valid, that publication is authorised or that every person depicted or every Rotary club is covered by the Privacy Act.
AIATSIS Guide to applying the Code of Ethics
Supports: The 8 attributed Theme 2 claims attached to this source, limited to the implementation elements and supporting documents named in each initiative-level claim mapping.
Does not establish: Accessibility or inclusion conformance, the needs or preferences of any person or community, cultural authority to act, the suitability of a format or venue, or local approval.

What still needs a person to confirm

Confirm the member, prospective-member, past-member and community needs, preferences and consent that the local design assumes.
Confirm which privacy, safeguarding, incorporated-association, charity, work health and safety, food, liquor, copyright, licensing, screening and other duties apply to the club and the activity.
Test accessibility, cultural safety, belonging, language and alternative participation routes with affected people and recognise First Nations cultural authority rather than inferring suitability from the guide.
Confirm every local fact, starting point, cost, role, current service contact, measure, stopping condition and platform capability before the club decides to proceed.
Confirm the authority and current scope of each primary source, resolve login-gated or moved-page references and keep any candidate District material attributed and unapproved until its source decision is made.

The source-verification release gate remains closed.

Checks still on hold

The board must approve the timeline purpose, entry standard, rights and privacy rules, treatment of contested accounts, public formats, custodian and annual handover use.
Copyright, moral rights, privacy, cultural authority, records, safeguarding and any legal hold apply item by item and cannot be waived by a general timeline approval.
Unresolved allegations, confidential board matters and sensitive personal records must use the appropriate governed process and may require restriction rather than publication.
The controlled record must preserve corrections, withdrawals and version history; an attractive display must never become the only surviving copy of the evidence.

Still an internal draft: source interpretation, local suitability, accessibility, governance and editorial approval remain open checks.

1. Is this worth trying here?

What we hope will change: Use Club Legacy Timeline to turn the club's stated values into everyday habits that members can recognise and uphold.

What is happening in our club or community now?What is the smallest useful version we could try? What will we leave out?

Board contactPerson leading the workPerson checking what happened

2. Our 90-day try-out

What our club will do for Club Legacy Timeline
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Define the legacy question, intended users, period, entry criteria and exclusions, including how contested accounts, sensitive material and open obligations will be handled.	Board sponsor and timeline editor	Before collection	A legacy-timeline scope and governance brief
2	Gather original minutes, reports, images, agreements, publications and artefacts without breaking their provenance, and record source, condition, custody, rights and access restrictions.	Records and archive lead	Weeks one to six	A source and custody register
3	Interview people connected to possible entries, ask what changed and what remains unfinished, and verify personal recollection against records and other perspectives without forcing agreement.	Oral-history and relationship leads	Weeks three to eight	A verified account and difference log
4	Draft concise entries that link event, context, evidence, people and partners, consequence, lesson and carry-forward responsibility; mark uncertainty and remove material without authority.	Editor and source checker	Weeks seven to ten	A sourced draft timeline and open-commitment layer
5	Test chronology, comprehension, accessibility, permissions and search or print use with intended users, then return disputed or sensitive entries for correction, restriction or exclusion.	Independent reviewers and accessibility lead	Before approval	A tested timeline and equivalent text record
6	Approve a controlled release, preserve originals and version history, add open commitments to leadership handover and review the timeline when material evidence, permissions or club direction changes.	Board and archive custodian	At release and at least annually	A governed living timeline and handover record

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
Check the idea with the people affected and confirm its purpose, owner and practical limits before putting it into use.
Protect member choice and privacy, make participation accessible, and do not infer belonging or satisfaction from attendance alone.
The timeline becomes an honours wall that privileges officeholders and success. — Apply decision-relevance criteria and include partner contribution, turning points, mistakes, changed practice and unfinished responsibility.
Personal memory is mistaken for settled fact or a disagreement is edited out. — Use evidence labels, record differing accounts, invite correction and avoid claiming certainty that the sources do not support.
Sensitive, personal or culturally controlled records are exposed by chronology, images or linked documents. — Apply item-level authority and privacy review, restrict or generalise entries and publish the least detail needed for the timeline purpose.
The timeline and original records are lost when technology, leadership or a volunteer changes. — Assign institutional custody, use durable formats and backups, preserve metadata and include access and review in annual handover.
The board must approve the timeline purpose, entry standard, rights and privacy rules, treatment of contested accounts, public formats, custodian and annual handover use.
Copyright, moral rights, privacy, cultural authority, records, safeguarding and any legal hold apply item by item and cannot be waived by a general timeline approval.
Unresolved allegations, confidential board matters and sensitive personal records must use the appropriate governed process and may require restriction rather than publication.
The controlled record must preserve corrections, withdrawals and version history; an attractive display must never become the only surviving copy of the evidence.

4. What changed?

What we will keep an eye on
What matters	Where we are now	What we hope to see	How we will check	Who
After 90 days, review Club Legacy Timeline. Look for members being able to describe the club's shared character and for agreed behaviours appearing consistently in meetings, service and decisions.
Every published entry has a source, evidence label, permission status, context, consequence or lesson and named relevance to a current responsibility or future decision.
Original records retain their provenance and custody, while access copies, metadata, version history and preservation risks are documented.
Corrections, disagreements and changed permissions are recorded and resolved or visibly qualified within the published service standard.
Annual leadership handover uses the timeline and assigns every still-open commitment, relationship or records action to a current owner.

After 30 days

Is it reaching the right people? Is anything unsafe, unfair or harder than expected?

After 60 days

Make one useful change based on what people have told you.

After 90 days

Compare with where you started. Decide whether to change it, continue it or stop.

Made for this initiative

Tailored supporting documents

These working documents use the decisions, safeguards and evidence needs of this initiative. Complete them with the people affected and keep the agreed version with the club's project record.

Legacy Timeline Scope and Selection Standard

Keep the timeline focused on material that helps future people understand and act.

Open supporting document

Legacy Source, Rights and Custody Register

Protect original evidence and record who may access or use it.

Open supporting document

Timeline Entry Evidence Card

Draft each entry with context, evidence, consequence and present relevance.

Open supporting document

Legacy Relationship and Commitment Ledger

Prevent unresolved promises and important relationships from disappearing into history.

Open supporting document

Timeline Release, Correction and Handover Log

Control versions, corrections, permissions and use through leadership changes.

Open supporting document

Before your club says yes

Does the idea fit?

Talk with the people it is meant to serve and check that the need is real.

We have checked this

Who can say yes?

Name the person or group that can approve the work, spending and any safety arrangements.

We have checked this

Are people protected?

Check privacy, consent and safety. Collect only the information you genuinely need.

We have checked this

Can everyone take part?

Check the language, format, place, technology and cost for barriers.

We have checked this

Are the facts and permissions right?

Check names, claims, images, quotations, partner references and Rotary branding.

We have checked this

How will we learn?

Note where things stand now, check in at 30, 60 and 90 days, and decide what to do next.

We have checked this

Worksheets for your club

Open them online, print them or change them to suit the way your club works.

Roadmap

Use this worksheet to turn the idea into a short list of actions, dates, costs and responsibilities.

Open worksheet

Are we ready to try this?

Use this worksheet to decide whether a small first try is realistic and what the club must settle before it starts.

Open worksheet

Progress tracker

Use this worksheet to note where things stand and choose a few useful signs that will help the club decide what to do next.

Open worksheet