M-T1-PS-22 · A 90-day try-out

A club plan for Rotary Community Story Archive

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: M-T1-PS-22 · Rotary Community Story Archive
Theme: Theme 1: Attraction & Visibility · Subtheme PS: Public Storytelling
Source material: Existing checked Theme 1 guide
Linked playbook entry: M-T1-PS-22 · Rotary Community Story Archive

1. Is this worth trying here?

What we hope will change: Builds a governed collection of approved stories, images, recordings and metadata so community memory remains discoverable, usable and rights-aware.

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 Rotary Community Story Archive
Step	What we will do	Who could lead it
1	Inventory existing collections and identify duplicates, orphaned files, high-risk material and priority stories.	Archive Project Lead
2	Define the taxonomy, required metadata, file standards, access classes and retention decisions.	Information Manager
3	Appraise items, verify provenance and rights and obtain updated contributor decisions where necessary.	Rights and Sensitivity Reviewer
4	Ingest approved assets with checksums, accessible descriptions, restrictions and links to source evidence.	Digital Archivist
5	Release the approved catalogue, manage requests and run scheduled integrity, permission and migration reviews.	Archive Custodian

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
Do not make legacy material public merely because the club possesses a copy; verify rights, purpose and sensitivity first.
Restrict or exclude personal, child-related, cultural, complaint, security and service-user material according to approved rules.
Critical — uncontrolled legacy assets can expose people and rights indefinitely; governance must precede public access.

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
Priority assets appraised and described

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.

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.

Communications and content planner

Use this worksheet to prepare clear messages and check the facts, permissions and approval before sharing them.

Open worksheet

Workflow and minimum-data register

Use this worksheet to map each step and keep only the information the club genuinely needs.

Open worksheet