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The work of the history committee of a Baptist church concerns three
major activities (1) collecting and safeguarding all the records that can
be found (2) making sure that the church makes and keeps adequate records
of its current progress (3) and helping all the members to appreciate
their church through understanding its past.
Organization of the Committee
The history committee is nominated and elected by the same process as
are all church committees. It should meet regularly and submit reports of
its progress to the church. The church clerk, since he/she writes the
minutes, should serve on this committee, or at least give it his/her full
cooperation. The church librarian, if there is one, should also serve
because the church library is the natural place for the records to be
kept. Other members can be enlisted from among those genuinely interested
and willing to work.
Loss of Valuable Records
Every time there is a fire in a church, some records are lost. An
industrious janitor who wanted to surprise his pastor when he returned
from vacation burned "a lot of old trashy things" only to find out too
late that he had destroyed the records of a hundred years. Sometimes
members borrow the records to find out about great-aunt Sally’s baptism or
cousin Charlie’s marriage—and forget to bring them back.
Sometimes there is a war, even in America. Several churches in Georgia
and South Carolina, have an empty gap in their history prior to 1864.
When there isn’t a war, nature sometimes makes up for it. The First
Baptist Church in Charleston, South Carolina has lost records in
earthquakes, floods, and tidal waves.
The greatest enemy of a church’s history, however, is not war, nor
flood, nor fire. It is neglect. In many churches, nobody cares about the
records. Over the years, invaluable items are simply misplaced.
Since complete records are so vital to a church, the work of the
history committee is most important. The committee’s work is to collect
and preserve all the church’s vital records and to make them available for
the use of all who need them.
Though the committee cannot expect to find all the records of the
church’s past, it should find as much material as possible in the
following categories:
1. Legal Papers and Records —The church’s covenant of organization,
charter, property deeds, etc., although properly the concern of the church
trustees, are also related to the work of the history committee. The
committee should make certain that these records exist and are safely
stored. It should search for out-of-date documents, such as former
charters, or the record of deeds to former properties. Copies of these
documents and of ones currently in force would be a valuable part of the
church’s historical collection.
2. Minutes —The basic church record is found in the minutes of the
business and deacons’ meetings. If any of these records are missing, they
should be sought from closet to closet in the church, and from basement to
attic in the homes of members. It might help to contact former pastors,
and church officers who have moved to other churches.
3. Membership Records —Often in smaller churches, or in the beginning
years of many older churches, membership records were kept in the church
minute book, which thus preserves the fascinating record of men and women
received and, much more often than now, dismissed for a variety of
offenses. Such records are invaluable and social history. Records of today
are of equal value. The important thing is to find them, make them as
complete as possible, and protect them against loss.
4. Financial Records —Ledgers, monthly reports to deacons or finance
committees, budgets, balance sheets, and treasurer’s reports should be
kept in the church’s permanent records. In the archives of one church an
odd receipt indicates that a member had paid four dollars rent on his pew
in 1856. Probably hundreds just like it were thrown away. But this one
kept is a priceless evidence of a former method of raising money in a
Baptist church.
5. Reports and Records of
Organizations —The Sunday School, Vacation
Bible school, Training Union, Woman’s Missionary Union, and Brotherhood
all make reports to the church, and keep records and minutes themselves.
The various committees of the church also create records and make reports.
All are important.
6. Church Publications —Many churches have published their history. An
occasional one, rent by controversy, has published pamphlets or books
defending one side or both. Today, churches publish a wide variety of
periodicals, pamphlets, folders, largely promotional in nature, but of
historical value. Church bulletins are an invaluable record of weekly
activities. In addition to the bulletin, there are brochures advertising
revivals or stewardship campaigns; new member booklets; church handbooks
and directories; and organizational annuals. All these materials are
historical records and should be kept.
7. Associational and Convention
Records —One of the most important
summaries of its work which the church produces is its associational
letter. In addition, annuals of the state and Southern Baptist Conventions
should be kept with the church’s permanent collection of historical
materials. As the file of minutes and annuals grows, it becomes an
invaluable reference source which every church needs.
8. Pictures and Miscellaneous
Materials —Every church should have a good
picture of each of its former pastors, and each of the buildings from its
beginning. Finding these pictures, when the church does not have them, is
a responsibility of the history committee. The search may lead through
family albums, old newspapers, and files of the town’s oldest
photographers. Real effort often brings success.
Continuing Responsibility
The committee is also responsible for helping the church make an
adequate record of its current affairs. For instance, it should check at
regular intervals to see that the minutes of the church and its various
organizations are being written in a way that will be permanently
informative. Churches which record only items which are approved rid their
minutes of every trace of division, but at the cost of making records
false to the truth as it actually happened. The history committee should
see to it that important events or accomplishments are fully recorded. The
erection of a new building, the call of a new pastor, and all other church
celebrations should be suitably recorded.
Preservation of Records
There is only one completely adequate way to protect records against
all loss and that is by use of microfilm. All churches should have their
minutes, and as much other material as possible microfilmed. The cost, per
year, is too small to be a barrier to the poorest church. The benefit,
complete safety, is priceless.
As a service to the churches of the Baptist General Convention of
Texas, the Texas Baptist Historical Collection is prepared to microfilm
their vital records. The work is done at no cost unless the church desires
a copy of the microfilm for a nominal fee. The Collection has prepared a
special form describing this service, and will be happy to send it to any
church upon request.
After the records are microfilmed they should be kept at the church for
safekeeping and easy access. Churches with libraries usually find that a
simple fireproof safe in the library is the best place to keep basic
records. A special shelf and filing cabinet will be adequate for
supplementary materials.
It should be a fixed rule that no historical materials may be taken
from the library, except by church authorization or for official church
use.
If the church has no library, it should provide some other convenient
place for record storage. Perhaps a fireproof safe and cabinet in the
church office could be used. If the church can find no place at all that
can be made fireproof and safe, it should investigate the possibility of
depositing its records with the Texas Baptist Historical Collection where
many churches currently store their records for safekeeping.
Promotion
It is not enough for the history committee to collect records. It
should also tell the church members the fascinating details about what has
been found.
The committee should make graphic and interesting reports to the church
through the use of features such as "Thirty Years Ago This Month in Our
Church"; displays of eye-catching new materials; and presentations of
third or fourth generation church members. The committee could set up and
sponsor a permanent museum, or a series of temporary displays, so that
members may see the artifacts of their church’s past. Finally, the
committee should plan for the eventual writing and publication of the
church’s history. This is a once-a-generation job, but it is important,
and if well done, it can be epochal.
What the Texas Baptist Historical Collection can do for you:
Provide information about how to write your
church history.
Provide forms for church history and Pastor’s
biography.
Provide biographical information and
photographs of former pastors.
Provide basic statistics about your church.
Provide addresses of living former pastors.
Microfilm church minutes.
- Provide for preservation of your church history and minutes.
What you can do for the Texas Baptist
Historical Collection:
Send two copies of your church history to the
Collection.
Send available biographical information and
photographs of former pastors to the Collection.
Send copies of all special occasion programs
and articles about your church to the Collection.
Deposit your church minutes and other records
with the Collection
- Join the Texas Baptist Historical Society.
Mail inquiries may be sent to:
Texas Baptist Historical Collection
4144 N. Central Expwy, Suite
110
Dallas, Texas 75204
(972)331-2235
tbhc@bgct.org
Written by: Norman W. Cox & Judson B. Allen
If you have questions or comments, please
email us at tbhc@bgct.org.
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