Preserving Your Organization’s History and Legacy

by Jen Pennington | April 4, 2025

If you don’t tell your own story, chances are someone else will.

Over the years, Rhizome has had the pleasure of working with several Fire Fighter Locals on their websites and marketing materials. Along the way, I’ve noticed a common theme: most people think they have more time than they actually do to create, find and organize content.

It’s not just Union Locals that struggle with this, by the way. Most nonprofit organizations I’ve worked with are in the same boat. 

Again and again, we see organizations struggle to provide even the most basic pieces of information—high-resolution logos, leadership bios, key achievements, or records of significant events. They always intend to gather this information, but between existing work priorities, busy schedules, and the demands of leadership, record management falls by the wayside. 

The majority of our clients recognize the importance of organizing key documents and information. They recognize the inefficiency and feel the frustration when key documents are missing or out of reach. What often gets in the way is simply this: the absence of a consistent strategy for managing and preserving their history.

This isn’t just a problem for website development or marketing projects. It’s a symptom of a larger issue: Most small and mid-sized organizations don’t take the time to systematically preserve their own history. And if you don’t do it, someone else will. 

Why Preserving Your History Matters

Our Union Locals and community nonprofits both have a rich history— shaped by hard-fought negotiations, public campaigns, a commitment to public service, and the dedication of their members and volunteers. Yet, too often, that history is scattered across file cabinets, old hard drives, or even just the memories of retirees. Without a structured effort to document and protect these records, key moments can be lost over time, or worse—rewritten by those who don’t share your organization’s perspective.

Taking control of your historical narrative isn’t just about nostalgia. It’s about ensuring future generations understand the battles you fought, the victories you achieved, the challenges you overcame, and the impact you’ve made on your community.

What You Need to Preserve

If your organization doesn’t take steps to record its history, that information may become fragmented or disappear entirely. To tell a more complete story, think about the key moments that define your organization. 

For Union Locals:

• Major contract negotiations and collective bargaining agreements (CBAs). What gains have you won for your members? What lessons were learned?
• Public campaigns and levy votes. Did your Local advocate for a public safety levy? What messaging worked? What opposition did you face?
• Community impact.  Fire fighters don’t just respond to emergencies—they also give back. Document charitable efforts, disaster response efforts, and community outreach.
• Union leadership transitions. Who led your Local through major changes? What was their vision, and how did they shape your Local?
• Key legal or legislative victories. Have you fought for policy changes or defended member rights in court?

For Nonprofits:

• Your origin story. What community need or challenge gave rise to your formation? What gap did your organization fill in the existing landscape?
• The leaders who charted the course. Your founders, volunteers, and early staff members shaped the vision, values, purpose and culture of the organization. Who were they, and what legacy did they leave? 
• Core achievements. What’s changed or improved as a result of your programs? Can you quantify the cumulative impact of your efforts over time? (How many lives have been touched, individuals served, acres of land protected, etc.)
• Campaigns. Has your organization conducted any major fundraising campaigns? What did you learn from them? What messaging and strategies worked? 
• Supporters. Are your donor records accurate and up to date, and are you continuing to communicate ongoing impact to your supporters? Do you have biographies/stories of the people who have included you in their estate plans?

If these details aren’t documented now, future leaders will have little to reference when facing similar challenges. Worse, outside groups may define your history for you.

What to Organize Now

To keep your legacy intact, start compiling these essential records if you aren’t already:

• Meeting minutes – Your organization’s decisions, votes, and discussions over time.
• Grants, Contracts, and Collective Bargaining Agreements (CBAs) – Every contract and negotiation tells a story. Keep digital and physical copies of past agreements and any supporting documents.
• Photographs and media – From ground action shots to meetings and events, historical photos illustrate your story. Organize them with dates, locations, and names where possible.
• Press coverage – Newspaper articles, TV interviews, and online news should be archived and organized for easy retrieval.
• Retiree stories and oral histories – Longtime members hold invaluable knowledge about your past. Interview them and record their insights before it’s too late.
• Election and ballot measure records – If your Union Local has backed levies, endorsements, or other public campaigns, document the messaging, results, and lessons learned.
• Memorabilia and artifacts – Old banners, badges, materials and artifacts help showcase your identity and history.

How to Get Started

1. Create a Centralized Archive – Whether it’s a dedicated hard drive, cloud storage, or a locked filing cabinet, establish a secure place to store your history.
2. Assign a Historian or Committee – Designate someone responsible for maintaining and updating records. This ensures continuity even as leadership changes.
3. Digitize and Back Up Everything – Paper records fade, and physical photos can be lost. Scan important documents and store them in multiple locations.
4. Engage Retirees and Senior Members – Set up informal history sessions where people who’ve been with you the longest can share their stories. Record and transcribe these conversations.
5. Document Major Milestones as They Happen – Don’t wait for anniversaries or a big website redesign project to get things in order! Make it a habit to record significant events in real time.
6. Keep It Accessible – People come and go, so your digital accounts need to be accessible to more than one person at a time. Maintain login information with the organization rather than an individual.

We’ve been through this process with many organizations, and assure you it’s a valuable exercise. It’s also not as difficult as it sounds if you take it step by step! To support you in that process, we’ve put together these downloadable checklists to guide the effort:

Download a Free Checklist:

• For Union Locals
• For Nonprofits and Community Organizations

Protect Your Legacy

Your history isn’t just a collection of old documents—it’s the foundation of your identity and the roadmap for future members. By taking time to organize and preserve your records now, you ensure that your organization’s achievements, struggles, and victories remain intact for generations to come.

If you need help structuring your historical archive or have questions about best practices, reach out. Your history is worth protecting—don’t let it be rewritten by someone else.