The PWDCA Archivist/Historian is responsible for accumulating and storing data related to the history of the Portuguese Water Dog breed as well as the PWDCA.  This includes: Courier issues, videos and catalogs of PWD specialties and any other PWD gatherings, newspaper and magazine articles about the PWD and/or PWDCA, annuals, publications, minutes, books, photos of famous sires and dams, and any other information which pertains to same.  This historical information shall be cataloged in a manner which allows easy access to requested data.  Historical items may be brought to national specialties and given to the archivist/historian for donation to the PWDCA.

Standing items due to the Archives

1. Each National Specialty Committee shall provide the archives two (2) marked AKC show catalogs. The committee shall negotiate with the show photographer and videographer to provide a club photo album of all major winners and complete set of show videotapes. These items will be forwarded to the PWDCA archives as soon as they are available upon completion of the show.
2. The archives will be listed as a club member in the Membership Secretary records. This will insure the archives are provided a complete record of The Courier, Information Update, and any other membership related items.
3. The archives will be provided a copy of each edition of the Directory of Dogs/HR
4. Each current and past Board and committee member shall create a list of all Club materials in their possession that are considered additional to their routine Club possessions and shall file such list with the historian.
5. Regional PWD clubs shall send a copy of their newsletters to the Recording Secretary, who shall, after review, forward them for filing in the archives. These publications will be kept by the Archivist/Historian in the club library.
6. The Recording Secretary shall forward the official meeting tapes for holding in the archives for a minimum of seven years after his/her tenure is up. After seven years, the tapes may be destroyed.
7. The Treasurer shall forward a copy of PWDCA tax returns, the yearly general ledger and annual financial report.
8. Lists of Top Ten Dogs - Breed, Obedience, Agility, etc.

Record keeping pertaining to archives holdings

A Deed of Gift will be completed by anyone donating items to the archives. This will document ownership of items, copyright status, and include any distribution restrictions that may be placed on the items by the donor.

Preservation policy

In keeping with U.S. copyright law and in an effort to maintain the security of the club archives, all items will be for reference only. Exception to this are outlined in the loan policy.

Any copyrighted work may be reproduced solely for the purpose of replacement of an item that is damaged, deteriorating, lost, or stolen. This is if the archives has, after a reasonable effort, determined that an unused replacement cannot be obtained at a fair price.

At each years national specialty, an archives exhibit will be available for view by the membership.

Anyone not returning club archives property or not relinquishing club archives due (see "Standing items due to the Archives" section above) is subject to discipline in accordance within the PWDCA, after item(s) are outstanding for a period of six (6) months.

PWDCA Policy & Procedure Manual
Approved 8/22/00

Last Edited: April 14, 2007