As a minimum, your organization’s digital library should contain:

Logos - electronic versions of all approved logos. Various formats are required to accommodate various uses (e.g. on the web, in Word documents, in PowerPoint presentations, for the designer/printer, etc.). For example, JPEG and GIF are the preferred formats for use on the web. If members can use a “Member of” version of the logo, then all acceptable versions should be included.

Photos of Key People - current photos of key staff, board members and others (e.g. award winners). If possible, include both colour and black & white photos. But if you must choose, then pick colour photos as they can be electronically converted to black & white.

Other Photos – stock photos of meetings, conferences, trade shows, the office, etc. for use in future materials or on-line. Include a photo disclaimer in registration materials so that permission of people photographed at event is not required.

Marketing Materials - electronic versions of every printed marketing piece, brochure, flyer, catalogue, etc. The designer and/or printer can easily provide an Adobe Acrobat version of the document at no additional charge.

Printed Newsletters and Magazines – electronic versions in Adobe Acrobat format of every externally printed newsletter or magazine.

Reports and Documents – electronic versions in Adobe Acrobat format of all published reports that are provided to members and others. You should be very careful about including printed reports and documents that are sold as the availability of electronic versions could lead to abuse and misuse…intentionally or inadvertently.

Forms and Applications – electronic versions in Adobe Acrobat format of all current printed forms and applications, including those used for membership, meetings, product sales, etc. Consider Adobe-created forms and applications that can be filled in by the recipient on their computer, and electronically returned to the organization. 

Miscellaneous Frequently Requested Items – any printed piece that is frequently requested and electronic distribution is preferred. 

Associations regularly receive requests for these items, and much time can be squandered in responding to each request on an ad hoc basis. The availability of a digital library ensures that such requests, whether internal or external, can be addressed efficiently and quickly.

The digital library may be stored on your office computer or network, or in some cases it may be better to store all or parts of it on-line.

For additional insight into the use of the digital library when working with printers, see the better practice item on Improving the Print Experience.

The practices described in this area are described as Better Practices for a very good reason. We have a great deal of difficulty with the term best practices used in any other context than to refer to the results of benchmarking exercises involving real and relevant organizations with tangible results.  We offer Better Practices related to areas where we feel that change is needed in associations. Better Practices are intended to provoke thought, and to encourage organizations to think about what they are doing and how they are doing it.