TECHNOLOGY
Island Professionals would not be what it is today without the help of modern information technology. The membership list and subscription control is held on computer database and all the documentation and newsletters are produced on computer, including this manual. There is a wide variety of hardware and software which can be used to do this job, but a typical configuration would be the use of an IBM compatible computer and Hewlett Packard LaserJet printer, running Symantec's Q&A database/wordprocessor and WordPerfect 5.1. Calendar Creator Plus would produce a calendar type list of social events; while Timeworks or Microsoft Publisher would be used for the newsletter. Avery Label Pro for sticky address labels or single page merge details. The more powerful the computer and printer the faster the work can be done, but good results can also be achieved on relatively simple equipment. Beware of over-complicated application enthusiasts - you don't actually need a massive personalised programme to do the job, although it might be OK. Also be sure that the data held can be "exported" and passed on to the next volunteer, who may have a completely different system.
The database used is referred to as a "flat-file" database, meaning something very like a straight card-index file. The membership data are held in fields,
and broken down to as many simple parts as can be handled (never make the mistake of putting the whole name into one single field). Subs-due date,
fees paid, overdue and such information can best be handled with a small amount of programming, but "hand-cranked" can work satisfactorily too.
Renewal notices can be most conveniently handled by mail-merge on selected overdue records.
The current membership directory and telephone list can be assembled in a more sophisticated word-processor such as WordPerfect,
the data having been exported from the database. Sticky labels for mail-outs and lapel badges can often be done in wordprocessing or database
packages; we use Avery-Label Pro dedicated label program (the demo version can do almost everything you need and that's free!)
The magazine is produced in a Desk Top Publisher and here it is a great help if one person simply rounds up magazine articles and types them
onto floppy disk ready for another person to assemble them in DTP. The magazine is best produced in fairly generous size fonts on A4 pages,
which can subsequently be reduced to the traditional A5 size booklet. Many local printing houses will reproduce these by photo-litho-offset process,
collate, staple and cut for a reasonable price.
In any group of a hundred or more professional or semi-professional people there are bound to be some who own and/or use computers who will be
only too keen to deploy their talents in these directions.
Suitable databases - PC File (shareware); Q&A; now using Microsoft Access
Suitable wordprocessors - WordPerfect 5.1; Avery Label programme, now using Microsoft Word
Suitable DTP - Express Publisher; now using Microsoft Publisher
Calendar Programme - using Calendar Creator from Broderbond Software
Data Protection Act 1984 - almost all personal electronic data are covered by this act. Small clubs and societies as we understand it
don't need to register if they tell the membership that their data are being held on computer, and if the members sign to give their permission.
The Magazine
The magazine is part of a monthly mailout comprising three parts. One is the magazine proper, an edited version of which appears at the end of this document; the second is the single sheet list of new members' details, birthday list for the following month and complete telephone list (which includes those without telephones for completeness); and the third is the full directory style membership listing in which members can look up each other to see what hobbies, interests, occupation etc. other members have (although for reasons of economy this is normally only distributed every three months). This has worked OK on the Isle of Wight for the last five years, but such freedom with information is not supported by some other mainland clubs. Many clubs require an application to the committee for the requested release of another member's telephone number, for instance. The relevance of the magazine is often questioned - the answer is simply that not only does the magazine provide news and views, etc., but more than anything it is a cohesive influence within the group, the monthly receipt of which provides to the recipient a positive sign of belonging to the group.