Keeping membership records sounds as if it should be a simple job, and it can be PROVIDED proper thought is given to setting up a clear system. If possible this should be based on computer technology - which can then be used for the various mailings  which will be sent to members - but whatever system is adopted to must be easily understood and above all, workable. If the Membership Secretary moves away or falls ill - will the club collapse? If so, the system is too complicated.

   Whether records are kept or in a card index or whatever, whoever maintains them should adopt a methodical approach because experience suggests that once records start to get our of kilter it can be a major task to get them back on track.

Membership information

   Similarly, vehicle details are useful, members with old or classic cars cen be contacted when putting on displays or exhibitions etc. But to be effective the details need to be updated every year which is fine for a small club with up to about fifty members, but anything larger than that makes it an arduous task - it depends on the dedication of the Secretary  who will usually have the job of updating the records.
 

Membership cards

   There are many and various types of membership cards used by clubs, some contain a lot of information, others are little more than a cardboard receipt!

Suitable cards can be bought from the MSA; if you are producing your own the appropriate wording to be used on them is in the Blue Book.
 

Data protection act

Basically, if a word processor or computer is used for the sole purpose of producing a letter, report or other document, which when printed , may contain information about an individual, the Act does not apply. However, if the word processor or computer is used to maintain membership records then the Club will have to register under the Data Protection Act. Do not ignore the Act - failure to register is a CRIMINAL offence!