BHS has completed a major effort to digitize decades of archival files connected to active chapters. As we prepare for the headquarters move, we are providing chapters with secure access to their scanned files and asking each chapter to decide whether it wants the original physical files mailed or securely shredded.
Digital files will remain preserved. Physical files not requested by the deadline will be securely shredded.
Chapters wishing to receive their physical files must submit the required form and pay the standard $25 shipping/handling fee by July 7, 2026.
Can anyone from our chapter access these files?
No. The archival files are available to the following chapter leaders, who have agreed to BHS’s Privacy Policy:
President / Executive Vice President
Secretary
Treasurer
Immediate Past President
Member Center Admin
What happens if our chapter does not respond?
If a chapter does not request its physical files by the July 7th deadline, BHS will treat the physical files as unclaimed and securely shred them.
The scanned digital files will remain preserved.
Can we share these files publicly?
These files are being provided for chapter and district archival use. Because some files may contain personal, administrative, legal, or historical information that was not intended for broad public distribution, chapters should not post or broadly share the files without first reviewing privacy, consent, and appropriateness.
When in doubt, treat the files as internal chapter records.
What if our chapter wants BHS to shred the physical files?
That is perfectly acceptable. Chapters may indicate through the disposition form that BHS should securely shred the physical paper files.
This allows chapters to confirm they do not need the paper copies while still retaining access to the digitized versions.
Will BHS keep the original paper files if we ask for more time?
Unfortunately, no. BHS is working toward a building move and must remove the physical paper files from headquarters. Any chapter wishing to receive its physical files should complete the request process before the stated July 7th deadline.
Can we pick up our files in person?
No. The only delivery method is shipping, for a flat fee of $25.00 USD.
When will physical files be shipped?
The mailing rollout date will be determined once BHS knows how many chapters request physical files. BHS will ship in the order of payment, so if physical files are desired, it is best to pay for the shipping fee as soon as possible.
What if we find an error, duplicate scan, or file that does not appear to belong to our chapter?
Chapters are encouraged to download their archival files and organize them as they see fit. BHS will not re-scan the files, however a chapter may choose to get their physical file and rescan any pages that may seem unclear. Pages that appear to belong to other chapters can be deleted from your digital file, or cut and shared with the appropriate leaders of said chapter. If a chapter is tossing any physical documents, the chapter should securely shred them.
Can we use the files for chapter history projects?
Yes, chapters may use appropriate materials for local history, storytelling, anniversary projects, or archival work. However, chapters should be mindful that some documents may include personal information, outdated contact details, internal correspondence, or other sensitive content.
Please review carefully before quoting, publishing, or sharing materials externally.
Are these files complete?
Not necessarily, however they are as complete as was maintained for the chapter historically. In many cases, the files represent partial historical snapshots, not a complete archive of every chapter activity.
What if our chapter has changed names, merged, moved districts, or has older chapter numbers?
BHS has worked to map older identifiers to current chapter records where possible. If your chapter believes files are missing, mislabeled, or connected to a prior chapter identity, please reach out to Chapters@barbershop.org for support.
Will BHS edit or reorganize the electronic files after chapters review them?
No. BHS will not make edits to electronic files as part of this rollout. This project is focused on providing access, allowing chapters to request or decline the physical records, and removing the paper files from headquarters before the move.
Why do these files require controlled access?
Some records may contain personally identifiable information or information related to chapter operations, members, or former members. For that reason, access is limited to a select group of leaders and governed by BHS’s privacy expectations.
What privacy expectations apply?
The materials are being shared for archival purposes and remain subject to applicable BHS policies, including the Society’s Privacy Policy.