One prime example of this is the Renewal Reminders we send out. While their design is based on the forms previously used, we have worked hard to personalize each, advising which payments might be due, which may be paid in advance, and advertising only those Insignia to which we believe the recipient is entitled. [The press of time has eliminated this feature.] Clearly, much more work remains to be done in this field, but it may serve to demonstrate that computers, when thoughtfully applied to such routine duties, can render great aid to staff and member alike.
One tradition that was honored somewhat intermittently in the past is that of communications. We feel strongly that regular communications from [[Headquarters]] is essential — particularly while we resume activities — as the Newsletter will often be the only contact most members have. Sadly, very few members have taken the opportunity to reply, despite repeated invitations. We would very much prefer that the Newsletter were a conversation rather than an oration, but this has been very difficult to initiate. In the past, we had special publications like the [[ICI Members’ Members' Newsletter]] which was created almost entirely from members’ submissions. I should like nothing better than for our Newsletter to become more like that. Perhaps a change of name would help? [The newsletter is now titled ''[[Augustæum]]''.]
[[Founder|Sir Rodney]] was also fond of sending of brief notes, sharing research finds, connecting members to one another, and such. Alas, he never kept copies, so we know of this only from the thankful replies he received, which were many. For your [[Consuls]] [or Headquarters Staff]] to resume this sort of correspondence will require us to gather large quantities of data about our members and their topics of study. Our own ignorance in some fields would still limit our ability in this field, but such raw data would give us a start. Perhaps we can find a member skilled in the creation of [[Member Interest Survey|surveys]] to help us collect this data.
Probably the most visible activity of our Society has been our [[Communications|publications program]]. We have, over the years put out seventeen different magazines (and half again as many titles), not to mention those publications of the [[Octavian Society]], [[International Chivalric Institute]], [[Association of Knights Bachelor]], [[Heraldry Society of the USA]], and other [[Hartwell Company]] projects. We are blessed by this respected history of accomplishment, not least because the back issues (we lack only a few) continue to sell at a rate proportional to our advertising, but because even these old issues with Torrance addresses continue to attract attention, respect, and the occasional membership inquiry.
Our decision two years ago to merge all of our publications into a single [[Augustan Omnibus|''Omnibus'']] was the result of two things: a lack of material sufficient to publish any of our titles, and a lack of editors to produce them. While we have been pleased to see submissions increase to the point they are no longer the limiting factor, the absence of a cadre of [[[Associate Editors]] continues to delay publication. This must be remedied, either with a handful of Associate Editors or a new [[Omnibus Editor|Senior Editor]], relegating [[Consuls]] to the role of mere [[Production Editor]]. This has been done in the past — it is time for it to be done again.
Whether we keep our publications together in an ''Omnibus'' or again separate them out matters little. We must, however, have a journal (or series of journals) of high scholarly quality, and with a regular publication schedule, to be taken seriously by others in the field. Both of these are equally important, but right now we can only achieve the first. There was a day when our journal was a monthly, produced by mimeograph with only those images that came from a typewriter or pen. Today, the low price of computers and printing permit us to easily crank out full-color publications with improved graphics and typesetting; production is no longer the great eater of time. But without quality material to publish it is for naught.
But do not think that this means we are ready to make a purchase. We lost the first Villa Augusti not because of heavy mortgage payments, as there were none, but there were the daily costs of ownership, from the electric bill to trash fees, and our Society could not sustain these. We must not repeat this error; we must make certain that such routine expenses are covered before expending our capital again.
To date, we have found no one willing to serve as the champion for [[Fundraising]]. This role, vital though it is to the long term survival of our Society, we have been unable to communicate in a way that motivates someone to step forward. We are disappointed by this, as it means we shall all have to wait that much longer before we can move into the second Villa Augusti.
What we may be able to do in the interim is to lease space. Perhaps not enough for a museum and [[Chapel of the Rose|chapel]], but certainly for office space and probably for much of the library collection to become accessible. This will incur added expenses, but much of these can come from the interest earned by the idle capital fund, which is already paying for the storage facilities that now contain our library and museum collections. It will give us room to work, room to utilize volunteers ... and it will give the Metcalfs back their dining room.
Again, we have not yet been able to convince anyone to step forward and serve as the champion for this [[Headquarters]]. There is much work needed to make this come about, and perhaps some additional fundraising as well. While your [[Consuls]] will certainly be involved in the planning and site selection process, we cannot manage it all without neglecting our other duties. We are also disappointed by this.
A new area of activity for our Society has been our [[WebsitesMain Website|web siteWebsites]]. Previously moribund, a new design two years ago made it possible for us to not only list our back issues and reprints, but to take orders and payment for them online. We have also been able to take renewals, subscriptions, and even new member initiation fees online through our web site and [[PayPal]]. At present, over a third of our revenue arrives through such online activities, with a higher percentage each year.
We have recently commissioned a new design for our web site. This is not so much a cosmetic overhaul (though we hope it may prove more attractive) as it is a fundamental change in the underlying software. In addition to all of the current activities, the new site will also house our membership database, permitting members to update their own files, and allowing officers of the Society access to the data they need, without having to contact [[Headquarters Staff]] for support. Members will be able to log in, and the web site will respond to them in an individualized manner.
For example, only the insignia they are entitled to will be displayed for purchase, and all pricing will reflect the 20% member discount. Members of Orders [meaning [[Sub-Groups]]] will have access to restricted areas for those groups, while non-members will instead be directed to information pages. With sufficient volunteer support, we could even offer our web site in other languages. Most importantly, it will be easier for staff to update and maintain, saving valuable time. We hope to see this deployed by the end of the month; watch for it.
Computers are also enabling projects that would otherwise be unreasonably costly or burdensome. A volunteer program already well under way involves [[Digitization|keyboarding]] all of our hundreds of back issues(later enhanced by OCR pre-processing). This is necessary because we lack originals for most, some are damaged, many are poor photocopies, and reprinting is required if we are to make them available. The results, as some of you have seen, are reprinted magazines on better stock, that are more legible, and in many cases, are now in color, which is of particular value for heraldry.
Once digitized, it is a simple matter to pull out all the articles, corrections, and letters on a given topic into a “Reprint”. We can also produce [[Large Print|large print editions]] and , or electronic editions for members overseas who cannot easily receive mail.
We do not anticipate putting our back issues online for free, or even paid access. At present, this has greater potential for abuse than for revenue. Yet we may still decide to do so and make such available as one more member benefit.