LIBRARY
OF THE
UNIVERSITY OF CALIFORNIA.
GIFT OF
^ Class '
Office of Librarian
MASONIC GRAND LODGE LIBRARY
NORTH DAKOTA
FARGO, OCTOBER 1st, 1908.
LIBRARIAN, PUBLIC LIBRARY :
Herewith find two books, the " Masonic Membership Record and
Library Classification" and the " Masonic Homes," donations from
the Grand Lodge A.'.F.'. & A.'.M.'.of North Dakota to your
library.
The value to the Public Library of the "Masonic Membership
Record and Library Classification," will, doubtless, lie with the
classification of books on masonic subjects, beginning on page 17.
We have given two methods under titles "Masonic Subject Classifi-
cation" and "Masonic Body Classification," pages 20-24. Since
Avriting the book, experience has shown a preference for the "Ma-
sonic Subject Classification," i. e., the last number indicating the
particular branch or body of Masonry to which the book pertains,
the first number (cluding the Dewey masonic number of 366.1)
indicating the class.
The book entitled "Masonic Homes" should be of interest, not
only to Masons, but to those who are interested in the charity
phase of our times. Its masonic number, under our classification,
is 366.1-360. According to Dewey, it is merely 366.1.
Where a library possesses a sufficient number of works on
masonic subjects, it is advisable to use the masonic classification:
for it throws the books in convenient and systematic order, while
if the Dewe}^ number only is used it disintegrates subjects which
should be together. For convenience, we write the Dewey number
small and the masonic number the usual size, as illustrated on
pages 25-29.
In addition to what is said of our masonic classes on page 22,
we may add that our grouping under 500 Natural Science is
practicaly, if not wholly, arbitrary.
The "Masonic Membership Record and Library Classification"
and the "Masonic Homes" were printed by the Grand Lodge
A.'.F.'. & A.'.M.'.of North Dakota for distribution among other
masonic bodies. The author was also directed to have bound in
permanent covers 150 copies of each for distribution among the
public libraries. They are not sold nor copyrighted, but given to
the world in the hope that some one may obtain the light he seeks.
With compliments,
FRANK J. THOMPSON,
Librarian.
A SYSTEM OF CARD MEMBERSHIP RECORD
FOR
MASONIC BODIES
AND
A SCHEME OF CLASSIFICATION FOR
MASONIC BOOKS.
Being an extension of the Dewey Decimal System.
By
FRANK J. THOMPSON 33
Past Grand Master and Grand Secretary and Grand Librarian
of the Grand Lodge A.'. F/. & A/. M/. North Dakota.
Also Grand Secretary of the Grand Chapter R.% A/. M.%
and Grand Recorder of the Grand Commandery K.*. TV.
North Dakota, and Librarian of the Public Library, Fargo,
North Dakota* President, North Dakota Library Associa-
ERRATA
On Page 9, second line, opposite marginal note "In re rejections," the
"and" should be "are."
On Pages 25 and 26, the figures 336.1 should be 366.1.
o 1 1
A SYSTEM OF CARD MEMBERSHIP RECORD
FOR
MASONIC BODIES
AND
A SCHEME OF CLASSIFICATION FOR
MASONIC BOOKS.
Being: an extension of the Dewey Decimal System*
By
FRANK J. THOMPSON 33
j^
Past Grand Master and Grand Secretary and Grand Librarian
of the Grand Lodge A/. F/. & A/. M.% North Dakota.
Also Grand Secretary of the Grand Chapter RA A.% M/.
and Grand Recorder of the Grand Commandery K% TV*
North Dakota, and Librarian of the Public Library, Fargo,
North Dakota* President, North Dakota Library Associa-
tion* President, State Library Commission*
Published by sanction of the
GRAND LODGE A.% FA & A/. M/.
DEDICATION.
SHOULD we dedicate this pamphlet, or should it go into
the world without godfather. These were the thoughts
which catne upon us as we stood upon the brink of publica-
tion. However, when we look back upon the years in which
we have served the Grand Masonic and Templar bodies of
North Dakota, we cannot conceal the fact of the generous and
progressive spirit which has actuated and tempered the mem-
bers who compose the various grand bodies, and through
whose kindness and liberality it has been made possible to
place Masonry, in relation to its grand organizations, among
the best and most progressive of the world; that in patience
they have awaited the years for our membership records to be
completed, and our library to assume proportions of which
we have no reason to be ashamed. Therefore, to these broth-
ers, this little work is fraternally dedicated.
THE AUTHOR.
PART L
CARD SYSTEM OF MEMBERSHIP
RECORDS.
IT is doubtless true that one's acts, especially-
when they become public, quasi or otherwise,
should have some reason behind them. The writ-
ing of the following brochure has as much been in-
stigated, if we may use that word, by requests to
explain our card system of keeping membership
records, adopted by the Grand Masonic and Tem-
plar Bodies of North Dakota, as any other one fac-
tor. While not officially authorized to have the
method printed, a sanction has been given in ways
which those familiar with the workings of grand
annual meetings well know. It may not be amiss
-to state concisely of what our card system consists
before going into a detailed explanation.
The record of each grand body is entirely distinct
and separate from the others, and while we now
speak of the Grand Lodge it applies equally as well
to the Grand Chapter and to the Grand Command-
ery.
Each brother who is or ever has been a member
of a lodge in North Dakota has a separate card
upon which certain personal history is given, the
date of his petition, election, and, if he became a
member by degrees, the date of the several degrees,
with other information which may be seen by refer-
ence to the appendices as indicated. Each brother
also has an index card which refers one to his mem-
bership card. He is given a local lodge number
which indicates the order in which he became a
member of the lodge, and is also given a grand
lodge number by which he may be identified.
The cards for the grand lodge records are kept in
a large cherry case with ample room for increase.
The local lodges are furnished an exact duplicate
of the grand lodge cards. Their cards are kept in
4 CARD SYSTEM.
numerical order in small mahogany trays. An in-
dex book, by which each brother's name can be
found, is also furnished. The cost of the outfit,
with cards, is paid in the first instance by the local
lodges, but when the outfit has once been furnished
each annual increase of membership is furnished
the local lodge by the grand lodge without cost.
This is what we have, and those who desire to
study the matter in detail can do so from the fol-
lowing explanation, which we have endeavored to
give in full.
A number of years' experience as Grand Secre-
tary of the Grand Lodge, A. F. and A. M., and
Grand Chapter, R. A. M., and Grand Recorder of
the Grand Commandery, K. T., of North Dakota,
demonstrated the need of keeping a record of the
membership of these grand bodies. We investi-
gated the systems in vogue, and became con-
vinced that a membership record kept in books
was unwieldy, transient, and in time became un-
tidy. We, therefore, turned to what is known
as the card system of keeping names, and worked
out an adaptation for masonic records of mem-
bership.
Returns. Anticipating the work, we recommended a new
system of returns of particular lodges (1894, G.
L. Pro., p. 17), and were authorized to prepare
new forms (G. L. Pro., 1894, p. 35). Thereto-
fore lodges were compelled to return annually
the names of their full membership. The new
system called for more personal history, and for
only change in membership during the year,
either by increase or decrease, with a marginal
line for grand lodge, chapter or commandery
number, as the case may be. Similar recom-
mendations regarding returns were made to the
Grand Chapter and Grand Commandery, and we
were authorized by each grand body to prepare
new return blanks.
To meet the demand for data, the grand bodies
authorized that the information called for by the
CARD SYSTEM. 5
cards should be given upon the back of each peti-
tion.
The first step taken in the matter was to send Manner of
to each of the local secretaries a number of an- Sata'S" 8
nual return banks, explaining the object of the cards -
sending, and requesting them to fill out the vari-
ous blanks thereof for every brother who was or
ever had been a member of the lodge, and after
so doing return the blanks, completed so far as
possible, to the Grand Secretary's office.
This called for a great amount of extra work on
the part of the local secretaries, and, for some un-
known reason, the next year saw more changes in
the offices of secretaries than ever before in the
history of the state. After we had exhausted the
resources of the secretaries, thousands of letters
were written to various Masons asking for infor-
mation which the records of the lodges did not
show. The information received was then tran-
scribed to cards.
33V cards for the membership record, and 33? Kind of
for the index cards, were procured from the Li- printed
brary Bureau. We subdivided the membership same, and
cards so as to admit of all information called for by
the returns. The cards were lightly ruled when
purchased. An electrotyped form was obtained for
each grand body, one of the lines, and one of the
printed matter. In the latter a piece was sawed out
in order to permit the name of the lodge, chapter
or commandery to be printed in at the top. The
appendices do not, of course, show the small blue
lines where the red ones do not appear, and the
name of the local body at the top is given simply
for illustration.
The system calls for two numbers, one applying Numbers^
to local bodies ; the other, to grand bodies. The
local number indicates the numerical order in
which the brother became a member of the body.
The number for the grand body is for the purpose
of identification, and is given in all changes of
CARD SYSTEM.
Local
numbers.
Grand
numbers.
Manner of
keeping
records for
grand body.
Order of
index and
membership
cards.
membership by exit. Thus, when there are two
persons by the same name belonging to the same
lodge, as John Smith or Ole Olson, the grand body
number would identify the exiting brother.
The manner of beginning the local numbers is to
give the master of the lodge, while under dispensa-
tion, number one, then numerically in the order of
the officers : Master, No. I ; Senior Warden, No.
2, and so on. The rest of the membership would
be by alphabetical order of surname. This would
comprise the list of those who signed the petition.
From thence on the number is given in the order
of becoming members of the local body, either by
raising or date of affiliation. If more than one was
raised or elected by affiliation at one meeting, the
number is given according to the first letter of the
brother's surname.
The number for the grand body is given by tak-
ing the oldest local body first. In this case the
local and grand numbers run alike. Then the
numbers are continued to local body No. 2, then to
No. 3, and so on, so that the youngest local body
has the highest- grand body number.
In the grand secretary's office, the membership
records of the grand bodies are kept (say for Grand
Lodge) by lodges in order of their number, and
each of which is subdivided into surnames of mem-
bers by A-Z cards.
The index cards are divided alphabetically, first,
by first letter of surname, and then this surname is
divided alphabetically into the first letter of the first
given name. Then, for illustration, Frank Jared
Titmouse would come before Frank John Titmouse
on account of the vowel in the second given name,
and a Farrar Titmouse would come before Frank
Titmouse, because of the consonant intervening
between the initial "F" in Frank and the following
vowel.
The index, as well as membership cards, are not
only arranged under the respective initial letters of
the surnames, but in the order of the first vowel
CARD SYSTEM. 7
following such initial letter. Then in the order of
the consonants preceding the first vowel after the
initial letter, and then in the order of the conso-
nants following the first vowel. The vowel system
should not be carried beyond the first vowel after
the initial letter. This may be illustrated by taking a
number of cards at random, and giving the names in
the order found, as Palfrey, Palmer, Parker, Parks,
Parr, Parson, Pattison, Paulson, Pratten, Pendroy,
Percival, Peterson, Pettit, Phelan, Phelps, Prentice,
Pinkham, etc. It will be seen that the vowel "a"
governs, and the consonant following modifies.
Where a consonant comes between the initial letter
and the vowel, that card is placed after all the cards
where the vowel follows the initial letter. Thus,
Pratten comes after Paulson, and Phelan after Pet-
tit. Phelps comes after Phelan because the "p"
after the "P is higher alphabetically than the "a"
after "1" in Phelan. This order is given to facili-
tate the finding of the name sought, and is a
desideratum in saving time.*
The index card gives the brother's name, the Data on
local body to which he belongs and its location, and
the grand body number. This card has five hori-
zontal lines, and does not have to be changed when
the brother dimits and joins another lodge in the
same grand jurisdiction. The name of the new
lodge membership is merely written underneath,
and the last on the card indicates the last lodge of
which the brother is or was a member.
The local membership cards are a duplicate of ^^.^ord
the grand body cards, but instead of being kept al- e ra t nd - How
phabetically are kept in order of local lodge num-
ber. The names are written in an index book with
the local number opposite the name.
The keeping of names numerically by local bod- Reasons for
ies, perhaps, could be changed to the alphabetical order for
, , i i j local bodies.
system, and tnus do away with the index book ; but
*Unless the number of names is very great, it may be
simpler to arrange the names in the order of the letters
which compose them irrespective of vowels. But for Grand
Lodges, say like New York, we believe the vowel method
better.
CARD SYSTEM.
Membership
cards sup-
^plied local
bodies by
grand sec-
retary.
'Method of
keeping
current work.
experience has shown that if the index book be
kept up, which at most is a very slight matter,
names can be found with more facility than with
the alphabetical system. Another, and perhaps a
sentimental, reason for keeping the cards numeric-
ally in local bodies is that one in looking them over
can take in the order in which the brothers became
members of the lodge.
After the close of each grand annual session,
each local body is supplied with the new completed
membership cards from the grand secretary's office,
and all the local secretary has to do is to enter the
names, with numbers, in the index book, and place
the cards sent in their local numerical order. Cards
for rejected candidates and work transferred to
other grand jurisdictions are also sent to the local
secretary.
The cards are furnished the local bodies so there
will always be a duplicate record, and experience
teaches that local secretaries, in many instances,
cannot be relied upon to keep up records, even to
entering names in the index book.
The current work of the local body, lodge for ex-
ample, such as petitions received, elections, rejec-
tions, initiations, etc., are kept on temporary cards
and divided by guide cards. The first guide card is
marked "Petitions." When a petition is received,
the applicant's name is written on a membership
card, giving date when petition was received, and
placed behind the guide "Petitions.'' If the peti-
tion be for degrees and he be elected, after noting
date of election, his card is transferred behind a
guide card marked "Unfinished Current Work."
As he is given a degree, the date thereof is noted
on his card, and when he is raised the card is placed
behind a guide card marked "Finished Current
Work.'' If the petition be for affiliation, and if
elected, the card would also be transferred to "Fin-
ished Current Work." If rejected, whether for de-
grees or affiliation, it is placed behind a guide card
marked "Current Rejections." If a brother dies,
his name is placed on a new temporary card, noting
CARD SYSTEM. 9
date of demise, cause and place, and put behind a
guide card marked "Current Deaths." If he be
suspended, his name is written on a new temporary
card and goes behind a guide card marked "Cur-
rent Suspensions." These changes are also noted
by the local secretary on the member's permanent
card, and when the annual returns are received in
the grand secretary's office, the data is noted on
the member's card in the grand record.
At the end of the Masonic year, the temporary Temporary
cards contain all the data called for by the annual 3f d^ior
returns, except dimissions, which will be taken up f"rns? lr<
later, and the simple transcription of these cards
furnishes the information for the annual returns.
The temporary cards under "Finished Current Disposal of
Work," "Deaths," "Suspensions," are now useless 3i? rary
and can be destroyed. Those under "Unfinished
Current Work" must be kept, as the work after the
close of the fiscal year will be matter for the next
annual report.
It may be well to state that the work once Records not
reported to the grand body does not have to be re- t5ice. ted
ported again. Thus, if John Smith had received
the E. A. degree before the close of the Masonic
year, and the other degrees afterwards, the follow-
ing year's report would begin John Smith's record
with the F. C. degree.
Current rejections after the annual reports are in re
made up sad, placed behind a guide card marked rejec
"Rejections."
We may add, parenthetically, that while the an-
nual returns have no place for current rejections,
they are now reported by the local bodies and re-
corded on separate cards by a red ink entry in the
election column, with the word "rejected," the date
of petitioning and personal history being given.
If a candidate be transferred by waiver to another in re
lodge, his card is put behind the guide card marked
"Work transferred to other lodges.' 7
In this grand jurisdiction, a failure to receive tb* Lapse of
degrees within one year from election, or letting a afflctfng
year elapse before applying for advancement, a new advancement.
ballot is required. Such a person's card would, card!" 8
CARD SYSTEM.
Dimissions.
Rejoining
same body.
Dimit book.
naturally, be behind guide "Unfinished Current
Work/' If the year elapses, his card goes behind
"Old Unfinished Work." If the person be re-
elected, it is replaced behind "Unfinished Current
Work/'
It may be well to state that where a member
dimits and subsequently rejoins the same body, his
membership is treated as though he had never be-
longed to that local body before. A new index
card, however, in the grand body is not given, the
name of the local body being merely written under-
neath the last local body although it be the same,
with the grand body number following. Naturally,
it is unnecessary to rewrite his name in the local in-
dex book, simply add his new number after the old
one.
In connection with the system is a dimit book for
local lodges, prepared by the grand secretary. It
contains a series of index leaves on which are en-
tered, in the grand secretary's office, the name of
all who dimitted up to the time the book is sent out,
giving the date of dimission. These names are
counted, and the first dimit issued thereafter will be
in numerical order. That is if there were 100
dimits granted before the use of the book, the first
dimit taken from the book would be numbered 101.
The dimit is attached to a blank stub which bears
the number of the dimit, the name of the brother to
whom it was issued, date of granting dimit, name
of secretary (could also give name of worshipful
master), and place for remarks.
The dimits are not numbered in advance because
it may become necessary to issue duplicate dimits
now and then, and, unless a separate supply was
kept, the numerical order would be destroyed. It
will be observed that the number of the last dimit
is the total number of dimissions from the lodge.
The name of the brother dimitting is also en-
tered on the index sheet of the dimit book, his di-
mission number following the name instead of the
date, the latter being found on the stub. These
stubs are easily accessible, and the dimissions can
CARD SYSTEM. n
be readily obtained when the annual returns are
made up, and mistakes are not so liable to occur as
when it is necessary to look through the minutes of
the year.
Each local body is furnished a mahogany tray Card trays
like the 22C7 outfit, catalogue 1897, Library Bureau, bodies? 1
with the addition of a lock and duplicate keys, a lug
at the back end to hold the cover on, a handle on
the cover, and two small strips of wood, 3^ inches
long, on each side of the inside of the cover, and far
enough from the top to slide the index book under.
The latter just fits the inside of the cover, and is
furnished with an ear or strip of tape at one end so
that it may be lifted out. The index book is bound
in Russia, and the name of the local body is printed
on the outside. The tape ear is fastened to the in-
side of the back cover.
The larger local bodies are furnished a tray 13
inches long, 6 inches wide and 4% inches high,
outside measurements. The smaller bodies receive
a tray of similar dimensions, but only 10 inches
long. When the total membership of a body runs
up to three or four hundred, a case with two trays
is furnished, with a small shelf directly over the
trays to hold index book, and a cover hinged to
the top, and is made to lock.
Mahogany cases, or even bass wood stained, are,
in our opinion, better than oak ; for the latter is so
liable to check, especially in the uneven tempera-
ture of lodge rooms.
Each Masonic body pays for the actual cost of Cost of
trays and
trays, index book and guide cards, and five cents cards,
apiece for lodge, six cents for chapter, and seven
cents for commandery membership cards when the
tray is furnished, making a small cost to them indi-
vidually, but which would be considerable of a sum
did the grand body pay the expense. After the
tray, with contents, is once furnished, our grand
bodies thereafter annually furnish, through the
grand secretary's office, without cost to the local
body, the membership cards of those who have be-
12
CARD SYSTEM.
Keys for
trays.
Difference
in cost of
cards for
different
bodies.
Outfit for
grand body
records.
come members during the year, the grand body
making a small annual appropriation to cover the
expense. No cards, however, are sent to local
bodies of those who have not fully completed mem-
bership, that being considered "Unfinished Work."
As explanation, we may say that one key is fur-
nished with each tray, and a duplicate key kept in
the grand secretary's office, and marked with the
name of the local body. In this way, a duplicate
key can be furnished the local body when its key
is lost, and which frequently has happened.
The difference in the original cost of the cards
to the local lodge, chapter and commandery is be-
cause of the increased amount of matter on the
membership cards, as will be seen from the appen-
dices.
The membership records of the grand bodies are
kept in a case large enough to hold the index and
membership cards, allowing, of course, space for
future growth.
CARD SYSTEM. 13
Method of Distributing Cards.
ONE of the mcst important details of the card
system is the distribution of the cards that
they may be numbered according to date of mem-
bership, and then rearranging them in alphabetical
order for grand body records. Where hundreds,
and even thousands, of cards are at hand, it be-
comes necessary to adopt some method, expedi-
tious and accurate. The method adopted by us is
as follows :
Take one or two plain one-half inch boards, say
five or six feet long and a foot wide. Draw two
parallel lines, lengthwise ; one, two inches from the
top side ; the other, seven inches from the top.
Then draw vertical lines across the board, or at
right angles w r ith the long ones, six inches apart.
Then on the horizontal lines, one and three-quar-