Record Retention Guidelines

Legal documents should be filed with the state and a copy retained in the safe deposit box.

Annual audit reports of the church.

Payments for taxes, purchases of property, special contracts, etc., if it is the only record of satisfaction for an obligation.

Records concerning the receipt and administration of trusts, wills, codicils, legacies, estates, and bequests. May include correspondence, reports, accounting information, and other related documents.

Worship bulletins for Sunday worship and special events if bulletins function as a newsletter for the congregation retain permanently. Otherwise retain periodic samples of regular worship bulletins, e.g. when worship changes, and retain all special event bulletins.

Agreement between pastor and congregation as approved by classis. Accepted calls should be filed with the classis stated clerk and a copy kept in the congregation office.

Records relating to formal complaints brought before consistory.

Records and agenda documents of the consistory. Includes reports, correspondence, and other matters referred to in the minutes. Retain permanently. May be deposited in the RCA Archives five years after the volume is completed.

Periodic reports of the consistory to the congregation, classes, and other assemblies.Retain permanently with consistory minutes.

The approved constitution and bylaws of the congregation including all revised documents. Retain permanently.

Written contracts with vendors, workers, etc. Must be retained while still in effect. Retain for seven years after satisfactory completion of contract if no litigation is involved. Contracts relating to hazardous materials or coming under federal or state compliance laws should be retained permanently.

Correspondence, appeals, notices, etc. relating to discipline issues of members.

Backup copies of master files, databases, spreadsheets, and other electronic documents and backup copies of programs or instructions necessary to retrieve information. Retain until replaced or superseded.

See Articles of Incorporation; Constitutions/By-laws.

Routine reports by treasurer to consistory.

Records concerning administration of the general fund may include budgetary information, reports, accounting records, correspondence and other related material.

Policies and maintenance contracts issued for personal liability for clergy, staff, and/or members of the congregation. It is essential to preserve records of payments to & from insurance companies in the event of future litigation.

Keep a file/record of all insurance policy documentation in the event of future claims. These records should include name/address of carrier, policy number, and coverage information.

See Disciplinary Actions.

Records involving litigation in which the assembly, agency, or congregation is a party. May include legal opinions, briefs, correspondence, affadavits, photographs, reports, appeals, and other court documents. Retain for five years and transfer to the archives.

Minutes of groups, e.g. women’s group, sunday school teachers, men’s club, etc. Records should include agenda documents, reports, correspondence, etc. that are referred to in the minutes.

Payment schedules, contracts, and legal documents relating to the mortgage. Mortgage burning ceremonies should involve the burning of copies only.

Publications relating the life and ministry of the assembly, agency, or congregation.

Records relating to ordination of individuals include credentials, transcripts, etc.

Records concerning all personnel and may include applications, resumes, job descriptions, personnel actions, performance reviews, and other related papers.

Reports upon conclusion of professional development opportunities.

Records relating to follow-up report for staff sabbaticals.

Pictures taken of events.

Reference file of all current and past policies and procedures.

Deeds, titles, transfer documents, title insurance documents, appraisals, blueprints, building permits, environmental impact studies and approvals, easements, construction and structural alterations, permits.

Register of members baptized includes date of baptism, date of birth, name, parents, and witnesses (if any). Permanent. May be transferred to archives for preservation.

Register book of funerals and deceased members. May be combined with member register.

Register of marriages includes names of bridegroom and bride, date of marriage, and witnesses.

Record of all individuals formally joining the congregation either by affirmation of faith, transfer, or baptism.

Reports to the consistory from various committees and groups.

Reports of teachers, superintendents, etc.

Photos, Slides, Videotapes, Audiotapes. May include tapes of sermons, programs, discussions, interviews, multi-media record of events, people, facilities, and activities. Used for promotional or instructional purposes, or to document events, etc.