Annual Conference Retention Schedule

ACCIDENT AND INJURIES RECORDS

Workers Compensation Claims Records

This series documents claims made by institution employees for occupational injuries, accidents, or illnesses; insurance coverage and related reimbursement issues; and safety analysis and compliance inspections. This series may include but is not limited to Report of Accident forms; Occupational Safety and Health Administration (OSHA) Form 200; OSHA Form 101; incident logs; employer payroll reports; hearing transcripts; notices of claim disposition; determination orders; opinions and orders; appeal letters; claim adjustment documentation; medical reports; cost statements; and related documentation and correspondence.

Official Copy: conference office
Retention: 6 years after case settlement.
Destroy the Official Copy 6 years after case settlement.

ACCOUNT REQUEST FORMS  

This series documents a request to establish a new account or change an existing one. This series reflect account titles and numbers; types of accounts; sources of funds; grant or contract numbers; dates of start or change to accounts; positions or names of staff members who will control accounts; and approving authority signatures.

Official Copy: Treasurer
Retention: 3 years after account becomes inactive.
Destroy the Official Copy 3 years after account becomes inactive.

ACCOUNTS PAYABLE RECORDS

Claims and Disbursements Records, Expenses, Accounting, Bookkeeping, Paid Invoices, Finance, Purchasing

This series documents expenditures and purchases. The series may also be used to research, evaluate, and monitor prior transactions and/or track the budget. This series may include but is not limited to Purchase Orders; Contract Release Orders; Balance Sheets; bills; invoices; Invoice Vouchers; Journal Voucher/Entry Forms; price quotes; requisitions; justifications of purchases; payment authorizations; reports of receipt of goods or services; and related documentation and correspondence.
Official Copy: Treasurer
Retention: 7 years
Destroy the Official Copy after 7 years.  
Other copies used in offices
Retention: 2 years.
Destroy other copies after 2 years.  

ACCOUNTS RECEIVABLE RECORDS

A/Rs, Billing Records, Charges Records, Sales Fiscal Records, Rentals Fiscal Records, Journal Vouchers, Invoice Records

This series is used to provide a record of billings and collections for the office and units/programs which report to the office. It is also used to provide a record of customers owing monies and to reconcile the account. This series may include but is not limited to Account Edit sheets; classified advertisement forms; VISA/MasterCard payment forms; invoices; journal vouchers; receipts; and related documentation and correspondence.
Official Copy: Treasurer
Retention: 7 years.
Destroy the Official Copy after 7 years.  
Other copies used in offices
Retention: 2 years.
Destroy other copies after 2 years.

ACT OF INCORPORATION

Acts of Incorporation, incorporation papers

Official papers relating to the incorporation of an agency or institution
Official Copy: Secretary
Retention: Permanent  

ADMINISTRATIVE REPORTS

Conference journals, board and committee reports, Camps, institutions and project reports 

This series documents the annual activity of the conference and its subdivisions. Final annual reports may be printed and bound or they may be less formal unpublished documents prepared for limited distribution. Report sections may include but are not limited to administrative activities; goals and objectives achieved; fiscal status; project work performed; personnel activity and accomplishments; facility changes; and related sections. This series may include but is not limited to annual conference journal, board and committees reports of the conference; camps and other institutions supported by the conference and special project run by the conference; and related documentation and correspondence.

Official Copy: Conference office
Retention: Permanent; annually transfer two copies to the custody of the Conference Archives
Other copies: Receiving units
Retention: Until superseded or obsolete.
Destroy all other copies when superseded, obsolete, or no longer needed for reference.

AFFIRMATIVE ACTION RECRUITMENT REVIEW RECORDS

Affirmative Action Compliance Record, Affirmative Action Compliance Data (AACD), Applicant Pool Reports, Contract Review Records

This series documents review of all stages of hiring by Affirmative Action and Equal Opportunity. This series may include but is not limited to position descriptions; Affirmative Action Compliance Data sheets; Affirmative Action compliance statements; Applicant Pool and Appointment Reports; utilization reports; payroll-budget requests; contract requests to offer appointments; certificates of eligibles; and related documentation and correspondence.

Official Copy: Conference Office
Retention: 6 years.
Destroy the Official Copy after 6 years.

ANNUAL FISCAL REPORTS

Closing of the Books Records, Financial Reports, Balance Reconciliation Records, State Accounts Reports

This series documents annual fiscal year-end status of accounts and is used to provide the office with summary information relating to its programs which may be used for planning or review. The series includes reconciliation reports; annual operating statements; schedules of rates; and related correspondence.

Official Copy: Treasurer
Retention: Permanent
Send official copy to Archives on regular basis.
Other copies used in offices
Retention: 3 years.
Destroy other copies after 3 years.

ARCHITECTURAL DRAWINGS, BLUEPRINTS, AND MAPS  

This series provides a detailed graphic record of land and buildings of the Conference. The series is used as a primary source tool when working on projects to improve or maintain existing buildings and/or land and also when working on new construction. These records are largely created as part of individual construction projects but may include drawings, maps, and photographs worked up independently by the office and from various sources. This series may include but is not limited to architectural blueprints; sketches; aerial photographs; preliminary planning drawings; as built drawings; drawings reflecting changes to the original plans; soil testing maps; any other type of graphic representation produced relating to buildings, systems, and land; and related documentation.

Official Copy: Conference office
Retention: Permanent.
Transfer the Official Copy to the Conference Archives when superseded or inactive.
Other copies used in offices
Retention: 3 years after contract completion.
Destroy other copies 3 years after contract completion.
NOTE: Check with the Archives before destroying any other copies of records in this series.

AUDIT RECORDS  

This series documents the unit's response to internal and independent management, operations, and fiscal audits. This series may include but is not limited to audit reports; written responses showing how recommended changes will be implemented; and related documentation and correspondence.

Official Copy: Treasurer
Retention: Permanent.
Send official copy to Archives on regular basis.

BANK DEPOSIT BOOKS  

Official records of bank deposit transactions
Official Copy: Treasurer
Retention: 7 years
Destroy official copy after 7 years  

BANK DEPOSIT SLIPS  

Receipt from bank of deposit transaction
Official Copy: Treasurer
Retention: 3 Years
Destroy official copy after 3 years  

BANK STATEMENTS  

Routine statement of accounts (see canceled checks below).
Official Copy: Treasurer
Retention: 7 years
Destroy official copy after 7 years  

BENEFITS POLICIES AND PROCEDURES RECORDS  

This series documents policy and procedure decisions and important events in the operations history of the office and includes contracts and formal documents which state or form the basis for policy or set precedents. This series includes but is not limited to records concerning dependent care flexible spending account program records; early retirement programs; employee orientation program; injured worker benefits; medical, dental, life/disability insurance program records; open enrollment records; Retirees; tax deferred investment programs; US Savings Bonds; Volunteer Insurance; and related documentation and correspondence.

Official Copy: Conference Office
Retention: Permanent
Transfer superseded documents to Archives.

BEQUEST AND ESTATE PAPERS

Wills, gift agreements, bequests and other grants of real property or assests.

This series relates to gifts, financial or otherwise, to the conference or to one of its agencies. These papers document the origin, transfer and requirements or restrictions of the gift

Official Copy: Conference Office/agency
Retention: Permanent
Transfer to Archives for permanent safe keeping  

BUDGET RECORDS

Annual Budget

This series documents the annual budget; and related documentation and correspondence.

Official Copy: Treasurer
Retention: Permanent.
After 2 years, transfer the Official Copy to the Archives.

BYLAWS

Bylaws, procedural regulations, meeting policies, constitutions

Organizational bylaws and other regulations relating to the conduct of meetings or organizations

Official Copy: Conference Office/committee chair
Retention: Permanent
Transfer previous version to Archives after amendment  

CANCELED CHECKS

Cashed Checks

This series documents redeemed checks written on conference accounts. Information on each check may include check number, date, amount, endorsement, account number, validation date, and related documentation.

Official Copy: Treasurers
Retention: 7 years.
Destroy the Official Copy after 7 years

CERTIFICATES OF DEPOSIT, CANCELED  

Redeemed or canceled certificate of deposits

Official Copy: Treasurer
Retention: 3 Years
Destroy official copy after 3 years  

COMMITTEE RECORDS

Conference Committees Records, Agency Committee Records, Board Committee Records

This series documents the activities of standing and ad hoc committees, agencies and boards of the conference. They may function as steering committees, activities committees, standards committees, planning committees, awards committees, councils, etc. This series may include but is not limited to agendas; meeting minutes; reports; notes; working papers; and related documentation and correspondence

Official Copy: Committee secretary
Retention: Permanent
Transfer the Official Copy of permanent records to the Archives after 4 years. 

CONTRACTS

Repairs and Maintenance, Lease Agreements, Loans and Notes

This series contains contracts that have either been completed or terminated. This includes Repairs and Maintenance, Lease Agreements, Loans/Notes and Service type of contracts

Official Copy: Conference Office
Retention: 4 Years for Service contracts
Destroy after 4 years
Retention: 6 Years for Repairs/Maintenance, Lease, Loans and Notes
Destroy after 6 years
Retention: Permanent for contracts on new construction, betterments/improvements
Transfer to Archives for permanent safekeeping.

CORRESPONDENCE

Transitory correspondence, Subject correspondence

A large amount of correspondence should be considered transitory or routine general correspondence. Correspondence of this type might include responses to inquiries concerning various functions of the conference, information about assistance programs run by the church or in which the church is involved and other routine correspondence which reflects a normal part of the conference's program. Special or subject correspondence may focus on a special program or service in which the conference is involved, such as special worship services or specific assistance programs or some other program which has a specific beginning and end. Transitory correspondence should be reviewed and destroyed on a yearly basis, which subject correspondence should be kept, as it documents a special event in the Conference's life.
Transitory correspondence

Official Copy: Conference office
Retention: 1 year
Destroy after one year  
Subject correspondence
Official Copy: Conference office or program secretary
Retention: Permanent; transfer to archives on regular basis or after end of program

DEDUCTION AUTHORIZATION RECORDS

Deductions Input List

This series documents deductions from salary checks authorized by employees. These records include lists with notation of authorized deductions as well as actual deduction forms. This series may include but is not limited to deduction information on medical, dental, life, and disability insurance; United Way and Foundation contributions; and miscellaneous deductions.

Official Copy: Conference office
Retention: 4 years after authorization expires or is superseded.
Destroy the Official Copy 4 years after authorization expires or is superseded.

DEEDS

Deeds, conveyances, covenants, easements, certificates of title to property

This series is comprised of documents which deal with ownership and related correspondence.

Official copy: Conference office
Retention: Permanent  

EMPLOYMENT ELIGIBILITY VERIFICATION FORMS I-9s

This series documents information used to establish the identity and to verify the employment eligibility of employees to preclude the unlawful hiring of persons not authorized to work in the United States. This series includes completed I-9 forms and copies of documents that establish the identity and the employment eligibility of the employee.

Official Copy: Conference office
Retention: 1 year after employee separation or after 3 years, whichever is longer.
Destroy the Official Copy 1 year after employee separation or after 3 years, whichever is later.

EMPLOYMENT POLICIES AND PROCEDURES RECORDS

Employment Policies

This series documents employment policies and procedures administered by personnel offices. This series may include but is not limited to information on appointments; employment of handicapped persons; family employment program; interviewing; job sharing; nepotism; temporary appointments; transfers; and related documentation and correspondence.

Official Copy: Conference office
Retention: Permanent
Retain the Official Copy in Conference office until superseded and then transfer to the custody of the Archives for weeding, arrangement, and permanent retention of historical materials.

GRIEVANCE RECORDS  
This series documents grievances brought forward by employees against the institution concerning affirmative action; equal opportunity; policies and procedures. This series may include but is not limited to notices of grievance; informal discussion notes; grievance responses; formal hearing records, including tapes; transcripts and tapes of individual interviews; logs of persons interviewed; action(s) taken; settlement agreements; case histories; final summary statements; appeals documentation; and related documentation and correspondence.
Official Copy: Conference office or Legal Advisor
Retention: 3 years after grievance is settled.
Destroy the Official Copy 3 years after grievance is settled.  

INSURANCE POLICIES, INACTIVE  

This series is comprised of inactive insurance polices and related correspondence.

Official Copy: Conference Office
Retention: Permanent
Transfer inactive policies to the Archives  

INSURANCE ELECTION RECORDS, EMPLOYEES'  

This series is comprised of the forms filled out by employees when they make their insurance options elections

Official Copy: Conference Office
Retention: 6 years after termination of employment
Destroy official copy after 6 years  

INVENTORIES OF PROPERTY AND EQUIPMENT  

This series consists of lists, both written and photographic, of the property and equipment of the conference or agency

Official Copy: Conference Office
Retention: Until superseded by new version
Transfer old copies to Archives for review.  

INVOICES  

This series contains invoices and paid bills

Official Copy: Treasurer
Retention: 7 years, except for major building construction/alterations - Permanent
Destroy official copy after 7 years (transfer construction records to Archives)

PAY AUTHORIZATION RECORDS  

This series consists of pay documents which substantiate and, in part, authorize the issuance of payroll checks for particular amounts. This series may include but is not limited to Payroll/Budget Request Forms and time cards.

Official Copy: Conference treasurer
Retention: 5 years.
Destroy the Official Copy after 5 years.  
Other copies used in offices
Retention: 1 year.
Destroy other copies after 1 year.  

PERSONNEL RECORDS, STAFF

Personnel Files

This series documents the employee's work history and includes routine, non-evaluative information such as job title, rank, full-time equivalency (FTE), dates of employment, salary, employing department, education and employment background. Some of the documents comprising this series include confidential information such as social security number, birth date, and marital status. This series may include but is not limited to copies of Affirmative Action Compliance Data Forms; Applications and Contracts for Sabbatical Leave; Conditions of Employment; Memoranda of Agreement; Notices of Appointment; Pay/Budget Action Forms; Personnel Action Forms (PAs), including Salary Adjustments Requests for Approval for Outside Employment; resumes or curriculum vitae; Retirement Agreements; Sick Leave Accrual Forms; and related documentation and correspondence, such as letters of resignation and memos confirming appointments.

Official Copy: Conference office
Retention: 7 years after termination
Destroy official copy 7 years after termination of employment  

PERSONNEL RECORDS, MINISTERIAL

Ministerial records, diaconal records

This series will contain identifying/directory information, such as name and address; census-type information, usch as gender, ethnic origin and birth date; family data such as marital status, date of marriage and names of children; candidacy information; conference relationship information such as dates of admission and status; appointment information; judicial proceedings records and surrendered credentials. (See supervisory files)

Official Copy: Conference Office
Retention: Genealogical information and appointment data- Permanent; 25 years after end of relationship for rest of file
Transfer to archives after person no longer active

PROPERTY FILES

deeds, title papers, repair history, permits, lease agreement and correspodence
This series contains records dealing with the ownership and maintenance of property.
Official Copy: Conference Office.
Retention: Permanent
Transfer to Archives for permanent safekeeping  

PURCHASE ORDERS  

This series documents purchase of items, or repair of items and related correspondence

Official Copy: Treasurer
Retention: 7 years
Destroy after 7 years  

REAL ESTATE SURVEYS

Real estate survey, plots plans

This series contains real estate surveys, plots plans and related correspondence.

Official Copy: Conference Office
Retention: Permanent
Transfer to Archives for safekeeping  

REJECTED APPLICATIONS

Rejected and Incomplete Employment Applications

This series documents employment applications that were submitted for jobs with the conference and for reasons of incompleteness or inadequate qualifying experience/training are rejected.

Official Copy: Conference office
Retention: 2 years.
Destroy the Official Copy after 2 years.  

SEARCH RECORDS  

This series documents the selection process for advertised management service and classified positions. This series may include but is not limited to applications; curriculum vitae or resumes; academic transcripts; samples of writing or publications; approvals of recruitment proposals; Certificate of Eligibles; candidate lists; position announcements; position advertisements; position descriptions; copies of Affirmative Action Compliance Data Forms; interview materials such as rating sheets, tallies, screening and interview notes, review committee notes and memoranda; telephone conversation notes; and related correspondence such as cover letters and reference letters.

Official Copy: Conference office
Retention: Place record with the personnel file; 5 years after search completed for all other records.
Retain application materials of successful candidate in the Personnel Files; destroy the Official Copy of all other records 5 years after the search is completed.

SHIPPING AND FREIGHT RECORDS  

This series documents the shipping receiving of material , either by freight carrier or by such carriers as UPS or FedEx, and related correspondence

Official Copy: Office of origin
Retention: 3 years
Destroy after 3 years  

STAFF MEETING RECORDS  

This series documents the meetings of the staff of a department, or office which sets policy and procedures for the unit. Participants at meetings may be composed exclusively of or a mixture of staff, administrators, and managers; specialized and task oriented sub-committees composed of unit personnel are also documented as part of this record series. These meetings may concern routine matters of procedure and topics such as program development, planning, administrative and personnel management, and assessments of future needs. This series may include but is not limited to meeting notes/minutes; reports; working papers; agendas; and related documentation and correspondence.

Official Copy used in offices
Retention: Permanent.  

SUPERVISORY FILES, MINISTERIAL  

This series may contain: list of appointments served; documents, conversations, agreements and supervisor perceptions and any actions which relate to them; letters and comments solicited and unsolicited, information from the local church; appraisals and summaries written by the district superintendent. It may also contain copies of material found in the personnel file. (See also Personnel Files, Ministerial)

Official Copy: Conference Office
Retention: 25 years after separation
Destroy official copy after 25 years.

TAX-EXEMPT CERTIFICATES AND FORM 990  

This series documents the tax-exempt status of the conference and its functions.

Official Copy: Conference Office
Retention: Permanent

TAX RETURNS

Tax returns, tax filings

This series comprises tax returns, supporting documentation and related correspondence

Official Copy: Treasurer
Retention: 7 years
Destroy 7 years after filing period provide no legal action being taken

TAX WITHHOLDING AUTHORIZATION RECORDS W-4s

This series documents amounts withheld by Payroll from employees' checks for taxing authorities. This series may include but is not limited to the Statement for Claiming Benefits Provided by Section 911 of the Internal Revenue Code; Withholding Allowance Certificates (W-4s); and Non-resident Alien Request for Exemption from Tax Withholding (CO-477). Individual forms may include employees' names, addresses, social security numbers, and tax identification numbers.

Official Copy: Conference treasurer
Retention: 7 years after authorization expires or is superseded.
Destroy the Official Copy 7 years after authorization expires or is superseded.

TIME SHEETS  

This series contains time sheets and related correspondence and memoranda.

Official Copy: Office of origini
Retention: 3 years
Destroy after 3 years

TRAVEL RECORDS  

This series documents approved travel by employees and is used to monitor travel expenditures and for planning purposes. This series may include but is not limited to travel request forms indicating purposes, itineraries, methods of travel, funds from which travel is to be paid, and estimated expenditures; Travel Reimbursement Requests (employee and non-employee); receipts; authorizing signatures; and related documentation and correspondence.

Official Copy: Conference office
Retention: 5 years.
Destroy the Official Copy after 5 years.
Other copies used in offices
Retention: 2 years.
Destroy other copies after 2 years.

ANNUAL CONFERENCE OFFICE & COMMITTEE RECORDS SCHEDULE
RECORD SERIES TITLE	DESCRIPTION	Total	Current	Archives
Accident and Injuries Records	Workers Compensation Claims Records	settled+6	active	NO
Account Request Forms	Request to establish a new account	active+3	2	NO
Accounts Payable Records	Claims and Disbursements Records, Expenses, Accounting, Bookkeeping, Paid Invoices, Finance, Purchasing	7	2	NO
Accounts Receivable Records	A/Rs, Billing Records, Charges Records, Sales Fiscal Records, Rentals Fiscal Records, Journal Vouchers, Invoice Records	7	2	NO
Act of Incorporation	official papers and records	Permanent		As Necessary
Administrative Reports	Conference journal, Annual Reports for conference agencies or corporations	Permanent	4	YES
Affirmative Action Recruitment Review Records	Affirmative Action Compliance Record, Affirmative Action Compliance Data (AACD), Applicant Pool Reports, Contract Review Records	6	2	NO
Annual Fiscal Reports	Closing of the Books Records, Financial Reports, Balance Reconciliation Records, State Accounts Reports	Permanent	4	YES
Architectural Drawings, Blueprints, and Maps		Permanent.		YES
Audit Records		Permanent	4	YES
Bank Deposit Books		7	2	NO
Bank Deposit Slips		3	3	NO
Bank Statements		7	3	NO
Benefits Policies and Procedures Records		Permanent	Active	YES
Bequest and Estate papers	wills, gift agreements, bequests	Permanent		As Necessary
Budget Records	Annual Budget	Permanent.	4	YES
Bylaws		Permanent	Active	YES
Cancelled Checks	Cashed Checks	7	1	NO
Certificates of Deposit, Canceled		3	3	NO
Committee Records	Conference Committees Records, Agency Committee Records, Board Committee Records	Permanent	4	YES
Contracts	repairs, maintenance, lease agreements, loans	4 - service contracts 6 -Repairs, Lease, Loans Permanent - new construction	4	NO - expect for those going to Archives
Correspondence - subject	Correspondence on special or topical interest	permanent	Active	YES
Correspondence - transitory	Routine correspondence	1	1	NO
Deduction Authorization Records	Deductions Input List	Active +4	Active	NO
Deeds	Deeds, Conveyances, Covenants, easements	Permanent		As Necessary
Employment Eligibility Verification Forms		Employed +1 (3 yrs min)	3	NO
Employment Policies and Procedures Records	Employment Policies	Permanent.	Active	YES
Grievance Records		Settled +3	Active	NO
Insurance Policies		Permanent	Active	YES
Insurance Election Records, Employees		employment +6	Active	NO
Inventories of Property and Equipment		Until superseded	Active	Transfer to Archives for Review
Invoices		7 (except for major construction)	3	NO (transfer major construction series to Archives)
Pay Authorization Records		5	1	NO
Personnel Records, Staff	Personnel Files	active+7	Active	NO
Personnel records, ministerial	members of the annual conference	genealogical /appointment - Permanent Rest - Active +25	Active	YES for permanent material
Property Files	deeds, title papers, repair history, permits, lease agreement	Permanent		As Necessary
Purchase Orders		7	3	NO
Real Estate Surveys	surveys, plot plans and related correspondence	Permanent		As Necessary
Rejected Applications	Rejected and Incomplete Employment Applications	2	1	NO
Search Records- accepted		Active+7	Active	NO
Search Records - all others		5	1	NO
Shipping and Freight Records		3	3	NO
Staff Meeting Records		Permanent.	4	YES
Supervisory Files, Ministerial	Members of the annual conference	Active+25	Active	NO
Tax-Exempt Certificates	Certificates and Form 990	Permanent		As Necessary
Tax Returns		7	5	NO
Tax Withholding Authorization Records		Active +7	Active	NO
Time Sheets		3	3	NO
Travel Records		5	1	NO

 

Annual Conference Examples
District Superintendents and District Offices

ADMINISTRATIVE REPORTS

District Reports, District conference, Closed local church records

This series contains official reports from within the district. This includes the  reports from the various district committees and program groups as well as the official district conference session report filed by the superintendent. Closed local church records should be turned over to the conference archives as soon as possible after the closure is complete. SeeDiscipline ¶2549.4.

Official Copy: District office
Retention: Permanent.  
Other copies: Receiving units
Retention: Until superseded or obsolete.
Destroy all other copies when superseded, obsolete, or no longer needed for reference.  

CHARTERS, CONSTITUTIONS & BY-LAWS

District organizations
Charters, constitutions and by-laws for various district organizations

Official Copy: District office or organization secretary
Retention: Permanent  

COMMITTEE RECORDS

Disctrict Committee Records

This series documents the activities of standing and ad hoc committees, agencies and boards of the district. This series may include but is not limited to agendas; meeting minutes; reports; notes; working papers; and related documentation and correspondence.

Official Copy: Committee secretary
Retention: Permanent for agendas, minutes, reports, and correspondence; 4 years for all other records
Transfer the Official Copy of permanent records to the Archives after 4 years; destroy the Official Copy of all non-permanent records after 4 years.  

CORRESPONDENCE

Transitory correspondence,

Subject correspondence

A large amount of correspondence should be considered transitory or routine general correspondence. Correspondence of this type might include responses to inquiries concerning time of services or other functions at the district level; information about assistance programs run by the church or in which the church is involved and other routine correspondence which reflects a normal part of the district=s program. Special or subject correspondence may focus on a special program or service in which the church is involved, such as special worship services or specific assistance program or some other program which has a specific beginning and end. Transitory correspondence should be reviewed and destroyed on a yearly basis, while subject correspondence should be kept, as it documents a special event in the district's life.

Transitory correspondence
Official Copy: District office
Retention: 1 year
Destroy after one year  
Subject correspondence
Official Copy: District office or program secretary
Retention: Permanent; transfer to archives on routine basis or after end of program  

EMPLOYMENT POLICIES AND PROCEDURES RECORDS

Employment Policies

This series documents employment policies and procedures administered by personnel offices. This series may include but is not limited to information on appointments; employment of handicapped persons; family employment program; interviewing; job sharing; nepotism; temporary appointments; transfers; and related documentation and correspondence.

Official Copy: District office
Retention: Permanent.
Retain the Official Copy in District office until superseded and then transfer to the custody of the Archives.  

NEWSLETTERS

District newsletters

Newsletters document many of the basic activities of the District. Not only the district newsletter should be kept, but newsletters of the various groups within the district.

Official Copy: District office for newsletter, group secretary for others
Retention: Permanent; transfer copies to the archives after 2 years    

STAFF MEETING RECORDS  

This series documents the meetings of the staff which sets policy and procedures for the unit. Participants at meetings may be composed exclusively of or a mixture of staff, administrators, and managers; specialized and task oriented sub-committees composed of unit personnel are also documented as part of this record series. These meetings may concern routine matters of procedure and topics such as program development, planning, administrative and personnel management, and assessments of future needs. This series may include but is not limited to meeting notes/minutes; reports; working papers; agendas; and related documentation and correspondence.

Official Copy used in offices
Retention: Permanent.
Retain the Official Copy permanently.

DISTRICT OFFICE & COMMITTEE RECORDS SCHEDULE
RECORD SERIES TITLE	DESCRIPTION	Total	Current	Archives
Administrative Reports	Ddistrict reports, district conference records	Permanent	4	YES
Charters, Constitutions & By-Laws		Permanent		YES
Committee Records	Disctrict Committee Records,	Permanent	4	YES
Correspondence - subject	Correspondence on special or topical interest	permanent	Active	YES
Correspondence - transitory	Routine correspondence	1 year	1	NO
Employment Policies and Procedures Records	Employment Policies	Permanent.	Active	YES
Newsletters	District newsletters such as, UMW, UMM, UMYF and other District group's newsletters	Permanent	2	YES
Staff Meeting Records		Permanent.	2	YES

 Local Church Examples

ACCIDENT AND INJURIES RECORDS

Workers Compensation Claims Records

This series documents claims made by employees for occupational injuries, accidents, or illnesses; insurance coverage and related reimbursement issues; and safety analysis and compliance inspections. This series may include but is not limited to Report of Accident forms; Occupational Safety and Health Administration (OSHA) Form 200; OSHA Form 101; incident logs; employer payroll reports; hearing transcripts; notices of claim disposition; determination orders; opinions and orders; appeal letters; claim adjustment documentation; medical reports; cost statements; and related documentation and correspondence.

Official Copy: Church office
Retention: 6 years after case settlement.
Destroy the Official Copy 6 years after case settlement.  

ACCOUNTS PAYABLE RECORDS

Claims and Disbursements Records, Expenses, Accounting, Bookkeeping, Paid Invoices, Finance, Purchasing

This series documents expenditures and purchases. The series may also be used to research, evaluate, and monitor prior transactions and/or track the budget. This series may include but is not limited to Purchase Orders; Contract Release Orders; Balance Sheets; bills; invoices; Invoice Vouchers; Journal Voucher/Entry Forms; price quotes; Departmental Requisitions; justifications of purchases; payment authorizations; reports of receipt of goods or services; and related documentation and correspondence.

Official Copy: Treasurer
Retention: 7 years.
Destroy the Official Copy after 7 years.  
Other copies used in offices
Retention: 2 years.
Destroy other copies after 2 years.  

ACCOUNTS RECEIVABLE RECORDS

Membership contributions, offering records

This series is used to provide a record of collections and offerings for the local church.

Official Copy: Church Office
Retention: 7 years.
Destroy the Official Copy after 7 years.  
Other copies used in offices
Retention: 2 years
Destroy other copies after 2 years.  

ADMINISTRATIVE REPORTS

Charge Conference reports, Administrative Board Reports, Council on Ministries reports, or Administrative Council Reports

This series documents the annual activity of the local church and its subdivisions. Final annual reports may be printed and bound or they may be less formal unpublished documents prepared for limited distribution. Report sections may include but are not limited to administrative activities; goals and objectives achieved; fiscal status; project work performed; personnel activity and accomplishments; facility changes; and related sections. This series may include but is not limited to local church charge conference report; administrative board and Council on Ministries reports, or Administrative council reports.

Official Copy: Church office
Retention: Permanent  
Other copies: Receiving units
Retention: Until superseded or obsolete.
Destroy all other copies when superseded, obsolete, or no longer needed for reference.  

ANNUAL FISCAL REPORTS

Closing of the Books Records, Financial Reports, Balance Reconciliation Records

This series documents annual fiscal year-end status of accounts and is used to provide the office with summary information relating to its programs which may be used for planning or review. The series includes annual operating statements; schedules of rates; and related correspondence.

Official Copy: Treasurer
Retention: Permanent
Send official copy to Archives on regular basis.  
Other copies used in offices
Retention: 3 years.
Destroy other copies after 3 years.  

ARCHITECTURAL DRAWINGS, BLUEPRINTS, AND MAPS  

This series provides a detailed graphic record of land and buildings of the local church. The series is used as a primary source tool when working on projects to improve or maintain existing buildings and/or land and also when working on new construction. These records are largely created as part of individual construction projects but may include drawings, maps, and photographs worked up independently by the office and from various sources. This series may include but is not limited to architectural blueprints; sketches; aerial photographs; preliminary planning drawings; as built drawings; drawings reflecting changes to the original plans; soil testing maps; any other type of graphic representation produced relating to buildings, systems, and land; and related documentation.

Official Copy: Church office
Retention: Permanent.
Transfer the Official Copy to the local church archives when superseded or inactive.  
Other copies used in offices
Retention: 3 years after contract completion.
Destroy other copies 3 years after contract completion.
NOTE: Check with the Archives before destroying any other copies of records in this series.  

AUDIT RECORDS  

This series documents the unit's response to internal and independent management, operations, and fiscal audits. This series may include but is not limited to audit reports; written responses showing how recommended changes will be implemented; and related documentation and correspondence

Official Copy used in offices
Retention: Permanent
Send official copy to Archives on regular basis  

BANK DEPOSIT BOOKS  

Official records of bank deposit transactions

Official Copy: Treasurer
Retention: 7 years
Destroy official copy after 7 years  

BANK DEPOSIT SLIPS  

Receipt from bank of deposit transaction

Official Copy: Treasurer
Retention: 3 Years
Destroy official copy after 3 years  

BANK STATEMENTS  

This series documents redeemed checks and other financial matters related to local church bank accounts.

Official Copy: Church Office or treasurer
Retention: 7 years.
Destroy the Official Copy after 7 years.  

BENEFITS POLICIES AND PROCEDURES RECORDS  

This series documents policy and procedure decisions and important events in the operations history of the office and includes contracts and formal documents which state or form the basis for policy or set precedents. This series includes but is not limited to records concerning dependent care flexible spending account program records; early retirement programs; employee orientation program; injured worker benefits; medical, dental, life/disability insurance program records; open enrollment records; Retirees; tax deferred investment programs; US Savings Bonds; Volunteer Insurance; and related documentation and correspondence.

Official Copy: Church Office
Retention: Permanent
Transfer superseded documents to Archives  

BEQUEST AND ESTATE PAPERS

Wills, gift agreements, bequests and other grants of real property or assests.

This series relates to gifts, financial or otherwise, to the conference or to one of its agencies. These papers document the origin, transfer and requirements or restrictions of the gift

Official Copy: Conference Office/agency
Retention: Permanent
Transfer to Archives for permanent safe keeping  

BUDGET RECORDS

Annual Budget

This series documents the annual budget; and related documentation and correspondence.

Official Copy: Treasurer
Retention: Permanent.
After 2 years, transfer the Official Copy to the local church archives.  

BULLETINS

Sunday worship bulletins,

Special local church occasion bulletins

Bulletins provide a resource for ministers as well as document the worship practices of the church. They often also include special news of interest for the local church. Special local church occasions could be a church anniversary, mortgage burning service, or dedication service.

Official Copy: Church office
Retention: Permanent, transfer to archives after 2 years.  

BYLAWS

Bylaws, procedural regulations, meeting policies, constitutions

Organizational bylaws and other regulations relating to the conduct of meetings or organizations

Official Copy: Church Office/committee chair
Retention: Permanent
Transfer previous version to Archives after amendment  

CANCELED CHECKS

Cashed Checks

This series documents redeemed checks written on conference accounts. Information on each check may include check number, date, amount, endorsement, account number, validation date, and related documentation.

Official Copy: Treasurer
Retention: 7 years.
Destroy the Official Copy after 7 years

CERTIFICATES OF DEPOSIT, CANCELED  

Redeemed or canceled certificate of deposits

Official Copy: Treasurer
Retention: 3 Years
Destroy official copy after 3 years  

COMMITTEE RECORDS

Church Committee Records

This series documents the activities of standing and ad hoc committees, agencies and boards of the local church. They may function as steering committees, activities committees, standards committees, planning committees, awards committees, councils, etc. This series may include but is not limited to agendas; meeting minutes; reports; notes; working papers; and related documentation and correspondence.
Official Copy: Committee secretary
Retention: Permanent for agendas, minutes, reports, and correspondence; 4 years for all other records
Transfer the Official Copy of permanent records to the Archives after 4 years; destroy the Official Copy of all non-permanent records after 4 years.  

CONTRACTS

Repairs and Maintenance, Lease Agreements, Loans and Notes

This series contains contracts that have either been completed or terminated. This includes Repairs and Maintenance, Lease Agreements, Loans/Notes and Service type of contracts

Official Copy: Church Office
Retention: 4 Years for Service contracts
Destroy after 4 years
Retention: 6 Years for Repairs/Maintenance, Lease, Loans and Notes
Destroy after 6 years
Retention: Permanent for contracts on new construction, betterments/improvements
Transfer to Archives for permanent safekeeping.

CORRESPONDENCE

Transitory correspondence,
Subject correspondence

A large amount of correspondence should be considered transitory or routine general correspondence. Correspondence of this type might include responses to inquiries concerning time of services or other functions at the church; information about assistance programs run by the church or in which the church is involved and other routine correspondence which reflects a normal part of the local church's program. Special or subject correspondence may focus on a special program or service in which the church is involved, such as special worship services or specific assistance program or some other program which has a specific beginning and end. Transitory correspondence should be reviewed and destroyed on a yearly basis, which subject correspondence should be kept, as it documents a special event in the local church's life.
Transitory correspondence

Official Copy: Church office
Retention: 1 year
Destroy after one year  
Subject correspondence

Official Copy: Church office or program secretary
Retention: Permanent; transfer to archives on a routine basis or after end of program  

DEDUCTION AUTHORIZATION RECORDS

Deductions Input List
This series documents deductions from salary checks authorized by employees. These records include lists with notation of authorized deductions as well as actual deduction forms. This series may include but is not limited to deduction information on medical, dental, life, and disability insurance; United Way and Foundation contributions; and miscellaneous deductions.
Official Copy: Church office
Retention: 4 years after authorization expires or is superseded.
Destroy the Official Copy 4 years after authorization expires or is superseded.  

DEEDS

Deeds, conveyances, covenants, easements, certificates of title to property

This series is comprised of documents which deal with ownership and related correspondence.

Official copy: Church Office
Retention: Permanent  

DIRECTORIES

Local church directory, church photographic directory
The church directory lists the members of the local church and photographic directories not only illustrate the people but often have scenes from church life.

Official Copy: Church office
Retention: Permanent. Transfer a copy to the archives.  
Other copies used in offices
Retention: Destroy when superseded  

EMPLOYMENT ELIGIBILITY VERIFICATION FORMS I-9s

This series documents information used to establish the identity and to verify the employment eligibility of employees to preclude the unlawful hiring of persons not authorized to work in the United States. This series includes completed I-9 forms and copies of documents that establish the identity and the employment eligibility of the employee.

Official Copy: Church office
Retention: 1 year after employee separation or after 3 years, whichever is longer.
Destroy the Official Copy 1 year after employee separation or after 3 years, whichever is later.  

EMPLOYMENT POLICIES AND PROCEDURES RECORDS

Employment Policies

This series documents employment policies and procedures administered by personnel offices. This series may include but is not limited to information on appointments; employment of handicapped persons; family employment program; interviewing; job sharing; nepotism; temporary appointments; transfers; and related documentation and correspondence.
Official Copy: Church office
Retention: Permanent.
Retain the Official Copy in Church office until superseded and then transfer to the custody of the Archives.  

GRIEVANCE RECORDS  

This series documents grievances brought forward by employees against the institution concerning affirmative action; equal opportunity; policies and procedures; or articles contained in the Collective Bargaining Agreement. This series may include but is not limited to notices of grievance; informal discussion notes; grievance responses; formal hearing records, including tapes; transcripts and tapes of individual interviews; logs of persons interviewed; action(s) taken; settlement agreements; case histories; final summary statements; appeals documentation; and related documentation and correspondence.

Official Copy: Church office and Legal Advisor
Retention: 3 years after grievance is settled.
Destroy the Official Copy 3 years after grievance is settled.  

INSURANCE POLICIES  

This series is comprised of inactive insurance polices and related correspondence.

Official Copy: Church Office
Retention: Permanent
Transfer inactive policies to the Archives  

INSURANCE ELECTION RECORDS, EMPLOYEES'  

This series is comprised of the forms filled out by employees when they make their insurance options elections

Official Copy: Church Office
Retention: 6 years after termination of employment
Destroy official copy after 6 years  

INVENTORIES OF PROPERTY AND EQUIPMENT  

This series consists of lists, both written and photographic, of the property and equipment of the conference or agency
Official Copy: Church Office
Retention: Until superseded by new version
Transfer old copies to Archives for review.  

INVOICES  

This series contains invoices and paid bills

Official Copy: Treasurer
Retention: 7 years, except for major building construction/alterations - Permanent
Destroy official copy after 7 years (transfer construction records to Archives)

MEMBERSHIP RECORDS

Membership register, baptisms, marriages, transfers

These are permanent records which list the names of each person of the local church. The reflect the membership and the activities of the local church.

Official Copy: Church office
Retention: Permanent  

NEWSLETTERS

Local church newsletters, Sunday School newsletters, UMW, UMM or UMYF newsletters

Newsletters document many of the basic activities of the local church. Not only the church newsletter should be kept, but newsletters of the various groups within the local church.

Official Copy: Church office for newsletter, group secretary for others
Retention: Permanent; transfer copies to the archives after 2 years  

PAY AUTHORIZATION RECORDS PBs

This series consists of pay documents which substantiate and, in part, authorize the issuance of payroll checks for particular amounts. This series may include but is not limited to Payroll/Budget Request Forms and time cards.

Official Copy: Treasurer
Retention: 5 years.
Destroy the Official Copy after 5 years.  
Other copies used in offices
Retention: 1 year.
Destroy other copies after 1 year.  

PERSONNEL RECORDS  

Personnel Files

This series documents the employee's work history and includes routine, non-evaluative information such as job title, rank, full-time equivalency (FTE), dates of employment, salary, employing department, education and employment background. Some of the documents comprising this series include confidential information such as social security number, birth date, and marital status. This series may include but is not limited to copies of Affirmative Action Compliance Data Forms; Applications and Contracts for Sabbatical Leave; Conditions of Employment; Memoranda of Agreement; Notices of Appointment; Pay/Budget Action Forms; Personnel Action Forms (PAs), including Salary Adjustments Requests for Approval for Outside Employment; resumes or curriculum vitae; Retirement Agreements; Sick Leave Accrual Forms; and related documentation and correspondence, such as letters of resignation and memos confirming appointments.

Official Copy: Church office
Retention: 7 years after termination.  

PROPERTY FILES

deeds, title papers, repair history, permits, lease agreement and correspodence

This series contains records dealing with the ownership and maintenance of property.

Official Copy: Church Office.
Retention: Permanent
Transfer to Archives for permanent safekeeping  

PURCHASE ORDERS  

This series documents purchase of items, or repair of items and related correspondence

Official Copy: Treasurer
Retention: 7 years
Destroy after 7 years  

REAL ESTATE SURVEYS

Real estate survey, plots plans

This series contains real estate surveys, plots plans and related correspondence.

Official Copy: Conference Office
Retention: Permanent
Transfer to Archives for safekeeping  

REJECTED APPLICATIONS

Rejected and Incomplete Employment Applications

This series documents employment applications that were submitted for jobs with the conference and for reasons of incompleteness or inadequate qualifying experience/training are rejected.

Official Copy: Conference office
Retention: 2 years.
Destroy the Official Copy after 2 years.  

SEARCH RECORDS  

This series documents the selection process for advertised management service and classified positions. This series may include but is not limited to applications; curriculum vitae or resumes; academic transcripts; samples of writing or publications; approvals of recruitment proposals; Certificate of Eligibles; candidate lists; position announcements; position advertisements; position descriptions; copies of Affirmative Action Compliance Data Forms; interview materials such as rating sheets, tallies, screening and interview notes, review committee notes and memoranda; telephone conversation notes; and related correspondence such as cover letters and reference letters.

Official Copy: Church Office
Retention: Place record with the personnel file; 5 years after search completed for all other records.
Retain application materials of successful candidate in the Personnel Files; destroy the Official Copy of all other records 5 years after the search is completed.

SHIPPING AND FREIGHT RECORDS  

This series documents the shipping receiving of material , either by freight carrier or by such carriers as UPS or FedEx, and related correspondence

Official Copy: Office of origin
Retention: 3 years
Destroy after 3 years  

STAFF MEETING RECORDS  

This series documents the meetings of the staff of a department, or office which sets policy and procedures for the unit. Participants at meetings may be composed exclusively of or a mixture of staff, administrators, and managers; specialized and task oriented sub-committees composed of unit personnel are also documented as part of this record series. These meetings may concern routine matters of procedure and topics such as program development, planning, administrative and personnel management, and assessments of future needs. This series may include but is not limited to meeting notes/minutes; reports; working papers; agendas; and related documentation and correspondence.

Official Copy used in offices
Retention: Permanent.  

TAX-EXEMPT CERTIFICATES AND FORM 990  

This series documents the tax-exempt status of the conference and its functions.

Official Copy: Church Office
Retention: Permanent

TAX RETURNS

Tax returns, tax filings

This series comprises tax returns, supporting documentation and related correspondence

Official Copy: Treasurer
Retention: 7 years
Destroy 7 years after filing period provide no legal action being taken

TAX WITHHOLDING AUTHORIZATION RECORDS W-4s

This series documents amounts withheld by Payroll from employees' checks for taxing authorities. This series may include but is not limited to the Statement for Claiming Benefits Provided by Section 911 of the Internal Revenue Code; Withholding Allowance Certificates (W-4s); and Non-resident Alien Request for Exemption from Tax Withholding (CO-477). Individual forms may include employees' names, addresses, social security numbers, and tax identification numbers.

Official Copy: Treasurer
Retention: 7 years after authorization expires or is superseded.
Destroy the Official Copy 7 years after authorization expires or is superseded.  

TIME SHEETS  

This series contains time sheets and related correspondence and memoranda.

Official Copy: Office of origin
Retention: 3 years
Destroy after 3 years

TRAVEL RECORDS  

This series documents approved travel by employees and is used to monitor travel expenditures and for planning purposes. This series may include but is not limited to travel request forms indicating purposes, itineraries, methods of travel, funds from which travel is to be paid, and estimated expenditures; Travel Reimbursement Requests (employee and non-employee); receipts; authorizing signatures; and related documentation and correspondence.

Official Copy: Conference office
Retention: 5 years.
Destroy the Official Copy after 5 years.
Other copies used in offices
Retention: 2 years.
Destroy other copies after 2 years.

LOCAL CHURCH RECORDS SCHEDULE
RECORD SERIES TITLE	DESCRIPTION	Total	Current	Archives
Accident and Injuries Records	Workers Compensation Claims Records	Settled+6.	Active	NO
Accounts Payable Records	Claims and Disbursements Records, Expenses, Accounting, Bookkeeping, Paid Invoices, Finance, Purchasing	7	2	NO
Accounts Receivable Records	Membership contributions, offering records	7	2	NO
Administrative Reports	Charge Conference reports, Administrative Board reports, Council on Ministries report, or administrative council reports	Permanent	2	YES
Annual Fiscal Reports	Closing of the Books Records, Financial Reports, Balance Reconciliation Records, State Accounts Reports	Permanent	4	YES
Architectural Drawings, Blueprints, and Maps		Permanent.		YES
Audit Records		Permanent	4	YES
Bank Deposit Books		7	2	NO
Bank Deposit Slips		3	3	NO
Bank statements		7	3	NO
Benefits Policies and Procedures Records		Permanent	Active	YES
Bequest and Estate papers	wills, gift agreements, bequests	Permanent		As Necessary
Budget Records	Annual Budget	Permanent.	4	YES
Bulletins	Sunday worship bulletins, special local church occasion bulletins	Permanent	2	YES
Bylaws		Permanent	Active	YES
Cancelled Checks	Cashed Checks	7	1	NO
Certificates of Deposit, Canceled		3	3	NO
Committee Records	Local church committee records	Permanent	4	YES
Contracts	repairs, maintenance, lease agreements, loans	4 - service contracts 6 -Repairs, Lease, Loans Permanent - new construction	4	NO - expect for those going to Archives
Correspondence - subject	Correspondence on special or topic interest	permanent	Active	YES
Correspondence - transitory	Routine correspondence	1	1	NO
Deduction Authorization Records	Deductions Input List	Active + 4	Active	NO
Deeds	Deeds, Conveyances, Covenants, easements	Permanent		As Necessary
Directories		Permanent	Current	YES
Employment Eligibility Verification Forms		Active +1 (3 yrs Min.)	Active	NO
Employment Policies and Procedures Records	Employment Policies	Permanent.	Active	YES
Grievance Records		Active +3.	Active	NO
Insurance Policies		Permanent	Active	YES
Insurance Election Records, Employees		employment +6	Active	NO
Inventories of Property and Equipment		Until superseded	Active	Transfer to Archives for Review
Invoices		7 (except for major construction)	3	NO (transfer major construction series to Archives)
Membership records	Membership register, baptisms, marriages, transfers	Permanent		YES
Newsletters	Church newsletters, UMW, UMM, UMYF and other church group's newsletters	Permanent	2	YES
Pay Authorization Records		5	2	NO
Personnel Records	Personnel Files	Active+7	Active	NO
Property Files	deeds, title papers, repair history, permits, lease agreement	Permanent		As Necessary
Purchase Orders		7	3	NO
Real Estate Surveys	surveys, plot plans and related correspondence	Permanent		As Necessary
Rejected Applications	Rejected and Incomplete Employment Applications	2	1	NO
Search Records- accepted		Active+7	Active	NO
Search Records - all others		5	1	NO
Shipping and Freight Records		3	3	NO
Staff Meeting Records		Permanent.	4	YES
Tax-Exempt Certificates	Certificates and Form 990	Permanent		As Necessary
Tax Returns		7	5	NO
Tax Withholding Authorization Records		Active + 5	Active	NO
Time Sheets		3	3	NO
Travel Records		5	1	NO