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District Retention Schedules

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.

District Retention Schedule

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 Â¶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

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District Retention Schedules