Collection Policy -- ELCA Region I Archives

The archivist for Pacific Lutheran University, where the regional archives are housed, is responsible for drafting this initial policy. It is recommended that synod archivists, representatives from each synod, the coordinator for ELCA Region I discuss amend, and approve a final collection policy for Region I archives.

The proper name is: Evangelical Lutheran Church in America (ELCA) Region I Archives.

Synod archivists or other designated persons have the authority to negotiate for the transfer of records from synod and Regional I offices. Personnel files that are confidential as well as executive committee notes on disciplinary matters are kept in each bishop's office and then destroyed. Personnel files that include biographical information may be transferred to archives according to retention schedules.

The mission of the ELCA Region I archives is to appraise, collect, preserve, organize, describe and make available non-current ELCA Regional and synodical records which have permanent administrative, legal, fiscal, and historical value.

The ELCA Region I Archives is an administrative department of Southwestern Washington Synod on behalf of the other synods. The responsibility for the management and development of the archives rests with the designated synod archivists under the delegated authority of the bishops of each synod.

It is recommended that an archives advisory committee be appointed to advise the synod archivists regarding policies of the archives. A representative from each synod should constitute the membership of the archives advisory committee.

The archival collection includes types of materials which are normally found in church archives. These include synodical records, master lists of congregations, books, publications, newspapers, yearbooks, catalogs, brochures, bulletins, newsletters, news releases, clippings, scrapbooks, personal papers, oral histories, photographs, slides, filmstrips, motion pictures, videotapes, compact discs, phonodiscs, tape recordings, manuscripts, blueprints, drawings and other ephemera. Both original material and facsimiles, including microprints are collected. Only two copies of each are collected. Artifacts and works of art are collected only as far as space is available.

The archival collection is limited to materials relating to ELCA Region I as well as to predecessors of ELCA.

I. Official synod records

Published annual reports of the synod, including synod assembly material (e.g. pre-assembly reports, worship and ordination service material)
Synod Council agenda, minutes and exhibits
Agenda, minutes and exhibits for synod boards and committees
Synod and Regional inserts to the Lutheran
Master list of congregations in the synod: printout and computer disc
Synod and antecedent financial records. Synod counsel and auditor to be consulted for length of retention of financial records, if synod office needs records older than standard seven year cut-off. Generally, archives are only able to take major entry ledgers, not daily or weekly entry ledger books.
Correspondence of bishop, assistants, other officers and committees and task forces.
Synod newsletter and newspapers

II. Synod records involving Congregations

Congregational histories, anniversary booklets, dedication booklets, sample bulletins and newsletters.
Paper records for fully dissolved congregations. Congregations that have merged and whose records went to the responsible church are not collected
Copies of congregational statistical reports prepared for the ELCA Office of the Secretary.

III. Synod Records involving Persons

Biographical data on pastors and associates in ministry which are not considered confidential. (see "Recommendations for the Care of Information on Rostered Persons Retained in Synod Offices").
Biographical data on deceased pastors and associates in ministry.
Biographical data on prominent lay persons

IV. Records Involving Related Ministries

Records of the Regional Office.
Correspondence and other records of ELCA personnel deployed to synods and regions.
Records of synodical Women of the ELCA organization
Records of synodical Lutheran Men in Mission organization
Records of defunct educational and charitable institutions
Records of defunct camps
Records of special synod sponsored events, appeals and short-term projects
Records of Synod sponsored ecumenical projects and events.
Records of special ministries in the synod whose material may be independent, or supplement, official synod records.

For official church records, the transfer of records is managed via retention schedules mutually agreed upon by the synod archivists and office in question.

For personal papers, donations are documented by a written receipt and donor agreement specifying the conditions of transfer with regards to legal title, restrictions of access, literary rights, and authority to weed.

It is the obligation of the ELCA Region I Archives to care for these records permanently and to provide proper facilities and procedures to insure the preservation of records transferred.

When records are transferred to the ELCA Region I Archives, they become the property of the archives.

It is the responsibility of the synodical archivists to arrange materials which have been transferred according to the recognized archival principles of provenance and original order. Where no apparent order exists, the order should be determined by the potential uses.

Access to the regional archives is limited to those doing legitimate research in matters dealing with ELCA and antecedent church bodies. Researchers are expected to fill in an "Research Application and Record of Use form and to comply with rules and regulations concerning the archives. It is essential that the rules concerning Copyright, Citation and Publication developed by the office of the Secretary, be followed.

Researchers are provided with finding aids and instructions for using them, but are expected to do their own research. For written or telephoned requests, for which the archives personnel has to do the research, there may be a charge.

Because of the physical condition of some records and the sensitivity or confidentiality of others, the regional archives is not open for browsing. Staff members are available to furnish records for researchers. The records must be used in the archives research area.

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