Retention of Information on Persons
Files containing some or all of the following records may exist for the pastor, other rostered persons, employees, registered seminary students, and volunteers.
|Description of Records||Care of Records||Final Disposition|
|Letters of call|
Letters of employment
Letters of application
Honors and clippings
|Right to privacy laws dictate that these files must be held in strictest confidence. However, the file must be made available to the employee upon request. Keep this file locked at all times.||Place biographical information and career history for the congregation's staff in the congregation's archives.|
|Emergency notification forms|
Health related documents, such as worker's compensation
Letters of recommendation
Background and reference checks
Performance appraisals and letters of discipline
Continuing education documentation
Documents related to compensation and benefits
|If information, including background checks and letters of recommendation, attest to the employee or volunteer's fitness to fulfill a responsibility or perform a service, it should be retained for 50 years after completion of service.|
If information relates to a worker's compensation or other claim by the employee, this should be retained until the matter is resolved.
If the information relates to a possible claim or lawsuit by others involving the employee's conduct or duties, it should be retained in the synod office or under controlled access in the synod or regional archives for 50 years after completion of service.
As required, the file for a seminary student is sent to the seminary after he or she has signed for its release. It is not preserved in the congregation.
|Shred either upon completion of service or after 50 years, as noted in the "Care of Records" column.|