Retention of Information on Congregations
| Disposition of Records | Care of Records | Final Disposition |
|---|---|---|
| Constitutions and bylaws of congregations Articles of incorporation | Retain while current. | Send inactive documents to the synod or regional archives. |
| Copies of property related documents of congregations | Retain while current. | Send inactive files to the synod or regional archives. |
| Congregation insurance policies | Retain copies of current and retired policies | Records are retained permanently by the synod. |
| Congregation annual reports | Retain current copy. | Send inactive copy to the synod or regional archives. |
| Congregation statistical reports | If received on paper, retain current copy for 2 years. | Destroy as replaced |
| Congregation benevolence giving statement | Retain while current. | Destroy as replaced |
| Letters of call or employment | Retain the current copy. (Place the original copy in the individual’s file.) | Records are retained permanently by the synod. |
| Congregation profile | Retain while current. | Send inactive documents to the archives. |
| Congregation histories and anniversary books Reports of special congregation projects Congregation audio and visual materials Samples of congregation newsletters Promotional pieces Bulletins of special occasions | There is no need to accumulate in the synod office beyond immediate usefulness. | Send directly to the synod or regional archives. |
| Congregation leadership directory | Retain the current year. | Destroy as replaced |