Retention of Legal Records

Description of RecordsCare of RecordsFinal Disposition
Charter or articles of
incorporation

Synod constitutions and bylaws
Retain in the synod office and send copies to the ELCA Office of the Secretary/Legal Office.Send copies to the synod or regional
archives.
Minutes and reports of the synod assemblyRetain copies in the synod office for current administrative purposes.

Supply the Office of the Secretary and the ELCA Archives a copy of synod assembly minutes and reports
as produced by uploading to your synod’s digital archive in the ELCA Archives’ Synodical
Online Digital Archive or send hard copies to the Office of the Secretary and the ELCA Archives.
Send hard copies of
these minutes and
reports to the synod or regional archives as produced.
Minutes of the synod
council

Minutes of the synod
council executive
committee
Retain copies in the synod office for current administrative
purposes.

Upload electronic copies of synod council, and synod
council executive committee minutes to your synod’s digital archive in the ELCA Archives’
Synodical Online Digital Archive (SODA).
Send hard copies of
these minutes to the
synod or regional
archives as produced.
Deeds, titles, surveys,
leases, mortgages,
easements and blueprints
Place in a fire-proof safe or bank safe deposit box and use
copies for administrative
purposes.
Records are retained
permanently by the
synod.
Tax exempt status reports and documentation of the synod’s nine-digit federal employer
identification number
Retain current documents.Copies are maintained in the ELCA Office of the
Secretary/Legal Office.
Documentation for
bequests, gifts and
endowments
Place in a bank safe deposit box while currentSend to the synod or
regional archives after
the file is closed.
Property and liability
insurance policies
Keep both current and retired policies. Place in a safe deposit box and use copies for
administrative purposes.
Records are retained
permanently by the
synod.
Current service contractsRetain while activeDestroy when no longer current.