Records Management And Archives In The Parish

Records Management andArchives in the Parish

Part IRecords Management

Records ManagementYou encounter manytypes of records in aparish office, rangingfrom routine office filesto documents thatdate back to theparish’s founding.

Records ManagementThe records you dealwith come in manyformats, includingwritten documents,photographs, andelectronic files, toname just a few.

Records ManagementHow to care for all ofthese records hasbecome a realchallenge in manyparishes, especiallythe volume forwhich you areresponsible.

Records ManagementDespite the numberand variety ofrecords you areresponsible for,however, theunderlying questionremains the same:How do you knowwhat records tokeep and what tothrow out?

Records ManagementFor too many, theanswer is either to throwout everything or tokeep everything.Both answers areproblematic and I’mhere to tell you why.

Records ManagementTo help institutions andorganizations answerthese questions, thefield of recordsmanagement hasemerged.

Records ManagementOne of the mostimportant contributionsthey have made is toestablish that everyrecord has a life span,from its creation and useto its storage.

Records ManagementIdentifying the lifespan ofa record will help you todetermine what recordsyou can safely throw outand what you need tokeep.

Records ManagementA Records Management program will: Establish control over the records

Records ManagementA Records Management program will: Establish control over the records Improve efficiency

Records ManagementA Records Management program will: Establish control over the records Improve efficiency Save storage space

Records ManagementA Records Management program will: Establish control over the recordsImprove efficiencySave storage spaceEnsure compliance with legal requirements(civil and canon)

Records ManagementA Records Management program will:Establish control over the recordsImprove efficiencySave storage spaceEnsure compliance with legal requirements(civil and canon) Ensure preservation of historic records

General misconceptions aboutRecords Management: can wait until deskis cluttered can wait until filingcabinets andstorage closets arefull can wait until thereis an emergency

Records Management5 Steps to establishing a program:1) Perform an inventory of all the records.

Records Management5 Steps to establishing a program:1) Perform an inventory of all the records.2) Appraise the records based on their value, i.e. limited orpermanent, and classification, i.e. legal, administrative, fiscal,historical, or sacramental.

Records Management5 Steps to establishing a program:1) Perform an inventory of all the records.2) Appraise the records based on their value, i.e. limited orpermanent, and classification, i.e. legal, administrative, fiscal,historical, or sacramental.3) Draw up retention schedules that identify how long these recordsshould be kept.

Records Management5 Steps to establishing a program:1) Perform an inventory of all the records.2) Appraise the records based on their value, i.e. limited orpermanent, and classification, i.e. legal, administrative, fiscal,historical, or sacramental.3) Draw up retention schedules that identify how long these recordsshould be kept.4) Store inactive records in a secure area, separating those oflimited value from those that are permanent. Clearly identify allboxes, noting dates of retention.

Records Management5 Steps to establishing a program:1) Perform an inventory of all the records.2) Appraise the records based on their value, i.e. limited orpermanent, and classification, i.e. legal, administrative, fiscal,historical, or sacramental.3) Draw up retention schedules that identify how long these recordsshould be kept.4) Store inactive records in a secure area, separating those oflimited value from those that are permanent. Clearly identify allboxes, noting dates of retention.5) Dispose of all records that have out-lived their assigned value.

Records ManagementWhat is the significance of the records youhave identified as “permanent” whileconducting your inventory?

Records ManagementWhat is the significance of the records youhave identified as “permanent” whileconducting your inventory?They are therecords that willcomprise yourparish archives.

Sample Records Retention ScheduleRecords Series & TitleRetention RecommendationSacramental Records SeriesMarriage RegisterPermanent. Canon 1121.Sacramental. HistoricalMarriage Case FileLimited. Retain 70 years, then destroy.Administrative value ceases.Annulment Case FilesLimited. Retain 40 years, then destroy.Administrative value ceases.

Sample Records Retention ScheduleRecords Series & TitleRetention RecommendationAdministrative Records SeriesAnnouncement Book (daily orweekly records of parish activities)Permanent. Administrative.HistoricalAnnual Report of the ParishPermanent. Administrative.Historical.Correspondence – Official(concerning parish policy,diocesan directives, etc.)Permanent. Administrative.Historical.Correspondence – RoutineLimited. Administrative.Annual Review.

Sample Records Retention ScheduleRecords Series & TitleRetention RecommendationPersonnel Records SeriesEmployment Contracts (officeand pastoral staff)Limited. Administrative. Retain 5years after termination ofemployee, then destroy. Valueceases.Payroll JournalLimited. Administrative. Retain 50years, then destroy. Value ceases.W-2, W-, W-4 FormsLimited. Administrative. Retain 4years, then destroy. Value ceases.

Sample Records Retention ScheduleRecords Series & TitleRetention RecommendationFinancial Records SeriesBank StatementsLimited. Retain 7 years, thendestroy. Fiscal value ceases.Building Fund Account BookPermanent. Historical.Canceled Checks andCheck StubsLimited. Fiscal. Retain 7 years,then destroy. Value ceases.Trust Fund/Estate Contribution/Pious Foundations RecordsPermanent. Canon 1306.Fiscal.

Sample Records Retention ScheduleRecords Series & TitleRetention RecommendationProperty Records SeriesArchitectural DrawingsPermanent. Administrative.Historical.Construction FilesPermanent. Administrative.Historical.Equipment File (catalogs,instructions, warranties,inspection certificates, etc.)Limited. Administrative. Retain untilsuperseded. Value ceases.

Sample Records Retention ScheduleRecords Series & TitleRetention RecommendationCemetery Records SeriesAccount Card (record of lotownership and payments)Permanent. Administrative.Annual ReportPermanent. Administrative.Historical.Bank StatementsLimited. Fiscal. Retain 7 years, thendestroy. Value ceases.Burial Card (interment records,including name, date of burial,name of funeral director, lotnumber and place of death)Permanent. Administrative.Historical.

Benefits of a retention schedule: Establish standards for maintaining files

Benefits of a retention schedule: Establish standards for maintaining files Identify and Protect records of permanentvalue

Benefits of a retention schedule: Establish standards for maintaining files Identify and Protect records of permanentvalue Purge regularly any records of limited value

Benefits of a retention schedule: Establish standards for maintaining files Identify and Protect records of permanentvalue Purge regularly any records of limited value Ensure compliance with legal requirements

Benefits of a retention schedule: Establish standards for maintaining files Identify and Protect records of permanentvalue Purge regularly any records of limited value Ensure compliance with legal requirements Simplify office procedures

Benefits of a retention schedule: Establish standards for maintaining files Identify and Protect records of permanentvalue Purge regularly any records of limited value Ensure compliance with legal requirements Simplify office procedures Save space, time, and money

Electronic Records

What Electronic Records? word-processeddocuments e-mail spreadsheets;databases web pages digital images online newsletters

Software for Parishes Rosters of membersContributionsBulletinsSchool informationCash accountsBurial plot maps

Electronic RecordsWhat are your preservation goals? Preserve content Ensure access

Electronic RecordsPreservation Strategies: Perform backupsPrint to hardcopiesMigrationStore offsite

Part IIArchives

“ archives are places of memory of the Christian communityand storehouses of culture for the new evangelization.”- Pontifical Commission for the Cultural Heritage of theChurch, “The Pastoral Function of Church Archives”St. LawrencePatron Saint of Archives

ArchivesOnce you’ve identified the records that are ofpermanent value to the parish, you have thefoundation of your archives program.

ArchivesOnce you’ve identified the records that areof permanent value to the parish, you havethe foundation of your archives program.This is because anarchives is the repositoryfor an institution’s mosttreasured records andserves as the collectivememory of thatinstitution.

ArchivesWhat does canon law have to say aboutparish archives?Each parish is to have a registry or archive inwhich the parish books are kept along withepiscopal letters and other documents whichought to be preserved due to necessity orusefulness; (Canon 535/4)

ArchivesHow does one set upan archives in theparish?

Archives Controlled environment– Consistent temperature and humidity– No direct, prolonged exposure to light– Secure space and restricted access

Archives Controlled environment– Consistent temperature and humidity– Secure space and restricted access– Identify potential problems and address Proper storage and handling– Store records in archival boxes or cabinets– Organize records in a safe and accessiblemanner– Handle records with care

ArchivesWhat are the benefits of having a parisharchives program? Ensure preservation of permanent records Create an invaluable resource for your faithcommunity

Announcement Book (daily or Permanent. Administrative. weekly records of parish activities) Historical Annual Report of the Parish Permanent. Administrative. Historical. Correspondence – Official Permanent. Administrative. (concerning parish policy, Historical. diocesan directives