Office of the Secretary > Records Management > Advice for the Churchwide Office

A version of this document suitable for printing is available.
Adobe Acrobat Reader is needed to view and print this file. Download the free reader now.

The Records Retenion Schedule for Business Records and the Records Retention Schedule for Programmatic Records accompany this Records Management Manual.

Records Retention Program for the Churchwide Office

What is a Records Retention Program?

A records retention program is a system for identifying, organizing, and preserving the significant documents, both print and electronic, of the work of the Evangelical Lutheran Church in America.  It also properly disposes of the materials that are no longer useful.

What records are included?

Any official records created or received during the course of ELCA business are considered to be the property of this church and not of individual employees.  Records are not to be used for other purposes, removed, retained personally, or destroyed at will.  Please see ELCA Records Final Disposition Policy.

Why do we have such a program?

A records retention system enables us easily to find , records that we need , whether they were created last week, last year or last century.  the program is mandated by the ELCA Constitution [13.41.02.g] and the Church Council (June 1987).

Who participates in the records management program?

The proper care of records is everyone’s responsibility. Staff members are called upon to implement the records retention program and to use good judgment in the disposition of individual documents.

How do we participate in the program?

Consult this Manual and the accompanying Records Retention Schedule. The Manual provides an overview of the process and answers basic questions. It can also help you organize your files. The Schedule identifies each category of document that your unit generates, indicates how long it should be kept in the unit, and if and for how long it should be retained in the off-site Records Center. It also identifies which records should be placed in the Archives. The Director for Records Management, the Director for Archives Administration, or the Chief Archivist will be glad to assist you with the proper care of your records and with their final disposition.

When do we participate in the program?

Records retention is an ongoing activity. With well-organized files and regular maintenance of them, records management is not time-consuming.

In addition, the Cabinet of Executives (January 9, 1990) has mandated that each unit spend one day each year reviewing its records, moving appropriate files to the Records Center or Archives, and discarding those that are no longer useful.

^ back to top ^

Creating and Maintaining Records

You set up and maintain your files—both paper and electronic—in order to locate the information you need, when you need it, in the format from which you can most easily retrieve it, and in such a way that colleagues today and in the future can easily find the information. When directed by the Records Retention Schedule to do so, place originals or copies of documents in your unit’s central files.

How do I set up my files?

Determine the most appropriate medium for your information.

• You may find that an electronic database best serves your needs.
• For easy searching and retrieval, you may maintain text documents in their electronic format as well as on paper. A filing plan for word processing documents should employ the same use of folders and organizational plan as you use for your paper documents.
• Records Retention Schedule a alerts you to the preservation issues involved with your type of electronic data
• While all kinds of electronic media are useful for access to and distribution of information, rapid changes in hardware and software make this an inappropriate  medium for preservation.

Select filing schemes that reflect the primary activities you perform. Some examples:

• I plan events.
• I create print, video, or Web program resources.
• I develop official documents.
• I am responsible for an interunit staff team on. . . .
• I lead training workshops.
• I maintain information from and about organizations such as synods, congregations, agencies, schools, camps, etc.
• I answer telephone, e-mail and mailed questions on a variety of subjects.
• I maintain files on people.
• I manage a budget and pay bills.
• I give grants or loans.

This will help you determine whether your files should be arranged

• by subject,
• by geographic location,
• by organization,
• in alphabetical order,
• in chronological order, or
• in numerical order.

When setting up the files for your various records series, refer to the Records Retention Schedule for a more detailed list of the types of documents which you should place in your files and to determine the final disposition of these documents.

Use manila folders within your hanging folders to hold paper documents which will be transferred to the Archives, as directed by the Records Retention Schedule. Then, when it is time to send your records to the Archives, you can quickly and accurately send the permanent files and discard materials with no lasting value. Do not send hanging folders to the Archives.

How do I protect my paper records?

Duplication and dispersal of vital documents, in the same or other formats, is the most effective and economical way to protect your valuable information. Duplication and dispersal means that you are prepared to restore your information from records held at a remote location. This is the most efficient method of reconstruction, should on-site records inadvertently be destroyed by natural disaster, hardware failure, or human error or mischief.

How can I disperse my records?

Send copies of minutes, governing documents, insurance policies, and similar vital records to the Archives as directed in Records Retention Schedule.

How should I protect vital original documents?

When it is important to protect the original copy of a legal document, place it in a fire proof container or bank safe deposit box and retain copies in the office for your use. Remember to send copies of contracts to the legal office in the Office of the Secretary.

How do I protect digital records?

There are two critical issues regarding the safely of electronically stored data:

1. The Department for Information Technology institutes appropriate procedures for protecting your electronic data by providing for the restoration of current information in the event of hardware failure.  Do not assume that their back-up process serves as permanent storage for your data.  It is designed to restore your files as they appear at the time of the last back-up.

2. If you are using databases for maintaining information on congregations, agencies, institutions, persons, or for financial accounting; you must plan for the migration of the information to newer generations of hardware and software.  Such databases contain information with long term usefulness for charting trends.  In order for this information to remain useful, observe the following:

• Make certain that the structure of the database is documented.  Identify the software, computer language, report form, etc.

• Describe the purpose of the database and the way in which the information was gathered.

• Prepare to migrate the data from one generation of hardware and software to another, so that the information is retained as prescribed by the Records Retention Schedule.

• In a few instances, you should consider the advisability of downloading the information to laser disc for interim storage.  you will need to work with the Department for Research and Evaluation and the Department for Information Technology to accomplish this.

• An early decision must be made as to which reports generated by your database are necessary as permanent legal or historical documents.  These should be printed out and sent to the Archives annually, or as directed by the Records Retention Schedule.

What do I do with e-mail?

Treat routine e-mail as you would a telephone call.  Log it, if necessary; delete it immediately.  It takes up valuable space on our server.

E-mail correspondence that contains important information, policy, or attached documents should be moved to other electronic folders for future reference and use. It should be preserved with other correspondence for the historical collection by printing it out—together with your reply—filing it consistent with your filing scheme, and sending it to the Archives as directed in the Records Retention Schedule.

^ back to top ^

Moving and Retrieving Records

At the time indicated in the Records Retention Schedule, or to relieve storage space in your unit, send files and materials to the Archives building at 321 Bonnie Lane in Elk Grove Village, IL, 60007.  There are four possible destinations in that building;  each serves a different function.  It is very important that you determine the appropriate destination for the records you wish to send.  The Director for Records Management, ext. 2811 and the Director for Archives Administration ext. 2818 will be happy to assist you.

1. Archives

Which records should I send?

Records created or received, which represent your work for the ELCA and which may have evidential and historical value. Most of these are already identified in the Records Retention Schedule. The Archives will accept records in all formats except floppy disks. Records in the Archives are presumed to be available to the public for research.  If sensitive material exists in our files, consult with the Chief Archivist about placing restrictions on access to the information before you send your files.

How do I prepare the records?

Maintain the existing filing scheme; place records in manila folders; and retain the folder identifications. (Do not send hanging file folders.) Box the records in cartons. Complete the "Archives Internal Transfer Form," found on the Web, and place one copy of the completed form in the box and another copy on top of the box. You may wish to retain a third copy for yourself. Further instructions for the use of the form are given below.

How do I send the records?

Call the Director for Records Management at ext. 2811 to arrange transportation.

How may I continue to use the records?

Your records will be accessioned into the historical collection of the ELCA. This is a non-circulating collection. You may use the records in the Archives reference room, or have reasonable amounts of material photocopied and sent to you. Consult with the Director for Archives Administration about special uses of films, photographs, and artifacts.

2. Records Center

Which records should I send?

Send boxes of inactive records, still needed for fiscal, legal, or administrative purposes, which you may need to have returned to you.

Place files with similar retention dates in storage boxes (10"X12"X15"). These may be purchased from any of our office suppliers. Since we also recycle these boxes back into use, you may call the Archives at ext. 2818 to determine if used boxes are available.

Secure the 5-part "Records Transmittal Form" from the Director for Records Management in the Library or call ext. 2811.

On the form, you will identify the records series, inclusive dates, ownership, expiration date, and other characteristics which will aid you in retrieving the correct box.  Please type the information on the form!

How do I send the records?

When you have completed the forms, call the Director for Records Management at ext. 2811 to label and number your boxes and arrange transportation.

How do I retrieve the records?

The Director for Records Management maintains a database inventory indicating the accession, circulation, and final disposition of Records Center boxes.

Call ext. 2811 when you wish to retrieve your box and again when you are ready to have it returned to the Records Center.

How do I know what my unit has in the Records Center?

You will retain one copy of the "Records Transmittal Form" when you send your boxes.

You may request a print-out of your Records Center inventory at any time.

What is the final disposition of my records?

You will be notified annually when the retention date for each box has expired. You are asked to sign the release copy of the "Records Transmittal Form." In keeping with the Records Retention Schedule, your records then may be transferred to the Archives, destroyed, or returned to active use in your unit. If you fail to respond, the Archives staff will make the decision.

3. Publications Storage

Which materials should I send?

Multiple copies of print materials, or other supplies which you will consume.

How do I prepare the material?

Place in small or medium-sized boxes, put labels on three sides of the box to identify the contents, unit, name of responsible person, and date the materials were shipped.

How do I send the material?

Call the Mail Room for pick-up for materials already in the Lutheran Center.

You may also have the printer ship directly to the Archives, if you arrange with the Archives for a shipping date, if boxes are labeled, and if someone from your unit comes to the Archives to receive the materials and put them away. Neither the Archives staff nor the Mail Room staff can do this.

How do I retrieve the material?

You may pick up your materials in person, or you may ask the Mail Room staff to retrieve a clearly identified box for you. An e-mail to the Archives secretary will expedite your request.

Is there an inventory?

No, please keep your own record of the boxes you send to the storage area.

How long may the boxes stay?

Once each year, please discard materials for which you have no further use.  After two years, items will be discarded if they are not being used.

4. Bulk Storage Area

Which materials should I send?

Oversized items which will be used again at Churchwide Assemblies, Global Mission Events, and other events.

How do I prepare the material?

Mark each piece with the unit name, person responsible, and date of sending to the Archives.

How do I send the material?

Call the Mail Room for pick-up or drop it off in person.

How do I retrieve the material?

You may pick it up in person or you may ask the Mail Room staff to retrieve it for you. E-mail to the Archives secretary will expedite your request.

Is there an inventory?

No, please keep a record in your unit.

How long can it stay?

Please review the contents of your storage area once a year. After two years of storage without use, the Archives staff will contact the unit, then dispose of materials not being used.

^ back to top ^

ELCA Records Final Disposition Policy

Any official records created or received during the course of ELCA business are considered to be the property of this church and not of individual employees. To ensure the appropriate and timely final disposition of materials, the following considerations and procedures are to be followed. [CC89.4.11: revised June 30, 1995]

• All ELCA records (current and non-current) in any format, whether paper, electronic, microform, etc., are included.
• All records should be inventoried and assessed as to their operational, legal, fiscal, and historical values, as provided in the Records Retention Schedule.
• All records should be retained in the primary filing area in the unit, transferred to semi-active storage in the Records Center, reformatted (microfilm etc.), destroyed, or transferred to the Archives of this church, according to the guidelines contained in the Records Retention Schedule.
• Final disposition of the records, that is, permanent retention or destruction, will be authorized by the Director for Archives Administration or the Chief Archivist, in consultation with the records creators.
• Appropriate records and archives transmittal forms will be utilized in maintaining a record of permanent accessions as well as for records on schedule in the Records Center and records destroyed. Standard cartons will be utilized for records transmittal and storage.

For additional information contact:

Contact the Office of the Secretary: 8765 West Higgins Road, Chicago, IL 60631 | 800.638.3522 ext. 2800
© Evangelical Lutheran Church in America.  Privacy Policy | Terms of Use | ELCA Home