Create a records retention policy based on applicable legal and administrative considerations. 

Key factors to consider in developing a records retention policy:

• Establish a record retention strategy that clarifies how records will be categorized, stored, the retention period, and records disposal.
• The church council should review and approve the records retention policy.
• Your records retention policy should be reviewed by a local attorney, CPA and your insurance agent.
• Statutory requirements: Federal, state or local laws may govern the retention of certain documents.

Insurance policies:  In some cases, allegations against churches can go back for many years. In these instances, insurance policies must be produced for the time of the incident.

Disposal of records:

• Some organizations maintain a “destruction of records journal.” When the period of time for keeping records has expired, the record is described in the journal before being destroyed.
• Do not destroy records that are involved in current legal or pending legal cases, including IRS investigations.
• Invest in a paper shredder to dispose of confidential records.

Electronic storage:

• Scan and store records electronically rather than as paper copies. This can reduce storage space needs and make retrieval easier.
• Consult with an attorney before implementing an electronic storage policy to ensure that your records comply with any required legal standards.

Reasons to keep church records include…

• Legal requirements
• Potential relevance in future litigation
• Needs of the organization
• Historical importance

Related Posts:

Church Records Retention: Keep These 1-3 Years

Church Records Retention: Keep These for 7-10 Years

Church Records Retention: Keep These Permanently