Records of Congregations and Mid Councils

A: We only hold records of permanent value that are inactive—that is to say, they are no longer used or are consulted infrequently. We recommend making as few transfers as practicable, and to consider using natural transitions as your springboard. For example, Clerks should make provisions for all permanent records under their care before they leave office.

A: Important records are designated with a permanent retention on the records schedule (linked above). Minutes and registers are the most consequential of these records. This is because minutes relate the mission and actions of the church to itself and to society, while registers contain vital information about the individuals who make up the church—chief among these are records of baptisms, marriages, and deaths. In fact, the maintenance of minutes and registers is so important, it is codified in the Book of Order [see: G-3.0104, on the responsibilities of clerks; G-3.0107, on the maintenance of records; G-3.0204, on the content of minutes and registers].

Additional records created in the course of routine business—like yearly budgets, financial audits, annual reports, directories, and manuals—are also important and must be retained permanently. Often, these records are included in the minutes and retained permanently together.

Any records that do not require permanent retention on the records schedule have temporary value and should be deleted or shredded once their retention requirements have been met. Records with temporary value may not be placed on deposit.

In summary, important, permanent records have some common threads. They tend to summarize activities or decisions over time, and their narrative content can provide context and lead to a richer understanding of the past. Periodic data, on the other hand, which might be summarized elsewhere (e.g. monthly bank statements, weekly records of pledges, or Sunday school attendance) are temporary.

A: Some commemorative records are also permanent. These materials document aspects of church life that are not recorded in official business. This can include newsletters, brochures, bulletins, photographs, photo albums or scrapbooks, slides, and audio or video recordings.

It is best to be selective about which commemorative records are sent for deposit. For example, some records are better situated at the local level than at the national level; these should be held by the congregation or presbytery for their own benefit. Other records have been aided by advancements in technology that make them much more prolific. Late 20th and early 21st century photographs and A/V recordings, for instance, should be carefully selected to document only major events in the life of the church. Other records may be more valuable because they are older or because they document extraordinary circumstances. Black and white photographs, hand-drawn newsletters, or audio cassettes might speak to historically significant moments in time, surpassing the purpose for which they were originally created.

A: The Book of Order identifies what information should be in a register: "There shall be registers of baptisms authorized by the session, of ruling elders and deacons, of installed pastors with dates of service, and such other registers as the session may deem necessary (G-3.0204(b))."

In the 19th and 20th centuries, congregations kept membership information in bound, purpose-built volumes, which may have documented additional information. For example, Mother Bethel AME’s register from 1885 holds records of marriage that also document occupations and places of birth.

Today's congregations may opt for software to manage both the vital information and routine business associated with individual members. These membership management applications may hold contact information like addresses, phone numbers, and emails as well as giving history. In some cases, they also include personally identifiable information (PII) like birth dates, social security numbers, or bank account numbers. This information should be kept confidential and should not be deposited.

If your congregation is using membership management software, commit vital membership information like baptisms, marriages, and deaths to a dedicated register. Also, be sure you can export the data so that it will not need to be reconstructed when your system is upgraded to a new version or when you move to a new system.

A: Visit the records deposit page for detailed directions.

A: If you have additional questions, need some recordkeeping guidance, or just want to make sure you are on the right track, contact Records Archivist David Staniunas.