Type of record How long to keep it for What to do with it Publications and resources including: newsletters, memorabilia of special 1 copy to archive 1 copy to archive occasions in synod etc General correspondence, enquiries etc Last action on correspondence + Destroy 1 year Databases, mailing and contact lists Keep most recent version Destroy when no longer required Arranging events including meetings, travel and conferences Type of record How long to keep it for What to do with it Records documenting the organisation Completion of event + 1 year and administration of synod events and Destroy travel Records documenting synod events Completion of event + 3 years Review for archive including: reports, programmes, photos Ministers’ records Ministers’ personnel files The minsters’ personnel files should contain: Type of record Note biographical information E.g. name, DOB, contact details, education, training received, previous churches. A standard form could be created to record this information. Final year assessment report from training college Relevant training information E.g. sabbaticals, EM3 etc Record of any further experience gained E.g. international visits, ministerial exchanges etc following agreement with the synod Copy of change forms A copy of each change form should be kept Notice of formal disciplinary process and the The actual documents e.g. witness statements etc outcome relating to the case must be kept separately. Grievance records Correspondence with minister relevant to their ministry Other ministers’ records These records should not be kept on the ministers’ personnel files. Type of record How long to keep it for What to do with it Exit interviews Send copy to Church House Destroy other copies Application form and related papers Ensure copy is held Until minister is ordained by Church House. Destroy other copies Records relating to disciplinary issues End of case + 10 years which have not developed into "Section These documents must be kept Destroy O" cases separately from the minister’s personnel file [requirement]
Type of record How long to keep it for What to do with it Publications and resources including: newsletters, memorabilia of special occasions in synod etc 1 copy to archive 1 copy to archive General correspondence, enquiries etc Last action on correspondence + 1 year Destroy Databases, mailing and contact lists Keep most recent version Destroy when no longer required Arranging events including meetings, travel and conferences Type of record How long to keep it for What to do with it Records documenting the organisation and administration of synod events and travel Completion of event + 1 year Destroy Records documenting synod events including: reports, programmes, photos Completion of event + 3 years Review for archive Ministers’ records Ministers’ personnel files The minsters’ personnel files should contain: Type of record Note biographical information E.g. name, DOB, contact details, education, training received, previous churches. A standard form could be created to record this information. Final year assessment report from training college Relevant training information E.g. sabbaticals, EM3 etc Record of any further experience gained following agreement with the synod E.g. international visits, ministerial exchanges etc Copy of change forms A copy of each change form should be kept Notice of formal disciplinary process and the outcome The actual documents e.g. witness statements etc relating to the case must be kept separately. Grievance records Correspondence with minister relevant to their ministry Other ministers’ records These records should not be kept on the ministers’ personnel files. Type of record How long to keep it for What to do with it Exit interviews Send copy to Church House Destroy other copies Application form and related papers Until minister is ordained Ensure copy is held by Church House. Destroy other copies Records relating to disciplinary issues which have not developed into "Section O" cases End of case + 10 years These documents must be kept separately from the minister’s personnel file [requirement] Destroy
URC_Records_Management_Advice_for_Synods_2014.docx