“What Do We Do with the Church Records?”
Indiana Area
United Methodist Church
Records Retention and Disposal Schedule
North Indiana Conference Local Churches
The following are records which are commonly found in local churches. Each record type is described and the number of years it should remain in the active files is indicated. After that time has expired, the record may either be sent to the on-site local church archives or the Area Archives at DePauw (see address below) as indicated by “Yes” on the record schedule. Records marked as “No,” may be destroyed after their current record status has expired. The total number of years a record should be kept, indicated by a number or the letter “P” for permanent is also noted for each record type. The code number at the far left column can be used for reference when contacting the Area Archives with questions or about a possible transfer of records. The Area Archives at DePauw is the officially recognized repository for all United Methodist Church records in Indiana and is supported by both the North and South Indiana Conferences. This retention schedule has been approved by the North Indiana Conference for use by all United Methodist local churches in the conference. Please contact the Area Archives with any questions you might have about the schedule or to arrange a workshop or consultation with an Archives staff member.
Keep as
Current Send to
Code Title Description Record Archives Total
LOC.001 Administration Administrative board or council CY+1 Yes P
LOC.002 Annual Reports Annual reports of the local church CY+2 No 3
LOC.003 Audio-Visual Audio and video tapes of local CY+9 Yes P
church activities, members, staff
and properties including oral histories
LOC.004.01 Banking Statements CY+3 No 4
LOC.004.02 Banking Deposit tickets and checks, CY+3 No 4
except as otherwise noted
LOC.005.01 Bonds Paid interest coupons CY+2 No 3
LOC.005.02 Bonds Cancelled CY+7 No 8
*(Save selected copies locally, if desired)
LOC.007.01 Charge Charge conference minutes CY+1 Yes P
Conference
LOC.007.02 Charge Charge conference reports CY+1 Yes P
Conference
LOC.008 Charters Local church charters A Yes P
LOC.009 Church Groups UMM, UMW, UMYF, Ladies Aid CY+1 Yes P
Society, Epworth League, etc.
minutes and reports
LOC.010 Committees Committees, commissions, task CY+1 Yes P
force minutes and reports
LOC.011.01 Correspondence Routine or transitory correspondence CY+2 No 3
General
LOC.011.02 Correspondence Correspondence of special or topical A Yes P
Subject interest
LOC.011.03 Correspondence Correspondence relating to employee CY+6 No 7
Employee benefits
LOC.012 Council on Council on Ministries minutes and CY+1 Yes P
Ministries reports
LOC.013 Directories Church directories including pictorial A Yes P
and telephone directories
LOC.014.01 Employee Benefits such as group insurance and A+7 No A+7
pensions
LOC.014.02 Employee Cancelled payroll checks and summaries CY+6 No 7
LOC.014.03 Employee Data including accident reports CY+1 No 2
LOC.014.04 Employee Data including accident reports CY+6 No 7
involving benefits
LOC.014.04 Employee Personnel files A Yes P
LOC.014.05 Employee Tax withholding statements CY+5 No 6
LOC.015.01 Financial Account books and balance sheets CY+4 No 5
LOC.015.02 Financial Audit reports (external) CY+20 No 21
LOC.015.03 Financial Budgets CY+5 No 6
LOC.015.04 Financial Capital stock ledgers and transfer A No A
LOC.015.05 Financial Certified financial statements CY+9 No 10
LOC.015.06 Financial Internal audits CY+5 No 6
LOC.015.07 Financial Membership contributions/offering CY+5 No 6
LOC.015.08 Financial Periodic statements CY+2 No 3
LOC.015.09 Financial Tax exemption certificates A No A
LOC.015.10 Financial Tax returns and related papers CY+7 No 8
LOC.015.11 Financial Worksheets for financial statements CY+3 No 4
or trial balances
LOC.016 Historical Histories of the local church A Yes P
(until superceded)
LOC.017.01 Insurance Expired policies CY+9 No 10
LOC.017.02 Insurance Fire inspection reports CY+5 No 6
LOC.017.03 Insurance Group records CY+7 No 8
LOC.018 Internal Reports and summaries including CY+2 No 3
Reports data processing print-outs or cards
LOC.019 Legal Completed or expired contracts CY+9 No 10
Papers and leases, etc.
LOC.020 Manuscripts Diaries, journals, scrapbooks, etc. of A Yes P
pastors and members
LOC.021 Membership Membership lists and record books, A Yes P
baptism, marriage, birth, death and
transfer records
LOC.022 Newsletters Newsletters of the local church or CY+1 Yes* P
church groups such as UMW or UMYF *(Save locally)
LOC.023 Photographs Identified photographs of local CY+9 Yes P
church activities, members, staff
and properties
LOC.024.01 Property Blueprints, plans, specifications A Yes P
and maps
LOC.024.02 Property Capital improvements records CY+9 No 10
including cancelled checks,
purchase orders, vouchers and
cost data
LOC.024.03 Property Paid mortgages and notes CY+9 No 10
LOC.024.04 Property Physical inventories of possessions CY+2 Yes P
(furniture, etc.)
LOC.024.05 Property Real estate records (after-sale) CY+7 No 8
LOC.024.06 Property Real estate records including deeds A Yes P
LOC.025.01 Quarterly Quarterly conference minutes CY+1 Yes P
Conference
LOC.025.02 Quarterly Quarterly conference reports CY+1 No 2
Conference
LOC.026 Sunday School Sunday School records including CY+1 Yes P
minutes and membership
LOC.027 Trustees Trustee minutes and reports CY+2 Yes P
CY - Calendar Year A - Active (ongoing activities) P - Permanent
DePauw Archives
Roy O. West Library
400 South College Avenue
Greencastle, IN 46135
765-658-4406
fax 765-658-4423
email: archives@depauw.edu
website: www.depauw.edu/archives/aschome.htm
hours: M-F 8-5, Tues. eve. 6-9 (academic year)
M-F 8-4 (summer)
[Ret-Nicrev.htm Appr. 1/23/1998 rev. 9/13/2004]