The Retention Decision Process

When making the decision about how long to keep each record type, four things should be considered about the nature and use of the record type:

1. Does the record fill any fiscal need?
   Records that fill a fiscal need should be kept only as long as required to maintain the budget and satisfy any tax requirements.
   
   
2. Does the record fill any legal need?
   Records that fill legal needs should be kept as long as the specific legal issue exists. In some cases, federal requirements mandate keeping the records for a stated period following the case's resolution.
   
   
3. Does the record fill any administrative need?
   Records that fill an administrative need show how the organization functioned and evolved. They may document membership, explain policy decisions, trace the development of programs, etc. Records with short-term value such as routine correspondence, files documenting travel arrangements, etc., can be discarded once their function is met.
   
   
4. Does the record fill any historic need?
   Keep records that fill historic needs permanently. Make efforts to ensure their preservation. These support the collective memory of the organization and serve as a resource for Presbyterian history and the wide history of Christian life and mission in the world. Sometimes records will fill needs in more than one area. In the case where a record fills two needs and one of them is historic, the record should be kept permanently.