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 | National |
| Synod and Presbytery |
| Congregations |
| Services Video |
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| Records Title and Description | Retention | Disposition Instructions |
|---|---|---|
| Account Request Forms | Active + 3 years | Destroy |
| Accounts Payable | 3 years | Destroy |
| Accounts Receivable | 3 years | Destroy |
| Annual Fiscal Reports | Permanent | Transfer to the Archives in Philadelphia |
| Annual Reports | Permanent | Transfer to the Archives in Philadelphia |
| Budget and Expense Reports | 3 years | Destroy |
| Budget Code List | 3 years | Destroy |
| Contracts- Repairs, Leases | Expiration + | Destroy |
| Contracts, Personal Service | Expiration + 6 years | Destroy |
| Correspondence - General requests for information or publications, payments, receipts, routine courtesies; does not document policies and procedures. Includes e-mail. Does not include non-business related messages, junk mail, and duplicate copies of general announcements. Delete these when no longer useful. | 3 years | Destroy |
| Correspondence- Official documents an office's administrative structure, procedures, and policies; is incoming and outgoing and may consist of letters, e-mail, notes, memoranda, directives, policy statements, and other information. | Permanent |
Transfer to Archives in Philadelphia Print significant e-mail and replies and file in paper filing systems and transfer to Archives. |
| Deduction Authorization Records | Active + 4 years | Destroy |
| General Ledger Reports-Budget Control | 3 years | Destroy |
| Grants - Funded | Permanent | Transfer grant files to the Archives in Philadelphia (keep applications, proposals, final report, and official correspondence) |
| Grants - Not Funded | 2 years | Destroy |
| Grievance Case Files (unit copy, may be in Human Resources only) | Settlement + 3 years | Destroy |
| Inventories of Property and Equipment (office copy) | Active | Destroy when superseded |
| Invoices | 2 years | Destroy |
| Journal Vouchers | 3 years | Destroy |
| Mail Logs (Mailing Lists) | Active | Destroy when no longer useful or superseded |
| Manuals/Handbooks (produced by the office) | Permanent | Transfer one copy of each to the Archives in Philadelphia |
| Meeting Arrangement Files (may include hotel folios, catering materials, conference room information, registrations) | 3 years | Destroy |
| Meeting Folders (materials with general information from conferences or meetings attended by staff) | Active | Discard when no longer needed |
| Minutes of Governing Boards/Advisory Committees (of the Department) | Permanent | Transfer to the Archives in Philadelphia |
| Minutes of Staff Meetings | Permanent | Transfer to the Archives in Philadelphia |
| Pay Authorization Records | 5 years | Destroy |
| Per Capita Financial Reports (annual) | Permanent | Transfer to the Archives in Philadelphia |
| Per Capita Financial Reports (monthly) | 3 years | Destroy |
| Personnel Records (departmental copy) | 6+ years | Destroy 6 years after termination of employment |
| Photographs | Permanent | Send identified photos to the Archives in Philadelphia when no longer needed |
| Policies and Procedures Manuals/Statements (produced by the department) | Permanent | Transfer one copy of each to the Archives in Philadelphia |
| Publications (issued by the Department and may include newsletters, brochures, promotional materials, and published reports) | Permanent | Transfer one copy of each to the Archives in Philadelphia |
| Purchase Orders | 3 years |
Destroy For items that come with a warranty, retain purchase orders for the length of the warranty. |
| Records Transfer Lists (documents the records from the office sent to the Archives or Records Center) | Permanent | Retain in Office |
| Reference Materials (external publications used for information purposes) | Active | Destroy or discard when no longer useful |
| Requisitions | Current + 2 years |
Destroy Keep requisitions on items under warranty for the life of the warranty |
| Shipping and Freight Records Files | Current + 1 year | Destroy |
| Telecommunications Reports (Telephone Charge Records) | 3 years | Destroy |
| Videos (produced by the Office) | Active | Transfer one copy of each to the Archives in Philadelphia |
| Vouchers (includes travel, hotel, food, mileage, etc.) | 3 years | Destroy |
| Working Group Files (may include minutes, reports, budgets, and correspondence) | Permanent | Transfer to Archives in Philadelphia |
