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The contribution of records management towards the promotion of good governance at ST. Bernadette Catholic church, Gaborone, Botswana

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Southern Baptist Historical Library & Archives

Records Management in the Church

Bill Sumners

Usually about the only time records management is discussed in a church staff meeting is when some crisis has occurred. Either files cannot be found, records are lost or have been destroyed, or all of the filing cabinets are full and no more storage space is available. Unfortunately, churches seldom initiate actions to manage their records in a more effective and efficient manner.

Records management can be defined as "the application of management techniques to the creation, utilization, maintenance, retention, preservation, and disposal of records undertaken to reduce costs and improve efficiency of recordkeeping." The entire program of the church can benefit by improving its control of the records it maintains and creates.

The world we live in revolves around information recorded on paper, film, tape, and disk—this includes the life of the local church. Correspondence, invoices, contracts, minutes, reports, financial records, and hundreds of other records provide the information that moves the wheels of our institutions.

Today the volume of paper records—a fair share of it generated by computers, fast printers, copying machines, and other advanced methods of duplication—shows no sign of decreasing. Just to keep pace with the information explosion, an average company or institution today may double its entire volume of records every 10 years. This same statement applies to churches. With growth such as this, it is essential that church records be handled efficiently.

Regardless of their type, records pass through a lifecycle of three stages:

A period of active use when reference is frequent and immediate access is important.

A period of storage during which the records are retained for occasional reference and for legal reasons Those records scheduled for permanent retention should be identified for placement in the church archives or a permanent records storage area.

Final disposition of the records involves their transfer to the archives or their destruction if they are no longer needed.

This is the life cycle of all records whether an institution is big or small. It is imperative that all records flow smoothly through these three steps on a planned time schedule. If they do not, the organization will be faced with one or more of the following problems any of which can be a severe strain on resources:

On the other hand, with a well-planned records control program you can–

The following three steps are required to initiate a records management program.

Inventory Existing Records This basic survey of the church’s records will tell you what records are maintained, where they are located, in what quantity, and how they are organized and arranged. This overview is essential for records management. It also establishes official record titles for all files, thus preventing the costly storage of several copies of a single record under multiple titles.

In making such an inventory, you likely will find many records— duplicates and dead records—which can be destroyed immediately. With the annual cost of operating a single four-drawer file averaging over seven hundred dollars, this savings in space and released equipment represents the first dividend of the three-step records control program.

Develop Record Retention Schedules Record schedules specify how long each type of record is to be held in the office for active reference, in the records center or records storage area for semi-active reference, and when it may be destroyed or transferred to the archives or some other location for permanent retention. A written and approved retention schedule assures that records will cycle on a fixed calendar; it also establishes an authorized program for regularly destroying or transferring to the archives those records which have completed the retention period. It might be helpful to establish a church records committee or staff committee to establish and review record schedules. Input from the church’s attorney and auditor would be needed.

Store the Records Conveniently and in the Proper Environment The efficient and proper storage is the key to an effective records program. For example, the use of floor-to-ceiling storage for semiactive records still can provide ready accessibility while freeing more costly office space for more productive uses. The records storage center must be planned carefully to permit uniform box size and quick systematic referencing. Prudent records storage requires durable equipment specifically designed for this purpose, and which offers the greatest amount of filing space per square foot of floor space while furnishing pinpoint reference conveniently and economically. Care needs to be taken that the records storage area is environmentally safe from vermin, fire, water, the extremes in temperature and humidity, and other potential hazards that damage and destroy records.

These three steps—taking an inventory, setting retention periods, and designing a records center—are not difficult or highly specialized tasks. They can be undertaken inexpensively, usually using the staff of the church.

Other factors to consider in initiating a records management program involves the development and establishment of guidelines for a filing system. It is useful to slot or identify records into major divisions, such as:

Subdivisions could be developed and filed in an alphabetical sequence An example might be: Financial – Purchase Orders, 1989-90

Be sure that all church staff members understand and follow the filing system guidelines. A central file room is usually a good idea.

A policy statement with adequate procedures is needed for the records program. It is important that such a policy state clearly what records are "church records" and which ones are "personal." This will help avoid confusion about who owns the records when a staff member leaves the church.

Churches need to investigate the need for microfilming certain vital and historical records. Some Baptist state historical programs will microfilm records at little or no cost to the church. The Southern Baptist Historical Library and Archives will microfilm church records and other historical materials at cost and provide a film copy of the records to the church. The Southern Baptist Historical Library and Archives will maintain the original negative film. Microfilming records is an inexpensive method to preserve the historical and vital records of the church. As stated earlier in this article, a good idea is to establish a records committee to develop policies and procedures and review record retention schedules. Lay members with special skills, such as a lawyer, auditor, historian, and business manager, could provide valuable insight to the work of the records committee. An important decision is the designation of a person or position that has responsibility and authority to carry out this assignment.

The records committee needs to work with the church history committee for providing the proper storage of historical records and materials. A good idea is to designate a room or even a section of filing cabinets as the church archives. This area or room should be secure and free from any hazards that might damage the records. Some type of inventory or card index should be developed to assist in access to the church archives materials.

Don’t wait for the crisis to occur. Take the time now to control the church’s records. Once established, a records management program will continue to benefit the church and all of its programs.

Southern Baptist Historical Library & Archives The Southern Baptist Convention Building 901 Commerce Street, #400 Nashville, TN 37203-3630

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Record management practices at a theological seminary: Basis for a proposed records and archives policy

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FINANCIAL RECORD KEEPING IN RELIGIOUS ORGANIZATIONS: A CASE STUDY OF CATHOLIC CHURCH IN ENUGU DIOCESE ACCOUNTANCY A THESIS SUBMITTED TO THE DEPARTMENT OF ACCOUNTANCY, FACULTY OF BUSINESS ADMINISTRATION, UNIVERSITY OF NIGERIA ENUGU CAMPUS

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This thesis examines the pastoral situation in the diocese of Pilsen, which was established in one of the most atheistic parts of the Czech Republic only nine years ago. After attending to and analysing the voice of the contemporary cultural situation, the voice of Christian tradition mediated by Church documents and contemporary theology and the voice of the present pastoral experience both in the diocese and worldwide, it reaches the following conclusions: The major contemporary trend in organising pastoral ministry is seen in the principle of balanced multidimensionality among the four basic pastoral dimensions of spirituality, community, collaboration and mission and the two interconnected perspectives of reform and renewal. Collaborative ministry and the concept of a multilevel communitarian structure of pastoral ministry in a diocese are commonly seen as appropriate and efficient ways of reaching the necessary balance. The prevailing imbalance and compartmelisation of the basic pastoral areas and perspectives have been proved as the key problem of organising pastoral ministry in the Pilsen diocese. Moreover, the undeveloped collaborative ministry, a lack of empowering leadersip and rigid parish structures focusing almost solely on sacramental services have been analysed as additional restraints in the process of pastoral reform and renewal. Consequently, concrete multidimensionally balanced reform steps and renewal processes towards a spiritually rooted, communitarian, collaborative and missionary Church supported by the systematic development of collaborative ministry and finding their structural expression and support in a diocese understood as a community of ministering communities are seen as necessary on the way forward. Finally, a professionally and spiritually guided, balanced, multidimensional and collaborative process of diocesan pastoral planning as a way of managing, modelling and guiding an indigenous process of pastoral renewal and reform in the diocese is strongly recommended.

Dr. Alfred Sarbah , Isaac Quaye

The study was conducted to find out how the establishment of Catholic Diocese had impacted positively or otherwise on the lives of the people in the Northern part of the Volta Region. The survey used research tools including questionnaire administration, interviews, personal observation and the review of related literature. The findings of the research showed a number of important issues. The study showed that the Diocese was vigorously pursuing programmes and projects such as in education, health, agriculture, and women's development. The research showed that the policies being pursued were also contributing to the poverty reduction programmes of the various District Assemblies in the Northern part of the Volta Region. The study concluded with some recommendations. Among the recommendations is the need to orientate and inculcate the concept of self-reliance in the people. It is important to indicate that for proper self-reliance, the Diocese must take local economic planning very seriously. This means there must be a re-thinking of the whole structure of the church. The Diocese can encourage all parishes to embark on a “green revolution” where more farms could be established and maintained. On education, it is highly recommended that the Diocese should come up with a 5-year strategic plan for the development of education in the Diocese. It became clear from the study that the process of reducing poverty in any community is not an easy task and so the Diocese having taken it upon itself to contribute to the reduction of poverty in the Northern part of the Volta Region would need the unflinching support of all stakeholders especially the District Assemblies in bringing about the needed change in the life of the people.

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Pastoral sociology is the integration of social science methods, theory, and research findings with the theological language and self-understanding of church life and ministry. It is, in this sense, as much a branch of practical theology as of applied social science. From applied social science comes not only survey, demographic, and other methods, but also insights from psychology together with facilitation and planning methods used in organizational work, including industrial relations, business, and other fields. As a result, practitioners of pastoral sociology include academics, pastoral planners, facilitators, consultants, and leaders of all kinds. Pastoral sociology within the Catholic Church in the United States has developed in many new ways since the Second Vatican Council. In part this is precisely because parish and diocesan life have developed dramatically, along with many areas of the Church's self-understanding. Perhaps nowhere is this clearer than within pastoral planning. Spurred by the documents of the Second Vatican Council and the signs of the times, pastoral planners moved first from a time of initial experimentation and focus on " shared decision-making " toward routinization and professionalization. Parishes developed successful new structures for ministry and found new ways to foster a strong sense of community. Most significantly, they negotiated a profound staffing transition, moving from a near exclusive reliance on priests and women religious to depending on lay ecclesial ministers and parish leaders drawn from the growing supply of theologically educated laity. A new turn was taken by the 1990s when pastoral planning came to overwhelmingly focus on pastoral reconfiguration—clustering and closing parishes in an effort to provide effective ministry in a time of fewer priests and changing Catholic demographics. In recent years, the landscape has changed further as many diocesan level functions, including planning offices, have been eliminated or considerably reduced in staff. In general, the high levels of preparation and professional training that had earlier been found within diocesan offices are now increasingly located within external organizations, consultants, and others outside vertically oriented diocesan structures. As a result, the work of pastoral planning is becoming located more within lateral resourcing networks as parishes and parish leaders become increasingly responsible to identify and link organizations and consultants needed to resource parish planning needs. This is a reflection not only of trends within Catholicism in the United States but of those within other religious traditions and within other organizational contexts as well. This larger postmodern context brings us back to the bigger picture of pastoral sociology, which is connected to these same ecclesial and social trends. Pastoral sociology is growing within the academy as various mission-driven Catholic universities find increased interest in the ecclesial role they can play—and often have an increased desire to make such a contribution. Practical theology is developing a stronger voice among theologians as they find ways to link with social scientists. Many parishes are growing in size and looking to incorporate management and planning principles in their work. Other Catholic institutions—including schools, hospitals, social services, and social justice advocacy organizations—find themselves looking for new ways to connect their pastoral mission with the social milieu. And so pastoral sociology continues to develop and transform.

chrischan liberty

The historical background of Sto. Niño Parish of Bula started with a humble beginning as a devotional community. Its lay people and clergy helped one another to make it as a parish. The aims of this study were to know the process of establishing a spiritual territory known as a parish. Subsequent to this, Sto. Niño Parish of Bula were administered by parish priests who contributed Pastoral developments to their assigned parish. The researcher conducted interviews in order to gather data that would supplement the study. After the Second World War, the people of Bula started to build an ecclesial community of faithful in Bula were they elected among them a so-called kapilya council. Oblate priests from Sts. Peter and Paul Parish of Lagao would visit Bula and performed holy mass and sacramental activities where they started to rise up the spiritual conscience of the people. When Our Lady of Peace and Good Voyage Parish of Dadiangas was separated from Sts. Peter and Paul Parish of Lagao, the OLPGV Parish of Dadiangas became the mother parish of Bula under the spiritual administration of the Passionists who helped the people of Bula to organized ministry’s organization. Passionists helped a lot to prepare the people of Bula to be a parish. Headed by Fr. Joseph Ciraula, CP, Bula was declared as a parish on June 01, 1978 by a bishopric decree of Most. Rev. Bishop Reginald Arliss, CP. The primary basis for declaring a parish undergone factual process; investigation, ocular visitation and rigid preparation in establishing ministries and mandated organizations of Bula. The acquisition of parochial facilities such land and the building was also crucial requirements for a parish to be declared. There were ten Diocesan priests who served in Sto. Niño Parish of Bula, General Santos City in the years 1978 to 2003 for a span of 25 years. Most of them spent three years serving in the said parish. They made many changes and developed the Sto. Niño Parish of Bula pastorally into an efficacious parish of the Diocese of Marbel. This historical study of a particular parish indicated that a living church were composed of people unified by their faith. Pastoral developments brought changes and innovation to the community. Acknowledgment This thesis becomes a reality with the kind of support and help of many individual. I would like to extend my sincere thanks to all of them. Foremost, I want to offer this endeavor to our God Almighty for the wisdom He bestowed upon me, the strength, peace of my mind and good health in order to finish this research. To beloved Sto. Niño de Bula who showered miracles and helped me in completing my paper about His church. I would like to express my gratitude towards my family for the encouragement which help me in completion of this paper. My beloved and supportive parents, Allan and Emily, who are always by my side when times I needed them most and helped me a lot in making this study, and my lovable siblings, Lyka and JunJun who served as my inspiration to pursue this undertaking. This paper was dedicated to my father, Allan, due to his sudden death will not able to witness my graduation but I hope my paper will pleased him because he was devotee of the Holy Child Jesus and his irrepressible faith inspired me every moment of days. I would like to express my special gratitude and thanks to my adviser, Ma’am Hannee S. Badilles for imparting her knowledge and expertise in this study. For her support, patience, and encouragement throughout my studies. It is not often that one finds an adviser that always finds the time for listening to the little problems and roadblocks that unavoidably crop up in the course of performing research. Her technical and editorial advice was essential to the completion of this paper and has taught me innumerable lessons and insights on the workings of academic research in general. My heartfelt thanks to my distinguished members of the panel, Prof. Elma M. Lumantas and Sir Allan B. Castino for the approval of my work and exemplary recognition. As well as for reading previous drafts of this undergraduate thesis and providing many valuable comments that improved the presentation and contents of this paper. My thanks and appreciations also go to my colleague and people who have willingly helped me out with their abilities.

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This paper studied the financial accountability and internal control practices of societies within the Kumasi Diocese of the Methodist church. A questionnaire survey was used to collect the data from 86 societies out of the 115 (75%) of the Kumasi Diocese. Secondary data was collected from books, journals, annual reports of churches and related researches from the internet. Descriptive statistics was used to analyse the data. The results indicate that the church can improve its internal control system with regard to receipt of income and disbursement of funds. Establishing segregation of duties, recording of financial transactions and authorising the disbursement of funds can greatly improve internal controls. Though this is an exploratory study, it may provide the basis for further studies in examining the internal control practices in other religious organisations in Ghana.

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Complete How-To Guide To Church Records Management

As we all know, running a church isn’t just about the Sunday services or programs. There is also that element of “business”. And because churches are nonprofit, there is also the important task of record keeping. While the subject of “recordkeeping” can cue the yawns, proper financial and accounting records are the foundation of a […]

As we all know, running a church isn't just about the Sunday services or programs. There is also that element of “business”. And because churches are nonprofit, there is also the important task of record keeping. While the subject of “recordkeeping” can cue the yawns, proper financial and accounting records are the foundation of a well-run church. Good record-keeping provides support in so many ways.

With great record keeping, you should be able to instantly look up your incoming donations, outgoing expenses, membership statistics, and more. Record keeping also helps you stay compliant—and, if applicable, maintain your nonprofit status for tax purposes. 

It’s not always easy to keep good records, but since records management is so important, you really need to dedicate time and resources to it. 

In this article, I’ll cover:

• What Kind Of Records Should Your Church Keep?
• How Long Should A Church Keep Records?

How To Manage Church Records

• How To Improve The Process For Church Records Management

What Kind Of Records Should Your Church Keep? 

Detailed records help you keep an eye on church metrics like congregation attendance, online giving history, and finances. Some records need to be kept longer than others, so it’s important to research record retention laws in your country, state, or province. 

Your church should keep records on everything that affects how the church runs. Here are some examples: 

• Finances 
• Congregation attendance
• In-person donations and online giving 
• Staff and volunteer rosters 
• Legal Records
• Historical Records

How Long Should A Church Keep Records? 

Different documents have different retention periods. So your records management program must include a records retention schedule. This helps you keep track of your church’s overall health—and stay compliant with the law. 

Your federal and state or provincial laws will determine how long a church should keep records. Some financial records like tax returns and payroll reports need to be kept for at least several years.

According to the Canada Revenue Agency (CRA) :

• Official donation receipt copies (aside from those for 10-year gifts ): Must be kept for a minimum two years from the end of the year of the donation.
• 10-year gift records: Must be kept for as long as the church is registered and for at least 2 years after the church closes.
• Meeting minutes for director/trustee/executive meetings: Must be kept for as long as the church is registered and for at least 2 years after the church has shut down.
• Members meeting minutes: Must be kept for as long as the church is registered and for at least 2 years after the church has shut down.
• Governance documents and bylaws: Must be kept for as long as the church is registered and for 2 years after the church has shut down.
• Ledgers or other books containing summaries of transactions and the related accounts: Must be kept for 6 years from the end of the last tax year, while the church is registered, and for 2 years after the church has shut down,
• Financial statements , source documents and copies of annual information returns: Must be kept for 6 years from the end of the last tax year, or, if the church has shut down, for two years after the date of revocation.

For our American churches, there are no specific laws, but there is a Charity Guide created by the IRS that may help. In general, the suggestions from the IRS include: 

Records to be kept permanently:

• Corporate records, including articles of incorporation and bylaws
• Meeting minutes, including all related reports.
• Audit reports
• Annual financial statements
• Tax returns submitted 
• Annual corporate filings or returns
• Tax-exemption documents and correspondence
• Property records

Records to be kept 10 years:

• Insurance policies

Records to be kept seven years:

• Bank statements, cancelled checks, and bank reconciliations
• Worksheets and supporting documents for tax returns 
• Payroll tax records, including payroll registers, W-4 forms, and payroll deductions
• Employee expense reports
• Employee personnel records after separation from employment
• Contracts and related correspondence
• Investment records 
• Annual audit records and worksheets 
• Insurance letters and all correspondence
• Individual giving records
• Accounts payable records
• Tax bills, receipts and statements

Records to be kept two years:

• Time cards and time sheets
• Individual offering envelopes

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Recordkeeping requires attention to detail and a love of numbers. So you’ll need to appoint the right person to the records management position. Your church board should appoint one person to oversee your records management program. 

And because record-keeping is so important, it’s usually best for the records manager to be a full-time member of the church staff or clergy rather than a volunteer from your congregation. 

Create A Policy For Record Management

A records retention policy sets out how long records must be kept and includes guidelines and processes for how and when to dispose of records. This ensures that everyone involved in managing your church’s records is clear on the procedures and what needs to be kept.

Identify The Church Records That You’re Going To Manage

Based on your local state laws you will need to figure out what records are imperative to keep. Use the guidelines above as a starting point.

Implement A Retention Schedule 

You will have to figure out what works for your Church, based on your local laws. A lot will also depend on if you are keeping physical or digital records, and how you will review and audit your statistics and records on a regular basis. Have someone in charge of implementing this, and make sure that all church staff members understand and follow the filing system guidelines. A central file room for physical records may be a good idea. 

Establish Retention And Destruction Policies 

I would suggest that whatever you decide, make sure your policy is documented properly in writing. It would also be beneficial to have it reviewed by legal counsel and to get it approved by your governing board. This shows it was a considered organizational decision, not just something you put together of your own accord.

Here are some samples of church retention and destruction policies you can use as a starting point.

• Records Retention Sample Policy: The Evangelical Council for Financial Accountability
• Retention Guide Examples from Local Churches: The North Texas Conference of the United Methodist Church

How To Improve The Process For Church Records Management 

You already know that a strong records management program is crucial to your church’s success. And even if you’re happy with your current strategy, there might be some areas to improve. 

First, audit and review your current records. This might include filling in the gaps if there’s any missing information, such as missing meeting minutes or official bylaws that haven’t yet been documented.  

Here are a few questions to ask yourself as you improve your records management: 

• Do you use a records center, or are your records on-site? 
• How accurate and current are your records? 
• Are you archiving or disposing of your inactive records?
• Are you using church management or records management software? 

A big part of answering these questions is whether you have hard copies or digital copies of your records. In my opinion, delegating storage space to stacks of papers and files is not really needed. Of course, these days, the preferred method of record retention storage is the digital route, mostly because digital files are much more likely to survive a disaster. In addition, it is also a lot faster to search through digital files than paper files, and easier to send electronically!

Digital records can be stored on a computer hard drive, or on a network server either at your location or through the Internet.

Choosing the storage option that makes the most sense for your church will depend on your church's desires or needs. Talk to companies who are familiar with document imaging and storage technology, and discuss the best way to index records for search and retrieval. 

Also, keep records security in mind—data loss can be devastating for a church, or any business for that matter. Finally, as I mentioned earlier, does your church have an attorney? If so, I would suggest asking them for guidance on creating a record retention program that works with your local legal requirements.

Related Read: Church Data Management Systems

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Managing your church effectively requires juggling various tasks. Since 2019, TheLeadPastor team has been studying and evaluating the most effective church management tools available - and there are some excellent options available.

If you run a nonprofit local church, you might not have a large budget for church management software. Fortunately, some companies like TouchPoint and QuickBooks offer free or discounted software for churches. You can also find a list of free church management software options here . 

Here are some things to consider when looking for Church management software:

• User Interface (UI): Churches usually have lots of members. You are also dealing with a lot of information with each member. You will want an interface that is clearly understood, and easy to use. Having an interface that is too complicated or hard to use will just add unneeded time and frustration to your day. Which is why I think it's also important that it has a Mobile App as well. You want it to be easily accessible. 
• Security: This is the most important feature I’m looking for! You want a software that is secure. Your congregation is trusting the church with important information, like phone numbers, emails, and credit card numbers for online giving. The software needs to have good security. 
• Value for $: Does it have features that make its pricing reasonable? Do they offer a free trial? Having a free trial is imperative. You want to make sure the software is the right fit for your church. You don't want to commit to a contract or payment and then find out the software is too complicated or not in line with what your church needs. 

Church records management is crucial to your church’s success. And picking the right software is vital! Take the time to do your research so that you make the best decision for your church.

Keep Your Church Thriving With Strong Records Management 

Your congregation deserves a well-managed church. And church records management plays an important role in your church’s overall health. When you keep good records, your church can thrive. 

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• Online Church Management Software
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Keeping Church Records (Part 1)

When to keep and when to toss your church’s records.

If you are like most church treasurers, you probably have asked yourself a number of times how long you should keep church records. After all, church offices can become overwhelmed by records and forms. Unfortunately, there is no easy answer to this question. This article is the first in a series of articles in Church Treasurer Alert! that will summarize recordkeeping rules for several kinds of church records. In this article, we will be addressing corporate and tax recordkeeping rules. In future articles we will addressing recordkeeping recommendations for several other categories of records including employment, insurance, correspondence, contracts, property, financial, vehicles, members, investments, and legal.

Churches approach recordkeeping in a number of ways. Some retain records “forever” just in case they may be needed even though some records have not been looked at in years. Others react to growing piles of clutter by going on occasional “search and destroy” missions. Some churches have adopted the rule that “if it hasn’t been touched in one year, then throw it out.” None of these rules is either appropriate or desirable. It is possible to keep some records too long—well beyond what is required by law. In some cases this can result in the retention of records that might be harmful in future litigation. On the other hand, disposing of records too soon can lead to unanticipated problems—both with various state and federal government agencies and in future lawsuits.

What is needed is a records retention policy based on applicable legal considerations and your church’s needs that will make records retention and disposal decisions systematic and rational. The “guesswork” and arbitrary nature of record retention decisions must be replaced with a sound and consistent policy. The table reproduced in this newsletter will assist you in developing such a policy with regard to corporate and tax records.

Tip. You can use the chart as a quick glossary of commonly used terms.

Tip. In establishing a records retention policy you should consider a number of factors in addition to how long to keep records. These include: (1) when to make copies of records, (2) maintaining the security of records (especially records you plan to keep permanently), including backups of computer records, and (3) developing a record retention schedule (a document that summarizes records, lists how long you plan to keep them, and indicates where they are kept).

Here are some additional factors to consider in developing a records retention policy for your church:

• Make an inventory of existing records.
• The church board should develop and approve your records retention policy.
• Your records retention policy should be reviewed by a local attorney (who can check local and state requirements), a CPA, and your insurance agent.
• There are many reasons to keep church records. These include legal requirements, potential relevance in future litigation, the needs of the organization, and historical importance. The table reproduced in this article suggests minimum periods of time for retaining various church records. Some of the suggested retention periods are based on legal requirements, while others are based on practical considerations. You may want to keep some records longer than the table suggests.
• Some organizations maintain a “destruction of records journal”. When the period of time for keeping a record has expired, the record is described in the journal before being destroyed.
• Do not destroy records, even when the period for keeping them has expired, if they may be relevant in pending or threatened litigation or in pending or threatened government (including IRS) investigations.
• Generally, the period for keeping tax records corresponds to the period of time that the IRS can conduct an audit and assess back taxes. Note however that there is no limit on how far back the IRS can assess taxes in cases of fraud, filing a false return, willfully attempting to evade tax, or failing to file a return. Each church must review this list carefully. If there is any possibility that you are guilty of any of the conditions that trigger the “unlimited” assessment period, then you should keep relevant records permanently.

CHURCH RECORDS—HOW LONG TO KEEP THEM

Corporate and tax records.

This article originally appeared in Church Treasurer Alert , February 1994.

This content is designed to provide accurate and authoritative information in regard to the subject matter covered. It is sold with the understanding that the publisher is not engaged in rendering legal, accounting, or other professional service. If legal advice or other expert assistance is required, the services of a competent professional person should be sought. "From a Declaration of Principles jointly adopted by a Committee of the American Bar Association and a Committee of Publishers and Associations." Due to the nature of the U.S. legal system, laws and regulations constantly change. The editors encourage readers to carefully search the site for all content related to the topic of interest and consult qualified local counsel to verify the status of specific statutes, laws, regulations, and precedential court holdings.

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Parish Office Computer-Based Record Keeping System

Project Context

The development of a computer-based record keeping system helps abreast the continuous demand for quality and efficient service. Releasing of records are very slow considering that records of a parishioner is stored in a filing cabinet most of them are unsorted. Putting the data of parishioners in the computerized database is one of the great advantages.

 The Parish Office is offering the usual services that many of the parishioners have availed or can avail. Such services are mass schedule for the city chapels and center chapels, baptism services, wedding services, and blessings for houses and other acquired properties. With the computer-based record keeping every transaction on the said services will be beneficial considering that automation of services are the key features of the system.

With Parish Office Computer-Based Record Keeping System, inputs of data will be made faster, scheduling of masses will be easier, baptism and wedding and special blessings services can be reserved and scheduled quickly by the personnel of the said office.  Furthermore, reports can be generated correctly and efficiently, such as baptismal certificates, pre-Cana seminar certificates, and marriage contracts.

Therefore, the usefulness and importance of this proposal is of great help not only for the personnel and priests but also to the entire parishioners of the Greater Parish.

Purpose and Description

The purpose of this project is to develop an acceptable system which will be intended for use by the personnel of Parish Office. It primary caters the services of the office.  The Parish office is currently using a manual system for every transaction that is related to mass scheduling, wedding, christening and blessings.

The Parish Office Computer-Based Record Keeping System will enable transactions automated, updated and properly maintained to avoid hassle to the parishioners requesting a copy of baptismal and marriage contracts.

This study aims to develop an efficient and useful Record Keeping System for the Parish Office.

 Specifically, the implementation of the record keeping system will be able:

• To automate the manually maintained existing system of the office particularly to the every transaction related to baptism and wedding.
• To provide accurate information of the baptismal certificate.
• To produce record keeping concerning the marriage contract details, baptismal certificates.
• To save time, money and efforts.

Scope and Limitation

The system will be able to:

• Add, modify and delete record of children for baptism;
• Add, update and remove records of married couple.
• Add, edit, and delete confirmation and death records.
• Add, modify, delete schedule of masses by priest in the Parish.
• Add, edit, and remove schedule of blessing for the acquired properties of the parishioners as per request.
• Provide baptismal certificate reports, marriage contract reports, and list of scheduled masses and blessings.

Available in Visual Basic 6/.net, Web and C# is still on going.

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Parish Information Management System (PIMS)

PIMS is a system that will provide your parish with an affordable and easy-to-use tool that improves productivity and enhances efficiency on your day-to-day activities.

A full-featured user-friendly, all-in-one software package.

Includes: · Parish Cannonical Books System · Accounting System · Properties System

Parish Cannonical Books System

Electronically record

· Baptisms · Confirmations · Conversions · Marriages · Death

Search through entries with ease and speed then print the certificates. You can even customize the look of the certificates. 

Accounting System

Issue and Print (from your computer) · Official Receipts · Check Vouchers and Checks  · Journal Vouchers · Petty Cash Vouchers · Bank Deposits

Define other accounting transaction sources   (e.g. Payable Voucher, Payroll Voucher, etc.)

Design and change the layout of the forms   (e.g. Official Receipts, Check Vouchers, etc.)

Flexible Accounts Maintenance Facility · Define General Accounts · Define Subsidiary Accounts 

Manage Ledgers and Schedules · For each general account · And for each subsidiary account

Up-to-date Reporting · Cash Position Report · Receipts Register (Cash Receipts Book) · Disbursements Register (Disbursements Book) · Journal Register · Ledger (for general and subsidiary accounts) · Trial Balance · Statement of Receipts and Disbursements · Statement of Assets, Liabilities and Equity  · Schedules and other Statements · And more...

No need for manual posting and journalizing. Once transactions are entered, all reports are ready for printing. You can even format the layout of many of the reports.

Automated Revenue and Expense Account Closing Generates the J.V. for the Revenue/Expense Closing Entries

Transaction Locking Locks transactions from posting or editing to a given cut-off date. Authorized users can still view transactions and print reports.

Audit Trail Generates report on changes to transactions and shows when and who changed the transactions.

Property (Inventory) System

Define Property Items (Real-Estate and Non Real-Estate) · Define Property Items · Define Property Locations · Print Property Labels and Info Sheets

Reports include: · Schedule of Depreciation · Schedule of Real-Estate Taxes and Insurance

Post Depreciation Accounting Entries Automatically generate and post accounting entries for the Accounting System based on the Schedule of Depreciation.

Other Features

Microsoft Excel® Integration Create custom reports using Microsoft Excel. Automatically extract Accounting and Parish Books data onto a Microsoft Excel Worksheet using a custom template of your own design.

Security Features You can define users who have access to all or some of the system's features and each user can be assigned specific access rights. 

Data Back-Up and Restore Facilities Back-Up to any media device installed on your PC (e.g. Floppy, CD-R/W or CD-R discs, Zip Disks, Flash Cards, Hard Disk, etc.)

Network-Ready It allows simultaneous access to the system on a network of computers. Meaning, you can issue Official Receipts on Computer 1, Issue Check Vouchers on Computer 2, Print Reports on Computer 3, Enter Baptismal records on Computer 4, and search Baptismal records and print certificates on Computer 5 all at the same time!

A lot of features for such a user-friendly and affordable system -- designed to enhance efficiency and improve productivity. Please check out who are currently using this system.

Here's what users have to say about PIMS...

We use it to record our Baptismal, Confirmation and Matrimony books on the computer. It makes our work faster and saves time for manual searching. It also allows us to print presentable certificates. It gives us security using back-up facilities and it organizes our data. Very Good! - Carolyn Santos (Parish Secretary) Mother of Divine Providence Parish Payatas A, Quezon City

We use it for filing accounting records and printing documents. From the issuance of official receipts to the printing of checks and check vouchers. It is user-friendly and provides accurate printing of accounting reports. We also use it to record Baptismal, Confirmation, Marriage, Death and Conversion for easy searching and printing of certificates.

- Mary Ann Pamintuan (Accountant)/ Ma. Luningning Racelis (Cashier) Our Lady of Miraculous Medal Parish Proj. 4, Cubao, Quezon City

Due to the volume of transactions we receive, we use it to print and issue Official Receipts on four (4) computers connected via network. It is good for printing daily reports. All the totals are computed automatically. It also produces all our certificates for Baptismal, Confirmation, Marriage and Death. 

- Donna Marie Valdez (Assistant Administrator) Basilica of the Black Nazarene (Quiapo Church) Plaza Miranda, Quiapo, Manila

Current Installations of PIMS nationwide: · Archdiocese of Manila - 93 parishes · Diocese of Cubao - 25 parishes · Diocese of Novaliches - 22 parishes · Diocese of Kalookan - 36 parishes · Diocese of Pasig - 17 parishes · Diocese of Parañaque - 47 parishes · Diocese of Tagbilaran - 11 parishes · Diocese of Balanga, Bataan - 35 parishes · Diocese of San Jose, Nueva Ecija - 22 parishes · Prelature of Ipil - 15 parishes · Apostolic Vicariate of Calapan - 23 parishes · Others - 7 parishes

Software Package Includes · Installation CD branded with Parish Name and serial number. · Electronic Manual (installed with software) · Training · Free phone consultation and technical support

System Requirements · Any 486/Pentium Class PC · Windows 95/98/ME/2000/XP or Vista · CD-Drive (CD-RW Drive recommended) · At least 100 Mb Hard Disk Space (5 Gb or more recommended) · For Windows 95/98, 64 Mb RAM (128 Mb or more recommended) · For Windows ME/2000/XP, 128 Mb RAM (256 Mb or more recommended) · For Network Servers, 256 Mb RAM (512 Mb or more recommended)  

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