Records of National Agencies
The Presbyterian Historical Society serves the national agencies and entities of the PC(USA) by preserving permanent records, providing storage for temporary records, and advising records management practices.
National agencies and entities should deposit their permanent records with the society. These materials are designated with a permanent retention on the records retention schedules (see more about the records schedules below).
Original paper records are preserved in an environmentally controlled archival storage area with specialized fire detection and security systems, and born-digital/electronic records are preserved through a series of managed activities intended to maintain the integrity, understandability, and renderability of the data over time. Materials sent to the society are stored at no charge and may be retrieved by emailing refdesk@history.pcusa.org.
National agencies and entities that are located at the Presbyterian Center in Louisville are invited to store their inactive, temporary records in the on-site records center. Paper records are stored at no charge and may be retrieved by emailing Kyna Herzinger.
Records management is the systematic control of records throughout their lifecycle, and one of the key tools that guides recordkeeping practice is a records retention schedule. This is a document that lists distinct types of records and their corresponding disposition instructions. The instructions detail how long the records must be kept and what to do with the records once they have met their retention requirements.
National agencies and entities should use the General Records Retention Schedule which covers the most common records many offices create or receive. Additional program-specific schedules are available on CenterNet under “Board & GA Policies.” If you have any questions about any of the records schedules, contact the PC(USA)’s Records Manager, Kyna Herzinger.
To initiate a transfer of records to either the society or the records center, contact Kyna Herzinger or complete this form. Kyna will be available to assess the records and assist throughout the process.
As you prepare materials for transfer, consult the relevant records retention schedule. Records transferred to the society must be permanent, so records that have temporary value and have met their retention requirements should first be purged. Records transferred to the records center are typically temporary, and the disposition date will be calculated using the retention schedule.
Permanent paper records must be packed into acid-free, archival quality boxes which can be obtained from Kyna. In most cases, you will want to pack the boxes so that files fit snuggly and reflect the order in which they were maintained while in use. Once boxes are ready, you will complete a transmittal form and affix box labels. Secure the boxes with ample shipping tape strapped completely around the top and bottom, complete a shipping requisition using your office budget code, and notify the mailroom that the boxes are ready to ship.
Permanent digital/electronic records may be transferred to the society as well. Work with Kyna to coordinate the transfer, which will be informed by the storage environment and file formats.
Temporary paper records may be packed into standard bankers-sized boxes or copier paper boxes. Pack the boxes so that files fit snuggly and reflect the order in which they were maintained while in use. Once boxes are ready, complete a transmittal form, affix box labels, and notify Kyna that the boxes are ready for storage.
