Records of Mid Councils
The Presbyterian Historical Society serves synods and presbyteries of the PC(USA) by digitizing records, holding permanent records on deposit, and providing advice on best practices for managing records.
We digitize original records at a subsidized rate on behalf of presbyteries and departing congregations to ensure that all stakeholders have access to their shared historic record. Please contact our Records Archivist, David Staniunas, for more information.
The Book of Order charges clerks with the "permanent safekeeping" of all official records. In order for synods and presbyteries to meet this obligation, all records of permanent value should be deposited at the Presbyterian Historical Society. In addition, presbyteries should ensure that original records of departing congregations, or a reliable archival surrogate of those records, are deposited at the society.
The Presbyterian Historical Society provides advice to mid councils on records management but does not hold records of temporary value. Our retention schedule for mid councils follows below. Retention requirements for financial and administrative records vary from state to state. For further assistance, mid councils should consult Records Archivist David Staniunas, an accountant, or legal counsel.
Types | Retention Period |
Minutes and reports of all councils of presbytery | permanent |
Bylaws/charters | permanent |
Incorporation records | permanent |
Inquirers, candidates, ministers files | permanent |
Records of dissolved congregations: Minutes, registers, charters, articles of incorporation, property records, etc. | permanent |
Legal/judicial case records | permanent |
Insurance records | permanent |
Subject files: correspondence, minutes, or other records surrounding subject matter of continuing administrative or legal value, or comprising information on the mission, vision, and actions of the body | permanent |
Annual reports | permanent |
Annual budgets | permanent |
Annual audits | permanent |
Annual financial statements | permanent |
Manuals/handbooks | permanent |
Newspapers/newsletters | permanent |
Brochures/promotional material (1 copy) | permanent |
Photographs | permanent |
Architectural drawings, plats, plans, blueprints | permanent |
permanent | |
Loan agreements | satisfaction + 20 years |
Property appraisals, records of sale | 20 years after sale |
Employee records | employment + 7 years |
Contracts | active + 6 years |
Accounts payable | 7 years |
Accounts payable invoices | 7 years |
Accounts receivable records | 7 years |
Bank statements | 7 years |
Canceled checks | 7 years |
Cash receipt records | 7 years |
Expense reports | 7 years |
FICA / W2 records | 7 years |
Payroll records | 7 years |
Petty cash records | 7 years |
Receipts of purchases | 7 years |
Bank deposit slips | 3 years |
General/routine correspondence | 3 years |
Travel plans/arrangements | 3 years |
Periodic financial statements | 2 years |
Data for updating mailing lists | 1 year |
Invitations | 1 year |
Meeting notices | 1 year |
Mailing lists | active |
Reference/resource material | active |
