Records Management for Church Collections

Storage materials and storage conditions are key elements in the preservation of archival material. Materials should be stored in archival-quality containers constructed of permanent paper; this paper is often mistakenly called acid-free paper. To be truly archival-quality, the paper should not be acid-free or neutral, but low lignin, with pH of 7.5-9.5 and an alkaline reserve of 2%. Photographs should be stored in chemically neutral plastic enclosures made of either polyester, polypropylene, or polyethylene (brand names include DuPont Mylar D and ICI Melinex #516).

How long do I have to keep financial records? Do I need to print out this membership database? What are the most important documents my church needs to keep? Are we allowed to throw away the Christian Ed curriculum from 1962?

If these questions sound familiar and you are the one who has to figure these things out for your congregation, you are not alone. The Congregational Library has created a set of guidelines that will help you make these decisions and help facilitate a better organized set of records.