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444 Archives
444.1 Policy
The Partners have approved a policy for the collection and storage of historical records i.e. archives of Cooperative Ventures. This policy is guided by an interdenominational committee (the Records and Archives Committee of the Forum of Cooperative Ventures)
a) All archives of parishes from their commencement as Cooperative Ventures should be lodged together in one repository designated within that region.
b) Where the archives of Cooperative Ventures are already deposited in a designated regional repository, the archives shall continue to be deposited in that repository.
c) Lists of all such deposits shall be kept in the parish and made available at each JRC visitation. Copies of the lists shall be forwarded to the national and/or regional archivists of each participating denomination (See 510)
d) Archives of a parish prior to participation in a Cooperative Venture shall be kept separate from the archives of the new Cooperative Venture and should be deposited in the designated repository of that denomination.
444.3 Depositing
a) Archives should be regularly deposited with the designated repository. The normal expectation is that records be retained in the parish for at least 15 years before the initial deposit. Each deposit mad thereafter is in consultation with the Archivist/Librarian of the repository
b) The Records and Archives Committee will work alongside the JRC to establish procedures whereby ALL past and current records and archives are gathered together for depositing in the approved repository for that region (See 510)
c) The Records and Archives Committee will advise the approved repository of the changed status of any CV collection/s held on deposit and will be responsible for granting access permission and other relevant matters.
d) Where material is considered to be highly sensitive or confidential, access restrictions may be placed upon it by mutual agreement between the Cooperative Venture and the repository.
e) The depositors may borrow any of their own archives for their own purposes in accordance with the loan procedures of that repository.
f) A copy of the signed agreement with the repository can be obtained from the local JRC or the repository.
444.4 Prior arrangements
Before depositing archives with a regional repository prior arrangements must be made with that institution.
444.5 Enquiries
When general enquiries are received relating to the parish archives held in a repository, these enquiries should be forwarded directly to that institution to act upon.
Addresses
For Archivist's addresses and initial contact see 510.
444.6 Correspondence
This should be kept in a separate file, chronologically, with the most recent correspondence in the front. Keep copies of all replies sent.
444.7 Pastoral Rolls
When these are kept in card form, ensure that what is contained on the roll complements the basic parish registers of membership, communicants and adherents roll. Where records are kept on computer, hard copies of the updated roll should be stored in a safe place.
444.8 Marriage registers
a) The register belonging to a specific local church should be used for all marriages in that church. When a marriage celebrant conducts a marriage in another church or building, the register of that local church should be used. When the marriage is conducted in a house, garden or other place, the register of the closest church to where the marriage is being celebrated should be used.
b) Care needs to be taken in the completion of these records - use good quality ink; where corrections are made these should be clearly shown and writing needs to be totally unambiguous and legible.
c) The license to conduct the marriage can be retained by the minister as a personal record and is not kept in the register.
d) Dissolutions of marriage issued by the Registrar General need to be placed in the register with an endorsement of the original entry, giving the salient details. If the appropriate register is not on hand the dissolution form should be sent to the archive where the church records are kept.
444.9 Financial statements
a) Note the guidelines for the keeping of minutes.
b) Include the name or the organisation, date of the balance or date when the financial data is reported.
c) Where computer printouts or financial statements are used, copies should be kept in a bound form.
d) Keep all legal documents, information of major investment transactions, bank statements and a set of annual audited accounts in a register.
e) It is not necessary to retain bank lodgement books, chequebooks and trivial receipts after the legal requirement, currently seven years.
444.10 Property Schedules
a) Details relating to all properties in the parish should be kept in a register updated regularly as a Schedule of Record. (See 252)
b) Include the legal description of the property, where the title is kept and in whose name, related purchases, buildings, extensions or demolitions or other disposals and government valuations.
c) Titles should be deposited with appropriate church property trustees.
444.11 Other records
a) Slides, cassettes (interviews with older members etc) and photographs should all be kept, clearly identified with location, date and names. Store carefully with photographs flat.
b) Record a photograph of your parish council biennially.