Document archival/Management

There’s no shortage of paperwork flowing through a church office — literally and electronically — and it can be tricky to know how to manage it. What needs to be saved? For how long? Where? Some documents need to be preserved for legal, compliance reasons; others for the historical record of your institution in this place and time.

Documents are typically everyday records and files created in the course of routine church activities. They can include emails, letters, meeting agendas, financial reports, and more. While documents have immediate practical value — and legal, compliance implications for storage or disposal — they may not hold historical significance. Archival records, on the other hand, are selected documents that have enduring historical, cultural, or legal value. These records are intentionally preserved for long-term use and may include historical church records, photographs, manuscripts, and other materials that provide insights into the church's history and development. Archival records often undergo specialized preservation processes to ensure their longevity.

Here are fifteen best practices and some possible software solutions for managing documents in a church institution:

Best Practices

  1. Documenting church history involves the systematic recording of significant events, activities, and milestones in the life of the church. Best practices for documenting church history include:

    1. Keeping detailed records of baptisms, marriages, funerals, and other sacraments.

    2. Recording the establishment and growth of the church, including the names of founders and key leaders.

    3. Maintaining records of significant ministries, missions, and community outreach efforts.

    4. Creating a written or digital repository for historical documents, photos, and artifacts.

    5. Encouraging members to share personal stories and memories related to the church

  2. How do you preserve church records? Preserving church records is essential to ensure their longevity and accessibility. Preservation best practices include:

    1. Storing physical records in a controlled environment with proper temperature and humidity levels to prevent deterioration.

    2. Digitizing paper records to create digital backups, making them easier to manage and share.

    3. Implementing a secure document management system to organize and protect digital records.

    4. Applying metadata and indexing to facilitate quick retrieval and search of archived materials.

    5. Regularly reviewing and auditing records to identify and address preservation needs.

Software Options

Archiving documents is crucial for non-profit organizations to ensure transparency, compliance with legal requirements, and the preservation of institutional knowledge. How is your church handling it? Let us know in the comments or Forum.