AND SAFEGUARDING OF RECORDS POLICY
B 60* Retention and Safeguarding of Records
B 60 05 Records Management
1. The normal operation of denominational organizations
and institutions results in the production and accumulation
of a large volume of files and records of varying degrees
of administrative and historical value. In order to preserve
documents of permanent value and to avoid the unnecessary
preservation of unneeded materials, each organization will
find it advantageous to establish a records management program.
2. Administrators of all organizations should evaluate
the legal, financial, and cultural worth of various types
of files and records produced in all offices. The political
vicissitudes through which the world is constantly passing
seriously affect property rights, for example, and demand
the proper preservation of denominational property records.
Corporate papers and board minutes not only tell the history
of an organization but may be called upon in cases of litigation.
Many other documents and general files that seem to be of
little value beyond their initial retention period grow
rapidly in historical value as time passes and even serve
future administrators in restudying issues and problems.
B 60 10 Records Retention
1. Each organization and institution shall establish a
records center, that is, a storage place to protect records
from fire, deterioration and unauthorized access. This records
center shall house those noncurrent documents or files designated
for either short-term or permanent storage. The records
center is not to be used for the storage of current files,
that is, those that are consulted several times a year in
the normal course of business.
2. A records retention schedule, available from the General
Conference Office of Archives, Statistics, and Research, shall be considered by the respective
denominational organizations and institutions and, with
revisions that may be indicated by local need or varying
legal requirements, adopted by their governing boards or
committees. . . .
B 60 15 Transmittal of Vital Records
1. All organizations and institutions shall give special
attention to the preservation and security of their own
vital records, such as articles of incorporation, constitution
and bylaws, minutes of boards or governing committees, property
records and other legal documents.
2. The secretary of each division shall forward to the
General Conference Office of Archives, Statistics, and Research a true copy
of the articles of incorporation of all legal bodies within
the division, the division committee minutes, and board
minutes of division institutions.
3. The treasurer (or designated officer) of each division
shall forward to the General Conference Office of Archives, Statistics, and Research properly
indexed and identified copies of property records....
4. A designated officer of the Treasury of the General
Conference shall forward to the General Conference Office of Archives, Statistics, and Research
copies and data relating to property holdings of the General
Conference and of General Conference institutions as specified
in paragraph 3 above.
B 60 17 Ownership of Records
1. When an organization records ideas and information on
paper or other medium, it retains the ownership of that
record. Both the information and medium on which it is recorded
are a resource to be protected and preserved, or destroyed,
according to approved records management principles.
2. All records, files, and documents (including correspondence)
created by the employee in the course of employment are
the property of the employing organization and shall at
all times continue in the ownership and control of the employing
organization for its use, preservation, or destruction according
to its records management policies.
a. The term "records" includes, but is not limited to,
information recorded on paper, film, electronic media
or sound media, as well as charts, drawings, and maps.
b. Excluded from this policy are materials closely related
to an employee's professional career or graduate education
such as sermons and sermon files and graduate research
3. In addition to the informational value of organizational
documents, files, and other records, some items have a literary
value. Although this value also resides with the employer,
it may, by written agreement, be vested in the employee
or shared with the employee.
B 60 18 Literary Property Interests
1. Ownership--Literary property interests in any
work prepared on the job by an employee within his/her employment
shall vest the General Conference of Seventh-day Adventists
or other legal church entity. The General Conference Corporation
or other legal entity shall hold title to any responsibility
for royalty or reimbursement other than the regular salary
and benefits earned by the employment.
2. Exclusion--This is not intended to cover sermons
and graduate-study materials....
GC Working Policy, 1995-1996
* This policy is listed as B 145 in the 1999-2000 GC
Working Policy, and as B 150 in the 2000-2001 GC