Maintaining Databases, Records and Archives

Part of The Congregational Handbook

In today’s world, there are many ways to keep and store records digitally. The most important thing about digital records is to make sure there you have redundant back-up systems using current technologies.

Church computers should have limited access and be password-protected.

Here are some general guidelines:

Current Records

 Hard Copy

Church

Computer

Website

Password

Protected?

Membership Rosteryesyesopt.yes
Member & Friends Directory (with photos)yesyesyesyes
Current Bylawsyesyesyesno
Current Policiesyesyesyesno
Staff Contact Informationyesyesyesno
Board Member Contact Informationyesyesyesopt.
Committee Chair / Team Leader Infoyesyesyesopt.
Board minutes (past 24 months)yesyesyesyes
Newsletters (past 24 months)yesyesyesno
Pledge and Giving Recordsopt.yesnon/a
Financial Reportsyesyesyesyes
Paperclips

Church Office Basics

From GA Presentations
<p>An efficient office requires creative management and close adherence to deadlines. It also requires close cooperation between staffs and volunteers.</p>

Church Office Basics

Person in sweater with hot beverage writing with a pen

Keeping Meeting Minutes: Don’t Get lost in the Details!Don’t Get lost in the Details!

From LeaderLab
<p>The meeting minutes from board meetings and congregational meetings create the official, legal record of the actions of the board or congregation. For the congregation, they are important as an accurate historical record.</p>

Keeping Meeting Minutes

Pile of annual reports

Annual Reports

From LeaderLab
<p>Annual reports, often published in conjunction with a congregation’s annual meeting, provide an opportunity to report on the annual goals that are serving the mission and vision of the congregation</p>

Annual Reports

Old documents written with a quill and ink

Archiving Church Records: What Items to Keep and How to Catalogue Them

By Kathleen Parker

From LeaderLab
<p>Church members generally agree that saving church records is a good thing – but the reality of doing that raises a number of questions. Which items should be saved, and by extension, is it okay to throw some items out? </p>

Archiving Church Records: What Items to Keep and How to Catalogue Them

Wide open book with pages spread

Writing the History of Your Congregation

From LeaderLab
<p>A shared history is a powerful bond and an awareness of history can foster a sense of pride and a feeling of connectedness. The telling of this history, whether in oral or written form, is one of the most important ways that newer members of a family are welcomed into the group. …</p>

Writing the History of Your Congregation