Retention of Legal Records
| Description of Records | Care of Records | Final Disposition |
|---|---|---|
| Charter or articles of incorporation Synod constitutions and bylaws | Retain in the synod office and send copies to the ELCA Office of the Secretary/Legal Office. | Send copies to the synod or regional archives. |
| Minutes and reports of the synod assembly | Retain copies in the synod office for current administrative purposes. Supply the Office of the Secretary and the ELCA Archives a copy of synod assembly minutes and reports as produced by uploading to your synod’s digital archive in the ELCA Archives’ Synodical Online Digital Archive or send hard copies to the Office of the Secretary and the ELCA Archives. | Send hard copies of these minutes and reports to the synod or regional archives as produced. |
| Minutes of the synod council Minutes of the synod council executive committee | Retain copies in the synod office for current administrative purposes. Upload electronic copies of synod council, and synod council executive committee minutes to your synod’s digital archive in the ELCA Archives’ Synodical Online Digital Archive (SODA). | Send hard copies of these minutes to the synod or regional archives as produced. |
| Deeds, titles, surveys, leases, mortgages, easements and blueprints | Place in a fire-proof safe or bank safe deposit box and use copies for administrative purposes. | Records are retained permanently by the synod. |
| Tax exempt status reports and documentation of the synod’s nine-digit federal employer identification number | Retain current documents. | Copies are maintained in the ELCA Office of the Secretary/Legal Office. |
| Documentation for bequests, gifts and endowments | Place in a bank safe deposit box while current | Send to the synod or regional archives after the file is closed. |
| Property and liability insurance policies | Keep both current and retired policies. Place in a safe deposit box and use copies for administrative purposes. | Records are retained permanently by the synod. |
| Current service contracts | Retain while active | Destroy when no longer current. |