RECORDS RETENTION SCHEDULE FOR ALL ARCHDIOCESAN RECORDS(REVISED 20151019)

*Please note that litigation holdpolicies deah'ng with preservation and protection ofdocuments involved in h'tigation matters will override the retentionpolicies as directed by

counsel or the Chancellor.

RECORDTYPE YEARS TORETAIN RECORDTYPE YEARS TORETAIN

General tn all Departments & Parishes:ADMINISTRATION

Boards, Councils & Committees, 2008 and theArchdiocesan General Records Policy, 2008

Functions nf Departments & Parishes:ACCOUNTING & FINANCEAccounts Payable Invoices and Files 5Accounts Receivable Files 5Assets - Fixed 5Audit Reports - See Financial StatementsBalance Sheet, Year End 5Bank Deposit Slips, Duplicates 1Bank Deposit Slips, Originals 5Bank/Investment Statements, Annual PBank Statements, Periodic 5Bids, Vendors and Services 7Bingo - Multiple Federal & State RegulationsBonds 5AEBudgets, Departmental copy 3Budgets, Final (record copy) 5Canceled Checks 5Cash Receipts (office copies) 2Cash Receipts Journals & Detail 5Cemetery Repairs, Contracts & Quotes 7Chart of Accounts OBSCheck Copies 1Check Register and Check Stubs 5Check Requests, Reimbursements 3

(attach to AP Invoices)Contracts, Capital Improvements IOAEContracts and Leases, Expired 7AECredit Agreements 3ATCredit Cards, Employee 7Depreciation Schedules PDeposit Slips and Reconciliations 5Financial Statements - Certified or Audited PFinancial Statements - Department copy 1General Ledger & Trial Balances 5Health Insurance Billing Statements 3Insurance Policies, Expired 7AEInternal Audits (or 2 audits if longer) 5Invoices 5Journal Entries 5Parish Annual Budget 5Parish Envelopes & Count Sheets 18 mos.Purchase Orders (attach to Invoices) 5Signature Authorizations 7AEReceipts, Donations Records 5

OFFICE OF ARCHIVES & RECORDS

AgendasAnalysts Presentations, ReportsAnnual ReportsAppointment Books, CalendarsArt, ArchdiocesanBoards & Committees/Meeting MinutesBusiness Plans, ProjectionsChecks and Requests (departmental copies)Computer ManualsConstitutions, By Laws, Articles of Inc.Correspondence, Executive (ex officio)Correspondence, FiscalCorrespondence, General OfficeCorrespondence, Historical or SignificantCorrespondence, Insurance relatedCorrespondence, Admin. & Parish AffairsCuria FilesDaily Schedule, ArchbishopDirectives - Officers of boards, councilsDisaster RecordsEmails* - See Correspondence.Expenses, DepartmentalForms (record copy only)History Files (departmental history)Invoices (departmental copies)Letter Log, ArchbishopMemos and Directives (related to

Policies and Procedures)Memos - General (miscellaneous)Meetings and Conferences (run by AOA)Parish Registration FormsPetty Cash Receipts (office copies)Policies and Procedures (record copy)Purchase Orders (departmental copies)Records Destruction CertificatesRegistration Cards for EventsSacred Furnishings & ArtworkSacramental Records RequestsSpecial Events (Anniversaries, Jubilees, etc)Subject Files, ArchbishopsSubject Files, departmentalSuitability LettersSurveys, Studies, Planning ReportsTelephone Calls (copy books)Voice Mail

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ARCHDIOCESE OF ATLANTA

Refund/Disbursements RecordsTuition Agreements & Contracts

Tuition Receipts

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,Refer to Archdiocesan Best Practices for Parishand School Accounting, 2007-02.-06

COMPUTER & INFORMATIONTECHNOLOGIESBackups SUP+1Computer Inventories 4ATComputer Manuals OBSComputer System Documentation,

after migration to new systems 5Equipment Records 4Licensing Files 3Passwords and Security 4ATSystem Architecture and Wiring Schemas OBS+3Usage Policies and Procedures SUP+4

,Refer to the Computer and ElectronicCommum.cations Systems Use Policy, 2009; revised2012.

CONSTRUCTION & PROPERTYAppraisals SUPArchitect Files for each project CBids, Capital Improvement Projects 11Blueprints, Specifications, As-built (1 copy) PBlueprints, Specifications, Never built 3Building Permits PClosing Documents, signed originals (one) PClosing Documents, copies (one only) 3Contractor Files for each project CContracts & Insurance - See ACCOUNTINGDrawings, originals P (M)Drawings, copies in Parishes (1 copy) PEngineering Files for each project CEnvironmental Tests PGovernment Files - active till property sold CHazardous Materials Incident Reports PInspections, Annual SUPMaps and Plats, copies OBSOwner Files - active till property sold CProject Close-out Binders PProperties Sold Records (send to Archives) PReal Estate - See LEGALReal Estate Inventories and Database SUPSurveys, Deeds, Titles PUtility File - active till property is sold C

EDUCATION (Parochial & Religious)Absentee Notes 1Accidents, Student or Visitor 5Accreditation Records PAfter School Programs 1Annual Reports- NCEA/Archdiocesan PAthletic Program Files 5Attendance Records (year-end listing) PAttendance Records (daily sheets) CY

Catechists CertificationsCatechetical Class ListsClass Lists (Rolls), ParochialClass SchedulesClinic Records (Visits/Medications)Closed Schools Records - Send to ArchivesCumulative CardCurriculum Course Guides (record copy)Custody AgreementsDivorce DegreesDrop Out ReportsFamily Record, general infoField Trip Permission Slips, if no incidentField Trip Permission Slips with incidentGrade Books, electronically recordedGrade ReportsGraduate and Class Ranking ListsGuidance Counselor Student FilesHandbooksHealth Cards, ImmunizationsInventories, generalInventories, Federal Program MaterialsLesson PlansOperational Records, Elem. Schools 4Parish Verification FormsPre-School Programs by ParishParents NotesParish PSR SheetsPrivate School Enrollment Data/RegistersPsychology Tests and ReportsProgram Files (camps, vocational, seasonal)Quality Assurance ReportsRace and Ethnicity FormsReligious Education Annual ReportReligious Education, general filesStatistics (Enrollment, grades)Stipends, Teacher EducationStudent Achievement TestsStudent Class TestsStudent EvaluationsStudent Lunch Reduction Records 4Student Permanent FilesStudent Religious Education FilesStudent TransfersTeacher Employment Contracts or

Surrogate Record of EmploymentHistory

Teacher Personnel FilesTesting - PSAT, SAT/APTranscripts/GradesTuition Billing, School record

FACILITIES & SERVICESAsbestos Abatement FilesAccidents, non-hazardous materialsContracts - Service & VendorDrivers BillsEmergency/Disaster PlansEquipment Logs, Utility ChartsEquipment Leasing

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ARCHDIOCESE OF ATLANTA OFFICE OF ARCHIVES & RECORDS

Equipment, Vehicle PurchasesFloor PlansFuel Receipts and ReportsHazardous Materials Incident ReportsInventories - EquipmentMail Services (Fed Express, UPS, etc)Maintenance and Repair - MachineryMaintenance and Repair - BuildingsMaintenance Requests (Work Orders)Requisitions - SuppliesRequisitions - FurnitureSecurity Records and proceduresSecurity VideosSpace AllocationsTelephone RequestsPhone Directory, (record copy)Utility BillsVehicles (operating and maintenance)Vehicle Accident Reports

FUNDRAISINGAnnual Appeal, Second CollectionsApplications for FundingDevelopment FilesDonor Files (ParishSoft)Federal & State Grant Project Files,

Non-Education AgenciesFederal & State Grant Project Files,

Education AgenciesFederal & State Final Grant ReportsFundraising Activities FilesPlanning StudiesStatisticsStewardship Files

LEGAL (Canonical &Civil)AcquisitionsAdoptionsAnnulments - Full Case, paperAnnulments - Full Case, digital copyAnnulments - Acts of Case, paperAnnulments - Confirmation Decree, paperAnnulments - Final Decision, paperAnnulments - Final Decree, paperAnnulments - Votum of the Defender

of the Bond, paperAnnual Reports

BankruptcyCemetery Ownership Plot RecordsCemetery Remains RemovalCharters, Constitutions, By LawsClaims, Workmen's CompensationContracts and AgreementsContracts, Capital ImprovementsCopyrightsDeeds, Abstracts, TitlesDemand Letters (No action)DepositionsDue DiligenceLabor and Employment

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Legal CasesLeases and Rental AgreementsEnvironmentalGovernment InvestigationsIncorporation RecordsLicenses - Federal, State, LocalLitigation

These files should be maintained untilauthorized for closure by the Chancellor.

Litigation, if precedentialThese files should be maintained untilauthorized for closure by the Chancellor.

Loss of Clerical StateMinute BooksPolitical ContributionsParental Consent Forms, with no incidentParental Consent Forms, with incidentParish Establishment DecreesPatents and Related DataPrenuptial QuestionnairesReal Estate - LeasesReal Estate - AOA owned Property

(includes signed Closing Documents ofProperties bought and sold)

Records Accessions (Archives)Records Destruction Forms in departmentsRecords Inventories and Catalog (Archives)Records Retention Schedules (record copy)Records Transmittals (transfers)Sacramental Records in Parishes**

Prior to 1930 - Send to ArchivesSacramental Registers Inventory in ParishesSecret Archives (Restricted)Surveys, Deeds, Titles

PAYROLLDeduction Authorizations, copiesDeduction ReportsDirect Deposit RecordsEmployee Salary AdjustmentsGarnishmentsPayroll Check ReconciliationsPayroll DocumentationPayroll Register, copies (3rd Party)Payroll Taxes, copies (3rd Party)

Tax Reports, Periodic copiesSalary and Wage Reports, copies (3rd Party)Time Sheets, Cards, originals (attendance)Vacation, Sick, Leave Y-T-D ReportsW-2 Forms and EarningsW-4 and G-4 Forms, copies only

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PERSONNEL (Lay & Religious)Abuse & Neglect of Minors Statements PAccidents, non-hazardous materials 2Applications and Resumes, hired 2ATApplications and Resumes, non-hires 3Benefit Plan Summary List of Employees 75

or 6 years after last employee is terminatedBenefit Plan Worksheet, Employees 4

ARCHDIOCESE OF ATLANTA OFFICE OF A. RCHIVES & RECORDS

Bulletins, Health and Safety (3rd Party) PCatechist Personnel File 6ATChild Safety PContracts, Employment (non-teacher) 7AEContracts, Employment (Teachers) or

Surrogate Record of EmploymentHistory 5OAT

Deacon Personnel Files PDeduction Authorizations, original copy 6Disability Records, Employee PE.P.A. Records (3rd Party) 3Earnings Records 3ATEarnings Records, Annual 5OATXEducation Reimbursement 3EEOC and GEOC Complaints 2ASEEOC Compliance Reports 3Employee Assistance (3rd Party) 6ACEmployee Contracts - See ContractsEmployee Files, Individual, original in HR 7ATEmployee Files in agencies (copies) 2ATEmployee Grievances 2Employee Retirement Plan-active & inactive PEmployee Retirement Records, individual 7ATEmployee Salary Adjustments, originals PEmployee Salary & Wage Reports (3rd Party) 5Employee Security Access Badges 5ATEmployee Work and Salary History 7ATFamily Medical Leave 3Hazardous Exposure Medical Records 3OATHealth Plan Enrollee Lists 3Health Plan Enrollment Forms 4AT1-9 Form (employee eligibility verification) IAT

or 3 years after hire if longerInsurance, Group - Employee IOAEInsurance - Disability, Life, Workers Comp IOATInsurance - Health IOATInterviews 1Job Descriptions (record copy) 2Job Descriptions, Individual - See Employee FilesLay & Religious SE PDF Documents:

Background Checks and Consent Forms 50Clergy/Lay Acknowledgment Forms 50

Ministerial Standards Signed originals IATMinisterial Standards Signed PDF copy 50OCYP Case Files POCYP Counseling Files POrdination Files POrganizational Charts (record copy) PO.S.H.A Logs 6Parent Notification Forms (SE training) 3Parish Time & Talent Forms 1Pension Files, retirees - 6 years after

distribution of account balance; otherPlan records 6AE

Personnel Files - See Employee FilesPersonnel Database Reports 6Priests Personnel Files PResumes, non-hires 1Retirement and Pension Plans (record copy) PRetirement Reports - See Pension Files, retireesRosters, Employees & Volunteers P

ARCHDIOCESE OF ATLANTA

Safe Environments, compliance & audit(USCCB)

Safe Environments PDF documentsSafety RecordsSeminarian FilesSeparation, Termination LettersStaff Evaluations (in Employee File)Teacher Personnel FilesTraining Manuals, Handbooks (record copy)Volunteer Statistical Report, annualVolunteer SE PDF Documents:

Acknowledgment FormsBackground Checks and Consent FormsVolunteer Applications

Volunteers Individual Records PDF copyVolunteers, Parish Time & Talent FormsVolunteers, Rejected (Chancery list)Volunteers with Client or Child contactW-4 and G-4 Forms, originalsWorkers Compensation ClaimsWorkshop FilesYears of Service Record

Refer to the Personnel Policy Manual, 1999

PUBLIC RELATIONSAnnual Reports (record copy)Art, originalAwards, ArchdiocesanBiographies, EmployeesCharitable ContributionsCommunity OrganizationsDistribution Lists (record copy)Event Schedules (Calendar)ExhibitionsPhotographs, Slides & Negatives, IdentifiedPosters & BrochuresPress Releases & Press Kits (record copy)Publications, Archdiocesan (record copy)Research and Analysis Reports

(AOA-produced)Statistics, Archdiocesan (record copy)Speeches, Homilies, Presentations

(Archbishops and executives)Special Events Administrative Files3-D Mementoes of Events (Artifacts)Videos and RecordingsPrinting Services

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Refer to the Media Communication Policy, 2OO7andthe Social Media Policy, 2012.

PUBLISmNGAdvertising Files - DisplayArticles, Speeches, Pastoral LettersAV/Recordings; PodcastsBiographical InformationBooks - Published by ArchdioceseNewsletters, Annuals, YearbooksNewspapers - Bound Annuals, PDFsParish and School Bulletins & Directories

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Photographs, Slides & Negatives, Identified PPress Releases PPrograms of Special Events, Athletics P

SOCIAL SERVICESAccreditationsAdoptl-onsAgency Certf"Ticalion ApplicationsApplications for FundingCase ManagementCertiflcation Applications & Self-StudiesChildren's Health Services (Age 21+)Contracts for Service ProvisionCounseling (of clients)Child Welfare Files, Custodial CareClient Files, DisabilitiesClient Case Files (Restricted)Client Case Financial FilesClient Information FormEmergency Relief RecordsFoster Home PlacementImmigration, Summary Card InformationLicenses/Certifications (originals)Requests for AccessVolunteers with Client & Child Contact

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Refer to Catholic Charities Records Policies, 2004and revised 20 / 2

TAXDepreciation Schedules 4Audit Working Papers 4Al XState & Federal Income Tax Return, Signed PState & Federal income Tax Files (backup) 4 A f XPaid Tax Bill Receipts 3Personal Property Returns 7Tax Exemption P

~~WORSHIPChapel BlessingsChurch DedicationsMass Intention BooksParish/Pulpit AnnouncementsParish/Liturgical Ministries SchedulesPetitions to the Holy SecRecords of AnointingReservations of the Blessed SacramentSacramental Records** See LEGALSaint CanonizationsSpecial Liturgy Booklets (record copy)

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The schedule applies to all records regardlessof physical form or characteristic, unlessotherwise noted. AOA records may bemaintained in any format on any medium inany location. Retention periods are finiteand absolute, except when legally halted byofficial notice-they are not minimumguidelines.

*Email - Attachments that need to be saved asofficial records should be moved to the serverwhere other electronic records are stored or bepru-fted and filed with other official records. Referto the "Email Retention Policy", revised 2015; thispolicy applies to archdiocesan Chancery offices.Parishes should reference this policy as a guidelinefor consideratt-on.

**Sacramental Records - While information ismaintained in ParisffSoft for easy access, theofficial record is the paper register that must bemaintained and preserved. Send registers prior to1930 to Archives. See the Office of Archives andRecords' Sacramental Records Handbook for moreinformation.

For more information contact theOffice of Archives and Records.

404-920-7690

recordsfnr ~chatl.com

Legend for Retention Periods:

AA......~.. Drier Final AuditAC ......~~ After CompletionAD......... Aflcr DisposalAE ......... After ExpirationAG......... After GraduationAS Anet ttlemcntAT ......... After l~crminationATX ...... After Tax FilingC............ Current, white uscf\IfCY ......... Current YearOBS..~ ... When ObsoleteP ......~..... PermanentP(M) ...... Microfllm/ScantCopy-,

Contact the ArchivesSUP ..... .. When Supcrsedc<f