CATHOLIC DIOCESE OF DALLAS PASTORAL CENTER RECORDS RETENTION SCHEDULE EFFECTIVE JUNE 2016

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1 CATHOLIC DIOCESE OF DALLAS PASTORAL CENTER RECORDS RETENTION SCHEDULE EFFECTIVE JUNE Introduction: The Catholic Diocese of Dallas Records Retention Schedule for Pastoral Center Document Management ( Schedule ) is effective as of June 2016, and supersedes the version dated November 9, This Schedule identifies specific retention periods that apply to hard copy and electronic records that require retention for legal, recordkeeping or business policy reasons. The Schedule lists the retention periods for the official or final version of the record regardless of media or location of storage. Official records that have met their retention period, as shown in this Schedule, should be disposed of as long as they are not subject to a Hold. Official records may be stored in physical or electronic format and may be under the control of the pastoral center or a third-party, such as an approved offsite storage vendor, outside counsel or a public/governmental agency. Do not retain drafts, duplicates or convenience copies of official records longer than necessary to perform a job responsibility and in no instance longer than the retention period for the official records, unless those records are subject to a legal hold. 2. Retention Calculation: Event Driven: All records that have event-driven retention periods, such as Termination of Employment or Termination of Contract, contain a retention period that is calculated from the event date. For example, if an employee departs in August of a particular year, his/her official personnel records are eligible for disposition 4 years after that date. Non-Event Driven: If the retention period has no event, but rather a straight numerical retention period, the records must be retained for that period of time plus the remainder of the fiscal year in which they are created. For example, if a record is created some time during April of a year and it has a retention period of 7 years, it must be kept for the remainder of the fiscal year in which it is created plus an additional 7 years. : If a record has a permanent retention period, it indicates that the records are historical or vital and must be retained indefinitely. However, some records may be reviewed periodically to determine if there is remains any regulatory or canonical need to retain them. If not, then the disposal review and approval process will be initiated and managed in consultation with Archives and Records. 1

2 CATHOLIC DIOCESE OF DALLAS PASTORAL CENTER RECORDS RETENTION SCHEDULE EFFECTIVE JUNE 2016 Creation or Event Retention Keep Until Explanation 4/15/2014 (Record Created) 7 years 07/01/2021 Keep full fiscal year of creation + 7 more years 1/5/2015 (Trigger Event) Expiration + 4 years 1/6/2019 Keep 4 years after trigger event (Expiration) 1/5/2015 TBD Some records should be reviewed periodically to determine their status and whether they can be disposed. This does not include sacramental records which are permanent. 3. Definitions: Disposition: The process of eliminating or deleting a record once it has met its retention period and any legal holds have been released. Legal Hold: The procedure used to temporarily suspend disposition of certain records due to a pending or a current dispute, litigation, or investigation, even if the records are eligible for disposal. Non-Record: External documents and publications such as trade journals, newsletters, and catalogs that do not require retention. Non-record materials should be disposed of as soon as it is no longer needed for reference. This is usually no longer than one year. Official Records: Complete and final records that require retention for legal, recordkeeping, or business reasons. Official records provide evidence of the diocese s business functions, policies, decisions, procedures, operations, and internal and external transactions. Owning Department: The department responsible for maintaining the official record to comply with retention requirements as identified in this Schedule. The official records owner is typically, but not always, the department that is responsible for the creation and/or management of the record. Record: Information (hardcopy and electronic) created, received, and used to document the business decisions, transactions, or processes of the diocese. Unofficial Records: Records that are not required to be retained for legal, recordkeeping, or business needs unless they are subject to a legal hold. These may include drafts, duplicates, or convenience copies of official records. These may be disposed of when no longer referenced by the owner and in no instance should they be retained any longer than the retention period for the official records. 2

3 CATHOLIC DIOCESE OF DALLAS PASTORAL CENTER RECORDS RETENTION SCHEDULE EFFECTIVE JUNE Off-Site Storage: Safesite is the approved off-site storage vendor for the pastoral center. If you are storing inactive records off-site with another vendor, contact Joyce Higgins for assistance. For instructions on how to prepare and index records for storage at Safesite, please contact Joyce Higgins. 5. Assistance: If a particular type of record or document is not listed in the Schedule, or you need assistance to determine where it would be categorized, please contact Archives and Records. The Records and Archives team is here to assist you with your questions. You can us Date of Records Retention Schedule November 9, 2009 Catholic Diocese of Dallas Records Retention Schedule for Pastoral Center Document Management June 2016 Catholic Diocese of Dallas Records Retention Schedule for Pastoral Center Document Management Major Revisions 1. Modified some retention periods not subject to retention requirements. 2. Added some records categories not previously listed and removed others no longer needed. 3

4 Record Group Type of Record Time Medium Retained Disposal Note Note on The fact that a record is electronic or should not affect its retention. The schedule to be followed should be determined by the content of the record. For example, an about finance matters would follow the schedule for financial records. An about Tribunal matters would follow the schedule for Tribunal records. A personal , or spam would not be a record at all and could be disposed of, etc. s may be filed in electronic folders or printed and filed as paper documents based on their content. Administrative Records All Departments Administrative Records (correspondence, memoranda, rules and regulations, etc. a. Records originating in the organization that document Paper/electronic On site/off site policy, procedure, rules or regulations b. Records that document routine activities 2 years Paper/electronic On site/off site Abstracts, deeds (property) Paper On site/off site Annual Reports to Pastoral Center (Status Animarum) Paper On site/off site Articles of Incorporation (of the church corporation, parish) Paper On site/off site Bequest and estate papers Paper On site/off site Bishop s Decrees Paper/electronic On site/off site Communications from the Bishop regarding the parish Paper/electronic On site/off site Constitution and Bylaws (Diocesan Agencies) Until dissolved Paper On site/off site Correspondence, legal Paper/electronic On site/off site Correspondence, official (paper and ) Regarding diocesan/parish policies, Paper/electronic On site/off site directives and/or procedures Correspondence, routine Biennial review On site/off site Donor lists Paper/electronic On site/off site Finance Committee Minutes Paper/electronic On site/off site Insurance policies Paper On site/off site Inventories of property and equipment Paper/electronic On site/off site Leases Expiration + 7 years Paper On site/off site Office files, general Biennial review Paper/electronic On site/off site Diocesan Pastoral Council constitutions Until superseded Paper/electronic On site/off site Diocesan Pastoral Council minutes Paper/electronic On site/off site Policy statements Superseded + 7 Years Paper/electronic On site/off site Subject files (Memos, rules, schedules, etc.) Annual review Paper/electronic On site/off site Wills, testaments, codicils Paper/electronic On site/off site Archives Parish History Files Paper On site/off site Deceased Clergy Files TBD Paper On site/off site Photo Files ( Priests, parishes, institutions, general) Paper/elec On site/off site Clergy Card Files Paper On site/off site Clergy Information Files (See Clergy Files) Page 4

5 Baptism Record Index files Paper/elec/micro On site/off site Official Catholic Directories Paper On site/off site Former Bishops's Files Paper On site/off site Annuario Pontifiicio Directories Paper On site/off site Parsh Boundaries Decrees and maps Paper/elec On site/off site Historical material (Clippings, photos, booklets, etc. related to diocese and parishes) TBD Paper/electronic On site/off site Texas Catholic directories (File copies) Paper/electronic On site/off site Publications Diocesan/parish histories Paper/elec On site/off site Diocesan/parish anniversary books Paper/elec On site/off site Newsletters (diocesan, parish, affiliated organizations) TBD Paper/elec On site/off site Parish directories TBD Paper/elec On site/off site Parish bulletins TBD Paper/elec On site/off site Bishop's Office Bishop's calendar One year Paper On site/off site Archives General Correspondence Perm File Paper On site/off site Tenure Archives HolySee/Nuncio Correspondence Perm File Paper On site/off site Official Diocesan Correspondence Perm File Paper On site/off site USCCB Correspondence Perm File Paper On site/off site Catholic Schools Office General Standardized Test Results 10 years Paper On site/off site/school Curriculum Standards Until supeceded Electronic On site/off site School Calendar Current year Crisis Management 1 year DEET Finanical Assistance Requrests Enrollment Data t years Civil Rights/Title IX Reports SEVIS/I-20 Foreign Student Program 3 years Diocesean School Board Minutes Diocesean School Board By-Laws Until supeceded Federal Program Requirements 5 years` Paper/elec On site/off site Articles of Incorporations/Trusts Page 5

6 NCEA Reports Paper On site/off site AHERA School Management Plans* Paper On site/off site/school Periodic Surveillence Reports * Paper On site/off site/school Abatement documents & manifests * Paper On site/off site/school TCCED School Annual Report for Conntinued Accreditation Paper On site/off site/school School Self-Study Document Paper On site/off site/school VT Consensus Report/Notification of Status Paper On site/off site/school School Required Actions Paper On site/off site/school Interim Reports Paper On site/off site/school Guide to Quality and Effectiveness Manual Until supeceded+ 5 years Electronic On site/off site/school TCCED Health Manual Until superceded Paper/elec On site/off site/school Individual Deficiency Removal Plans/Verification Termination + 5 years Paper On site/off site/school Education Personnel Certificates and Licenses * Termination + 4 years Paper On site/off site/school Employee Service Record * Paper/elec On site/off site/school Official Teacher Service Record * (included above) Paper/elec On site/off site/school Employment Applications (Non-Hires)* 1 years from receipt Paper/elec On site/off site Official Transcripts * Termination + 4 years Paper On site/off site/school Employment Contracts * Last Effective date + 4 years Paper On site/off site/school Grievance Records * (not EEOC) 2 years Paper On site/off site/school Training and Educational Attainment Records Termination + 4 years Paper/elec On site/off site/school CPE Coourse Rosters Termination + 4 years Electronic On site Catechetical Services Catechetical Student Attendance Records Death of Student Electronic On site/off site Contracts with Educational Institutions Termination + 7 years Paper On site/off site Course Evaluation 3 years Paper On site/off site Handbooks and Manuals Superseded + 3 years Paper/elec On site/off site Parish Catechetical Profile 5 years Paper On site/off site Training Materials Superseded + 7 years Paper/elec On site/off site TCC-RE Annual Reports Electronic On site/off site to Archives Religious Education Reports (for diocesan offices) Paper/electronic On site/off site Page 6

7 Chancellor Claimant Files Setttlement + 10 Years Paper On site/off site Ordination Records (See Priest Files) Paper/elec On site/off site Settlement Files Paper On site/off site Clergy Assignment Letters (See Priest Files) priest's file Paper On site/off site Communications News Media Clippings Paper/elec On site/off site Diocesan News Releases 5 years Electronic On site/off site Pastoral Center News TBD Electronic On site/off site Clergy Newsletter TBD Electronic On site/off site Financial and Accounting Risk Management Incident Reports (accidents/injury) 7 years Paper/elec On site/off site Employee medical complaints 7 years Paper/elec On site/off site Employee medical records 7 years Paper/elec On site/off site Environmental test records/reports Paper/elec On site/off site Haxzardous exposure records Paper/elec On site/off site Toxic Substance explore reports Paper/elec On site/off site Workers Compensation Records 12 years Paper/elec On site/off site Payroll Earnings and records Termination + 7 years Paper/elec On site/off site Attendance records Termination + 7 years Paper/elec On site/off site Employee contracts Termination + 7 years Paper/elec On site/off site Employee deduction authorization Termination + 7 years Paper/elec On site/off site Employee salary schedules Termination + 7 years Paper/elec On site/off site Labor contracts Termination + 7 years Paper/elec On site/off site W-2 years Forms Filing + 7 years Paper/elec On site/off site W-4 years Forms Filing + 7 years Paper/elec On site/off site Time Cards and Records Filing + 3 years Paper/elec On site/off site Banking Bank deposits 7 years Paper/elec On site/off site Bank statements 7 years Paper/elec On site/off site Page 7

8 Cancelled checks 7 years Paper/elec On site/off site Check registers/stubs 7 years Paper/elec On site/off site General Audit reports Paper/elec On site/off site Balance sheets, annual Paper/elec On site/off site Balance sheets, monthly/quarterly 1 year Paper/elec On site/off site Budgets, approved, revised 7 years Paper/elec On site/off site Financial reports, annual Paper/elec On site/off site Financial reports, monthly 1 year Paper/elec On site/off site Financial statements Paper/elec On site/off site Investment/Insurance Certificates of deposit, cancelled Redemption + 3 years Paper/elec On site/off site Insurance policies Paper/elec On site/off site Mortgage records Paper/elec On site/off site Letters of credit 7 years Paper/elec On site/off site Securities sales 7 years Paper/elec On site/off site Stock investment Sale + 7 years Paper/elec On site/off site 7 years Paper/elec On site/off site Accounting Accounts payable, invoices 7 years Paper/elec On site/off site Accounts payable, ledgers 7 years Paper/elec On site/off site Accounts receivable, ledgers 7 years Paper/elec On site/off site Credit card statements/charge slips 7 years Paper/elec On site/off site Invoices and paid bills, major building construction Paper/elec On site/off site Invoices and paid bills, general accounts 7 years Paper/elec On site/off site Cash books 7 years Paper/elec On site/off site Cash journals 7 years Paper/elec On site/off site Cash journal, receipts on offerings and pledges 7 years Paper/elec On site/off site Receipts 7 years Paper/elec On site/off site Mortgage payments 7 years Paper/elec On site/off site Chart of accounts 7 years Paper/elec On site/off site Other records General ledger, annual Paper/elec On site/off site Journals, general and specific funds Paper/elec On site/off site Journal entry sheets 7 years Paper/elec On site/off site Page 8

9 Ledgers, subsidiary 7 years Paper/elec On site/off site Payroll journals 7 years Paper/elec On site/off site Payroll registers (summary schedule of earnings, deductions & accrued leave 7 years Paper/elec On site/off site Pension records Paper/elec On site/off site Pledge registers/ledgers 3 years Paper/elec On site/off site anently restricted gift documents Paper/elec On site/off site Temporarily restricted gift documents 3 years after restrictions Paper/elec On site/off site Tax Records Employment taxes (Contributions and payments including withholding & FICA) file + 7 years Paper/elec On site/off site W-2 years forms file + 7 years Paper/elec On site/off site W-4 years forms file + 7 years Paper/elec On site/off site IRS exemption determination letters (Other than OCD listed organizations) Paper/elec On site/off site Form 990 Paper/elec On site/off site IRS exemption determination letters (Income, excise, property, sales, use, etc.) Paper/elec On site/off site Form 641 Paper/elec On site/off site Property Records Architectural records, blueprints, building designs, specifications Paper/elec On site/off site Architectural drawings Paper/elec On site/off site Deeds files Paper/elec On site/off site Mortgage documents Paper/elec On site/off site Property appraisals Paper/elec On site/off site Real estate surveys/plots, plans Paper/elec On site/off site Title search papers and certificates Paper/elec On site/off site Cemetery Records Account cards (record of lot ownership and payments) Paper/elec On site/off site Annual report Paper/elec On site/off site Bank statements 7 years Paper/elec On site/off site Board minutes Paper/elec On site/off site Burial cards (record of interred s name, date of burial, etc.) Paper/elec On site/off site Burial records (record of interred s name, date of burial, etc.) Paper/elec On site/off site Contracts documenting lot ownership Paper/elec On site/off site Correspondence BANR Paper/elec On site/off site General ledger Paper/elec On site/off site Lot maps Paper/elec On site/off site Page 9

10 Human Resources Administrative Records Employee Policy Manual Superseded + 4 years Paper/elec On site/off site Job Descriptions Superseded + 4 years Paper/elec On site/off site Organizational Chart While Current Paper/elec On site/off site I-9 years Audit Electronic On site/off site Rejected Applications/Resumes 1 year after receipt Paper On site/off site Personnel Records Employee Application Termination + 4 years Paper On site/off site Resume Termination + 4 years Paper On site/off site Employee Contracts/Offer Letters Termination + 4 years Paper On site/off site Salary Information Termination + 4 years Paper/elec On site/off site Attendance Records (Jury, PTO, STD, LTD, FMLA, Bereavement) Termination + 4 years Paper/elec On site/off site Eligibility Verification Form I-9 years Termination + 4 years Paper On site/off site Performance Reviews Termination + 4 years Paper On site/off site Write Ups Termination + 4 years Paper On site/off site Promotions/Transfers Termination + 4 years Paper On site/off site Benefit Records Open Enrollment Termination + 4 years Paper On site/off site New Hire Termination + 4 years Paper On site/off site Life Event Termination + 4 years Paper On site/off site Cont. of Benefits Termination + 4 years Paper On site/off site Term of Benefits Termination + 4 years Paper On site/off site Disability Records STD/LTD Termination + 4 years Paper/elec On site/off site FMLA Termination + 4 years Paper On site/off site 403B Retirement Plan Termination + 4 years Paper On site/off site Life Insurance Policies Termination + 4 years Electronic On site/off site Benefit Plan Description Rollout + 4 years Electronic On site/off site Benefit Plan Annual Reports 6 years Electronic On site/off site Personnel File Termination + 4 years Paper On site/off site Pastoral Planning Ad Limina Reports (Quinquennial Report) Paper Annual Vatican Report 5 years Paper Page 10

11 Official Catholic Directory Report and Workpapers 5 years Paper Official Catholic Directory Entity Financials Current + 1 year Paper May and October Mass Counts TBD Paper Census records (parish) Electronic Safe Environment Application Paper Screening Form Paper/elec Interviews Paper References Paper/elec Criminal Background Check Paper/elec Training Records Paper/elec Policy Acknowledgement Paper/elec Computer/Internet Policy Paper/elec Texas CPS Notifications TBD Good Standing Records Current + 1 year Non-Parish Organization Files ACT+ 3 years Parish/School Audits USCCB Charter Compliance Audit Texas Catholic Texas Catholic Publication and Supporting Materials Revista Catolica Publication and Supporting Materials Subscriber Information Superceded/Obsolete Advertising Contracts ACT + 4 Tribunal Prenuptial Files 6 years paper/then electronic Paper/elec Nullity File Decisions Paper Nullity File Acta (other than decisions) Settlement + 20 years Paper Canonical Affairs Committee Records 5 years Page 11

12 Vicar for Clergy Priests' Personnel Files TBD Paper On site/off site Archives on death Deacons' Personnel Files TBD Paper On site/off site Archives on death Clergy Rescript Files Paper On site/off site Youth Ministry Waiver of liability forms 7 years Paper Medical release forms 7 years Paper Code of Conduct forms 7 years Paper Incident report forms 7 years after resolution Paper Youth, Young Adult & Campus Ministry Event Records Page 12