Records Retention Human Resources Accounting/Finances Financial Records Minimum Retention Period Accounting General Ledger One year + current Audits (Inventory) Until updated + one year Audits (Financial) Permanent Bank Account Records Six years + current Bonded Indebtedness Records and Payments Permanent Budget Preparation Records and Budget Documents Six years + current Insurance Policies Term of Policy Payroll Records Two years + current Pledging Records Three years + current Purchasing Records Two years + current   Photos Programmatic Records Administrative Records Minimum Retention Period Agenda and Official Minutes of Board Meetings and Committees Permanent Building Blueprints, Floor Plans and Architectural Drawings Permanent Building Use Records Three years Calendars and Scheduling Records Three years General Correspondence One year + current Information on the establishment and implementation of policies and procedures, including manuals Permanent Organization Charts Permanent Membership Records Permanent Personnel Records Seven years Publications Two years Special Programs and Events Schedules and Records Two years Sunday Service Recordings Three years   Church Archives There is a designated area in the Church basement for the accumulation and storage of the Church archives. This area shall be uniquely maintained for such purpose and no other. Suggested Foothills Archive Practices Drafted November 2025 By Rev. Gretchen Haley, Senior Minister  For now, we are only focusing on the printed materials we already have. After this, we will move towards a practice of printing some of our digital materials. And then we will organize our digital materials. Suggested Categories for Archival Materials 1. Foundational and Historical Documents Founding charters, constitutions, and bylaws Unity Records (volumes from 1898 onward) Key congregational minutes (e.g., early foundational meetings, mergers) Historical narratives written by members Artifacts tied to milestones (e.g., the 100th anniversary, original architectural sketches) 2. Governance, Property, and Financial Records  Board of Trustees minutes Congregational meeting minutes Annual reports Treasurer’s reports and endowment records Fundraising and campaign materials Building and property plans (significant renovations or expansions) 3. Worship and Ritual Orders of Service  Memorial records, weddings, dedications, and other special services  Sermons (printed and recorded)  4. Membership and Community Life Membership books, membership lists and directories  Obituaries and memorials Family information files Records of births, deaths, marriages, and major life events 5. Programmatic and Committee Work Reports and minutes of key committees (e.g., Religious Education, Women’s Alliance, Search Committees) Historical overviews of programs like Religious Education, music, and social justice initiatives Special projects (e.g., Medieval Faire, interfaith collaborations) 7. Denominational and Interfaith Connections UUA-related materials (keep summaries; defer to national archives where appropriate) Records of Mountain Desert District involvement Correspondence with other UU or interfaith organizations 8. Non-Foundational Artifacts Photos, posters, and promotional materials Historical plaques, banners, and memorabilia Guidance for Storage Practices  High-Priority to Keep Indefinitely: Founding and governance documents (e.g., Unity Records, constitutions, bylaws) Unity Church Charter kept in ministers’ office  Membership books and annual reports Congregational and Board minutes Search Committee Records  Records of ministers, staff, and elected leadership at least once per year  Worship-related records of historical or liturgical significance (e.g., dedications, milestone services). Here is specific guidance for orders of service:  Keep all orders of service through 2014 that we have on file, after that, keep the following:  Water Communion Ceremony  Flower Communion Ceremony Remembrance Sunday  1-2 from Holiday Season  Easter Sunday  1-3 others from the “regular” church year  Installations, Ordinations, Retirement services  Historical narratives written by members or about the church’s role in the community Results / Final Reports of Visioning and Strategic Plans  Representative Sampling (Keep Highlights): Routine committee notes, i.e. Endowment, Finance, Religious Education, Music, and other committees Notes from Strategic Planning and Visioning Sessions and their supporting committees  Newsletters: After 2014, keep annual or quarterly highlights instead of all issues. Sermons:  Focus on sermons that reflect key themes or turning points in the church's history. For example at the start, or end of the church year. Around major social events.  Newsclippings, photos and posters: Prioritize articles and images depicting significant events, milestones, and changes in church life. Let Go: Duplicates of histories, newsletters, or promotional materials Denominational conference records (available elsewhere) Routine financial records (e.g., weekly offering data, minor transactions) Objects or plaques with unclear relevance or duplicative recognition Storage types that are no longer accessible due to outdated technology  If you have any question about keeping an item or not, consult with a group of still-invested members who have been in the church for more than 30 years, and ask them if it is acceptable to let go of an item. The majority of their group can rule on this. So that we don’t wonder later if we have retained an item or not, keep a record of what we have let go of, and in what method (i.e. given to other archives, recycled, etc.)