Política de conservación de documentos del Arzobispado
El Calendario de Conservación de Documentos es una política diocesana que enumera todos los documentos que habitualmente conserva el Arzobispado y describe cuánto tiempo deben conservarse y qué hacer con ellos al final de ese período.
- Se aplica a los registros en todos los formatos (papel, fotografías, archivos electrónicos, etc.) y en todas las ubicaciones de almacenamiento (incluidos archivadores, almacenamiento en la nube, servidores de correo electrónico, aplicaciones web y dispositivos móviles).
- Las siguientes directrices pretenden ayudarle a comprender cómo aplicar las políticas de conservación a los documentos de su oficina o área de trabajo.
1. Oriéntese
a) En primer lugar, familiarícese con la organización del calendario de retención. Los expedientes se agrupan por las funciones administrativas a las que se refieren, no por el tipo/formato de los expedientes (es decir, correspondencia, informes) ni por la oficina o ministerio que los crea. Por ejemplo, hay secciones del calendario dedicadas a la administración financiera, la gestión de personal, la liturgia, etc.
b) Cada una de estas 15 áreas funcionales se desglosa en subcategorías para facilitar la búsqueda de las políticas exactas que se aplican a los registros que está consultando. En el ejemplo siguiente, puede ver que los registros producidos a través de la función Administración financiera se dividen en 7 subcategorías.
c) Dentro de estas subcategorías se encuentran las políticas relativas a las distintas series de documentos.
Ejemplo: ADMINISTRACIÓN FINANCIERA
- Contabilidad
- Autorización
- Gestiones bancarias
- Desarrollo presupuestario
- Desarrollo y captación de fondos
- Nóminas
- Impuestos
2. Correspondencia de los registros con la política adecuada del calendario
a) Piense en los registros sobre los que tiene una pregunta en términos de la función laboral a la que se refieren y, a continuación, emparéjelos con la subcategoría más cercana dentro de esa área.
Ejemplo: ¿Se pregunta cuánto tiempo debe conservar las hojas de asistencia antiguas? Estas tienen que ver con el pago a los empleados (una actividad financiera), por lo que primero debería consultar la sección Gestión financiera del programa. Profundizando un poco más, ¿a qué subcategoría de la sección financiera pertenecen específicamente? (RESPUESTA: Nómina)
b) Una vez que haya identificado la sección correcta, desplácese hacia abajo en esa parte de la agenda hasta encontrar la categoría de registro correcta ("series"). Pero no te fíes sólo de los títulos de las series. En muchos casos, tendrás que leer las descripciones de las series porque a menudo se han agrupado en una sola serie varios tipos de registros relacionados.
Ejemplo: Continuando con el ejemplo anterior, hay 5 tipos de registros de nóminas listados en el calendario. Léelas y verás que la última es "Timecards". ¡Eureka!
c) Ahora consulte el periodo de conservación (cuánto tiempo hay que conservar los documentos) y la política de eliminación (qué hacer con los documentos una vez caducados) de esa serie concreta de documentos.
3. Comprender los periodos de conservación y los tipos de eliminación
a) Los periodos de retención tienen 2 partes. Piensa en ellos como el "detonante" y la "cuenta atrás".
- La "señal", la primera parte, le indica cuándo debe empezar la cuenta atrás hasta la fecha de caducidad. Normalmente se basan en el tiempo (final del ejercicio fiscal; final del año natural), pero a veces se basan en acontecimientos (venta de un edificio, final de un proyecto, etc.).
- La segunda parte del periodo de conservación es la cuenta atrás. Esto sólo le indica cuántos años después de que se originó debe conservar los registros.
Ejemplos:
- Año fiscal + 6 significa conservar durante 6 años después del año fiscal en el que se creó el registro.
- Año natural + 1 Conservar durante 1 año después del año natural en que se creó el registro.
b) Las políticas de eliminación indican qué hacer con los documentos una vez transcurrido su periodo de conservación. Existen 5 tipos de disposición para los expedientes escolares.
-
- Destruir: Los registros que contienen información privada/sensible.
- Reciclar: Los registros que no contienen información privada/sensible.
- Borrar: ¡Significa precisamente eso!
- Archivos: Los registros tienen valor a largo plazo para la Arquidiócesis y deben guardarse de forma segura en sus archivos, ya sean físicos o electrónicos.
- Revisión de archivos: Consulte a alguien en los Archivos de Arzobispado para tomar una determinación final.
No existen requisitos de conservación para los siguientes tipos de materiales. Pueden eliminarse en cuanto hayan cumplido su función inmediata. Destruya, recicle o elimine según proceda.
Errores en los documentos
- Versiones incorrectas de documentos, formularios o informes que tuvieron que volver a crearse para corregir errores de mecanografía, introducción de datos, ortografía, gramática o formato.
Borradores y material de trabajo
- Borradores preliminares o incompletos que no contengan comentarios significativos, aprobaciones o cambios sustanciales que permitan comprender el desarrollo de la versión final. Puede eliminarse cuando se haya desarrollado un borrador posterior o registros acabados.
Duplicados
- Copias adicionales utilizadas únicamente para referencia o distribución informativa
- Documentos electrónicos que se utilizan para producir una versión impresa (oficial) que se conserva en los archivos impresos.
- CCs (copias al carbón) y BCCs (copias al carbón ciegas) por correo electrónico en las que usted ha sido copiado sólo con fines informativos y no se espera que actúe usted mismo
Materiales externos
- Publicaciones, material promocional, etc. de fuentes externas una vez que hayan cumplido su propósito.
Información o formularios utilizados para crear o actualizar otro registro
- Quedará obsoleto una vez validada la actualización o la introducción de datos.
- Incluye los formularios en papel cuyos datos se introducen en un sistema electrónico, una hoja de cálculo o una base de datos.
Comunicaciones o notificaciones informales
- Puede adoptar muchas formas (por ejemplo, mensajes de correo electrónico, mensajes de chat en herramientas de colaboración en línea, publicaciones en redes sociales, fax [fax], grabaciones de mensajes de voz/vídeo).
- Agradecimientos, cartas de agradecimiento
- Anuncios de reuniones o actos sociales
- Respuestas a solicitudes rutinarias de información no requieren medidas administrativas ni decisiones políticas
- Notas y publicaciones que no no relacionados con el objetivo principal o las responsabilidades de una oficina
- Comunicaciones personales
- Solicitudes para llamar a alguien
- Reservas, confirmaciones, itinerarios
Cuando se produzca o se prevea razonablemente que se va a producir un litigio, una auditoría o una investigación, se enviará una notificación por escrito (denominada "notificación de retención por litigio" o "retención legal") al personal correspondiente. Todos los registros, ya sean registros oficiales, copias de información, documentos de trabajo o registros transitorios, potencialmente relevantes. a el asunto debe retenerse hasta que finalice la Suspensión de Litigios. El efecto de esta notificación es congelar o suspender la destrucción o alteración de registros, información almacenada electrónicamente y otros materiales identificados en la notificación.
Los expedientes relacionados con el asunto pueden no se destruirán -incluso si el período de conservación en este calendario de conservación ha expirado o expira durante la Retención de litigios- hasta que se resuelva la acción y se haya emitido una notificación que ponga fin a la Retención. Las personas que destruyan o modifiquen un documento tienen graves consecuencias jurídicas. registros en el marco de un litigio Retengan o sepan de un asunto pendiente y no detengan la destrucción.
This is an at-a-glance tool to help staff, volunteers, and IT support quickly identify the permanent records of the Chancery. It is NOT a substitute for using the Records Retention Schedule for the Chancery, which describes retention and disposal requirements for all Chancery records.
For more information, please refer to the Chancery retention schedule or contact a records manager at archives@seattlearch.org.
Accident Prevention/Safety Manuals
Final, adopted versions
Board, Committee, Council & Lay Group Records
- Constitutions & bylaws
- Meeting agendas, minutes, handouts, surveys, and audio or video recordings.
Cemetery Records
- Burial indexes/registers
- Cemetery lot cards
- Maps and plats
- Plot or interment purchase forms and agreements
Community Outreach Records
- Program descriptions – records documenting the mission or vision, board or members, charter, target audience, and primary activities.
Design & Construction Records
- Blueprints and architectural plans
- Construction project files (records of planning and design phase, permitting and approval, inspection and quality control, and completion and close out of building projects)
Establishing Records
- Articles of incorporation
- Canonical appointments
- Decrees of establishment
- Power of attorney
Financial Records
- Audit Reports
- Bequests, Trusts, and Endowments
- Budgets, final
- General Ledgers
- Payroll Registers (predating the era of a centralized payroll system)
Hazardous Material Records
- Abatement documentation
- Asbestos reports
- Safety data sheets (MSDs)
Legal Records
- Legal counsel’s advice and opinions
- Litigation work product files
Liturgy Records
- Calendar of liturgies
- Liturgical minister’s schedule
- Liturgy planning materials/mass scripts – Records used in the preparation of materials for use in major liturgical celebrations.
- Repertory calendar
- Theatrical/music programs
- Worship aids
Marketing Records - For Chancery programs, services, and events
- Advertisements
- Audio/Video recordings
- Brochures
- Catalogs
- Direct Mailings
- Films and presentations
- Fliers
- Logo designs
- Posters
- Print and digital Images
Parish Publications & Memorabilia
- Anniversary books and videos
- Historical newspaper clippings
- Historical photographs
- Newsletters, bulletins, newspapers, periodicals, and mass mailings produced by the Chancery
- Directories
- Scrapbooks
- Websites (capture before major content change)
Personnel Files, Employees & Volunteers – May include, but not limited to the following:
- Background Checks, positive criminal history results
- Confidentiality agreements
- Continuing education certificates
- Correspondence and memos
- Employee dispute resolution records (if employee is terminated)
- Employee policy agreements
- HIPAA training certificates
- Lay off/severance notification letter
- Letters of reference
- Pay rate/history
- Performance evaluations
- Personnel action forms
- Personnel status tracking records
- Resume/application materials
- Safe environment training proof of completion (before July 2015)
- Terminated employee checklist & supporting documentation
Policies, Guidelines, Procedures
Final approved policy documents developed and implemented by the Chancery.
Public Statements
- Press Releases
Records Destruction Certificates
Records certifying the physical disposal/deletion of records that have completed their retention period.
Research & Planning Records
- Census data
- Parish Annual Reports
- Surveys, studies, reports, & recommendations
Sacramental Records
- Hard copy sacramental registers and companion files
- Marriage Packets/prenuptial documents
Sexual Abuse/Misconduct Notifications
Include, but not limited to, letters, electronic messaging (emails, text messages, voice messages), and documentation of verbal conversations.
Training Records
Training materials, final version – (for workshops, classes, orientations, or seminars put on by the Chancery. May include, but not limited to course curricula, and reference publications.
Haga clic aquí para obtener una copia imprimible en pdf del calendario de retención.
El calendario se revisa a lo largo del año, por lo que le rogamos que se asegure de utilizar la versión más actualizada.
100 ADMINISTRACIÓN
Registros que documentan o apoyan la administración de programas, oficinas, juntas, grupos y eventos del Arzobispado..
The activity of coordinating and/or staffing boards, committees, councils, and commissions.
BOARD, COUNCIL, COMMITTEE, COMMISSION, & GROUP MATERIALS Records documenting the deliberations, decisions, and actions of consultative bodies within the Archdiocese.
May include, but not limited to:
- administrative correspondence,
- adopted by-laws,
- attached reference material,
- audio/video recordings,
- membership lists,
- mission statements,
- reports,
- sign-in sheets, and
- transcribed minutes.
Office of Primary Responsibility: Any Office- *see below for detailed list
Series Number: CS105-05
Retention: Calendar year + 3 years, then arrange for appraisal by Archives
Disposition: Archival Review
*Office of Responsibility for specific consultative bodies:
|
Property and Construction |
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Chancellor |
|
Chancery Operations |
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Catholic Faith Formation |
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Administration and Finance |
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Liturgy |
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Chancellor |
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Catholic Schools |
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Youth and Young Adult |
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Catholic Schools |
|
Youth and Young Adult |
EXECUTIVE COMMITTEE |
Youth and Young Adult |
ADVISORY BOARD |
Vicar for Clergy |
ADVISING COMMITTEE |
Vicar for Clergy |
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Stewardship & Development |
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Catholic Schools |
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Catholic Schools |
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Vicar for Clergy |
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Catholic Schools |
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Benefits Services |
|
Benefits Services |
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Vicar for Clergy |
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Parish Financial Services |
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Chancellor |
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Benefits Services |
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Benefits Services |
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Vicar for Clergy |
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Catholic Schools |
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Office of the Vicar General |
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Parish Financial Services |
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Human Resources |
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Human Resources |
BOARD OF DIRECTORS MEETING |
Washington State Catholic Conference |
COUNCIL, BOARD, COMMITTEE, & GROUP ELECTION RECORD
Office of Primary Responsibility: Any Office
Series Number: CS105-10
Retention: Votes counted + 1 year
Disposition: Shred/Delete
The activities associated with the day-to-day operations of the central agency of the Archdiocese of Seattle.
CHANCERY WEEKLY MAILINGS
Paper mailings that were used to relate events and happenings at the Chancery in the 1980s and 1990s.
Office of Primary Responsibility: Communications
Series Number: CS110-05
Retention: Permanent (Obsolete or superseded, then transfer one copy to Archives)
Disposition: Archives
EXTERNAL INFORMATION, GENERAL
Information received from external sources and is no longer needed for diocesan business including:
- Catalogs, external reports, multi-media presentations (videos, CDs, etc.);
- Informational copies, notices, bulletins, newsletters, and announcements; and
- Unsolicited information (junk mail, spam, advertisements, etc.).
Office of Primary Responsibility: Any Office
Series Number: CS110-10
Retention: Obsolete or superseded
Disposition: Recycle, Shred, or Delete
OFFICE MEETING MATERIALS
Records of routine meetings such as departmental check-ins, office staff meetings. For Board, Council, Committee, Commission, and Group Meeting Materials, see CS105-05 Board Administration. Records also include any audio or video recordings.
Office of Primary Responsibility: Any Office
Series Number: CS110-15
Retention: Calendar year + 2 years
Disposition: Shred/Delete
PROJECT RECORDS
Records of major projects at the Chancery such as strategic initiatives.
May include, but not limited to: work plans, status reports, meeting materials and notes, project plans, financial records, and related correspondence.
For Contracts, see CS115-15 Contracts, Service and Maintenance Agreements, & Warranties. For Requests for Vendor Proposals, see CS115-25 Requests For Vendor Proposals (Successful)and CS115-30 Requests For Vendor Proposals (Unsuccessful). For Technology Project records, see CS1405-35 Technology Project Records. For Building Projects, see CS205-15 Major Construction Project Files.
Office of Primary Responsibility: Any Office
Series Number: CS110-20
Retention: Completion of project, then arrange for appraisal by Archives
Disposition: Archival Review
REFERENCE MATERIALS
Externally-created materials collected by staff for reference use. Includes: copies of published articles, catalogs, promotional materials, policies, reports, and conference/workshop handouts.
Office of Primary Responsibility: Any Office
Series Number: CS110-25
Retention: Obsolete or superseded
Disposition: Recycle
REQUESTS FOR BASIC/ROUTINE INFORMATION
Records are routine requests for information about the Chancery offices and programs. Includes: business hours, location, contact information, website links, and meeting times. Please see CS110-35 Requests for Information for substantive requests for information that require research.
Office of Primary Responsibility: Any Office
Series Number: CS110-30
Retention: Obsolete or superseded
Disposition: Recycle
REQUESTS FOR INFORMATION
Records are requests for information made by the public, parishes, and parishioners and responses.
Office of Primary Responsibility: Any Office
Series Number: CS110-35
Retention: Resolution of request + 2 years
Disposition: Shred/Delete
SCHEDULING – APPOINTMENTS & MEETINGS
Records include: meeting invitations accepted/declined, calendar items, notifications, and related correspondence.
Office of Primary Responsibility: Any Office
Series Number: CS110-40
Retention: Obsolete or superseded
Disposition: Recycle
TRANSITORY RECORDS
See Transitory Records Policy above. Please use the series number and title for destruction certificates.
Office of Primary Responsibility: Any Office
Series Number: CS110-45
Retention: Obsolete or superseded
Disposition: Recycle
The activity of managing contracts and agreements and all processes involved in their development.
BENEFITS SERVICES PLAN DOCUMENTS
Records may include: plan documents, financial statements, meeting materials, statistical and enrollment information, investment policies, determinations, statements, trustee lists, fiduciary insurance policies, IRS Private Letter Ruling and correspondence.
Office of Primary Responsibility: Benefits Services
Series Number: CS115-05
Retention: Permanent (Calendar year + 5 years, then arrange for transfer to Archives)
Disposition: Archives
CHILD PHOTO/MEDIA RELEASES
Permissions to use images of children recorded during activities/events, by staff or students in an official capacity. Images include, but are not limited to, photos, video, and audio recordings.
Office of Primary Responsibility: Any Office
Series Number: CS115-10
Retention: Retain for 6 years after image/ recording no longer being used, then destroy. Denials of Permissions: retain until end of year
Disposition: Shred/Delete
CONTRACTS, SERVICE AND MAINTENANCE AGREEMENTS, & WARRANTIES
Records documenting the Chancery’s obligations with third parties under contracts, licenses, and other agreements not covered elsewhere on this schedule.
Records may include: Camp Facility Rental and Hold Harmless Agreements, Vendor Contracts, Software Licenses, Trademark Licenses, Union Contracts, Purchase Agreements, Temporary Access Agreements, and Non-Disclosure Agreements.
Office of Primary Responsibility: Any Office
Series Number: CS115-15
Retention: Completion of contract or agreement + 6 years. Secondary copies: Obsolete or superseded.
Disposition: Shred/Delete
INDEPENDENT CONTRACTORS AGREEMENTS
Agreements between the Archdiocese of Seattle and independent contractors for goods, services, and payment.
Office of Primary Responsibility: Human Resources
Series Number: CS115-20
Retention: Permanent. Paper originals: Fiscal year + 3 years, then arrange for scanning
Disposition: Shred after Scanning
REQUESTS FOR VENDOR PROPOSALS
Includes both successful and unsuccessful bids/proposals.
Office of Primary Responsibility: Any Office
Series Number: CS115-25
Retention: Successful proposals: 6 years after completion of purchase or fulfillment of contract. Unsuccessful proposals: 3 years after award bid or decision not to proceed.
Disposition: Shred/Delete
La actividad de establecer o cambiar la autoridad corporativa y la estructura de las oficinas de CCAS y Arzobispado. Incluye: constitución de sociedades, registro de poderes, creación de estructuras organizativas, delegación de responsabilidades ejecutivas, etc.
ESTATUTOS
Registros que documentan la creación, estructura y gobierno de las oficinas de CCAS y Arzobispado.
Oficina de Responsabilidad Principal: Administración y Finanzas
Número de serie: CS120-05
Conservación: Permanente (Obsoleto o superado, entonces disponer su transferencia a Archivos)
Disposición: Archivos
PODER NOTARIAL
Oficina de Responsabilidad Principal: Administración y Finanzas
Número de serie: CS120-10
Conservación: Permanente (Obsoleto o superado, entonces disponer su transferencia a Archivos)
Disposición: Archivos
The activity of planning, coordinating, and delivering events, celebrations, and retreats. Includes: the arrangement of site reservations, permits, transportation and parking, entertainment and presenters, set up and clean up, and catering. For the coordination of board meeting, see CS105 Board Administration, and for the coordination of liturgical celebration, see CS1200 Liturgical Oversight.
ARCBISHOP'S ACTIVITIES PLANNING RECORDS
Records related to the planning of the Archbishop's activities, including: travel, birthdays, anniversaries, celebrations, ordinations, planning and research projects, and other events.
Office of Primary Responsibility: Chancery Operations
Series Number: CS125-05
Retention: Obsolete or superseded, then arrange for appraisal by Archives
Disposition: Archival Review
EVENT PLANNING RECORDS, GENERAL
May include, but not limited to: agendas, temporary use permits, invitations, attendance rosters, time and action plans, notifications, reservations, gifts, photographs, thank-you notes, talking points, promotional materials, fliers, and educational resources. For event insurance, see CS135-25 Insurance Policy Records. For retreat contracts and agreements, see Contracts, Services and Maintenance Agreements, & Warranties (CS115-15) above.
Office of Primary Responsibility: Any Office
Series Number: CS125-10
Retention: Obsolete or superseded, then arrange for appraisal by Archives
Disposition: Archival Review
EVENT REGISTRATION RECORDS, GENERAL*
May include, but not limited to: enrollment records, contact information, attendance lists, and correspondence.
*For events that minors attend without guardian supervision, use CS1510-15 Camp, Retreat, and Event Registrations (MINORS).
Office of Primary Responsibility: Any Office
Series Number: CS125-15
Retention: End of event + 2 years*
Disposition: Shred/Delete
FUNDRAISING EVENT PLANNING RECORDS
May include: invitations, attendance rosters, time and action plans, agendas, notifications, photographs, thank-you notes, talking points, promotional materials, fliers, and educational resources.
Office of Primary Responsibility: Stewardship and Development
Series Number: CS125-20
Retention: Obsolete or superseded
Disposition: Recycle
RETREAT REGISTRATION RECORDS*
May include: reservation form, billing estimate and final invoice, insurance policies, staff worksheet for guest arrangements, deposit information, equipment requirements, correspondence, notes from phone calls, attendance list, room assignments, evaluations, spiritual directors contact information, and volunteer agreement forms. Includes both general retreats and private retreats.
*For retreats that children attend without guardian supervision, use CS1510-15 Camp, Retreat, and Event Registrations (MINORS). For retreat contracts and agreements, see Contracts, Services and Maintenance Agreements, & Warranties (CS115-15) above.
Office of Primary Responsibility: Retreat Centers
Series Number: CS125-25
Retention: End of retreat + 2 years*
Disposition: Shred/Delete
The activity of developing and implementing policies, procedures, directives, guidelines, and process documents.
POLICIES, PROCEDURES, & GUIDELINES: ACCOUNTING
May include: parish and Chancery accounting policies, chart of accounts, capital assets and expenditures, custodial collections, Parish Revolving Fund and Archdiocesan Revolving Fund, restricted funds, and Payment Card Industry compliance.
Office of Primary Responsibility: Accounting, Associated Catholic Cemeteries, Parish Financial Services
Series Number: CS130-05
Retention: Obsolete or superseded + 6 years
Disposition: Recycle/Delete
POLICIES, PROCEDURES, & GUIDELINES: GENERAL
Records pertaining to the development, drafting, adoption, and amendment of policies, guidelines, guidebooks, and procedures for individual Chancery offices or those produced for Archdiocesan programs. Records may include: final document as well as all related correspondence and substantial comments and drafts.
Office of Primary Responsibility: Any Office
Series Number: CS130-10
Retention: Permanent (Obsolete or superseded, then transfer final copy to Archives). All other copies: destroy when obsolete or superseded.
Disposition: Archives
The activity of identifying and mitigating risks to CCAS.
ACCIDENTS/INCIDENTS – NO CLAIM FILED
Records relating to accidents/incidents involving individual(s) not employed by the Archdiocese of Seattle, and where a formal claim for damages is not filed. Records include, but are not limited to, reports, notes, photographs, correspondence, and investigations. For accidents or incidents where a claim is filed, see CS135-10 Claims for Damages (below). For Workers’ Compensation Claims, see CS905-35 Workers’ Compensation Claims – Compensable. Excludes hazardous materials accidents and incidents covered by CS700-05 Accidents/Incidents (Hazardous Materials).
Office of Primary Responsibility: Administration and Finance
Series Number: CS135-05
Retention: If under the age of 18: 3 years after individual reaches age 18. If over the age of 18: 3 years after the incident.
Disposition: Shred/Delete
CLAIMS FOR DAMAGES
Accident/Incident Claims which are called into the Archdiocese’s insurance company and for which a formal case is opened. Records include, but are not limited to: reports, correspondence, investigations, notes, testimony, and photographs. For accidents/incidents where no claim is filed, see CS135-05 Accidents/Incidents – No Claim Filed. Excludes hazardous materials accidents and incidents covered by CS700-05 Accidents/Incidents (Hazardous Materials). For Workers’ Compensation Claims, see CS905-35 Workers’ Compensation Claims – Compensable.
Office of Primary Responsibility: Administration and Finance
Series Number: CS135-10
Retention: Close of claim + 6 years. Claims regarding children under the age of 18: 3 years after individual reaches age 18.
Disposition: Shred/Delete
EXCESS WORKERS’ COMPENSATION INSURANCE RECORDS
Insurance policies related to workers’ compensation claims that exceed the archdiocesan self-insured threshold. May include: policy documents, check requisitions, reports, and supplemental documents.
Office of Primary Responsibility: Administration and Finance
Series Number: CS135-15
Retention: Termination of policy + 75 years. Insurance policy certificates: Permanent, send to Archives.
Disposition: Shred/Delete
HIPAA COMPLIANCE DOCUMENTATION
May include: carrier documentation, policies, security rules, legislative correspondence, business associate agreements, business associate logs, seminarian records, lay health and priest health plan records, and HIPAA security rule project files.
Office of Primary Responsibility: Benefits Services
Series Number: CS135-20
Retention: Calendar year + 6 years or obsolete or superseded, whichever is longer
Disposition: Shred/Delete
INSURANCE RECORDS
Records documenting the insurance process for events and fixed assets.
Includes: property, liability, fire, special event, and supplemental insurance policies.
May include, but not limited to:
- ad-hoc reports
- billings estimate and vehicle invoice
- bills for property and vehicle coverage
- building inspection and property report
- correspondence
- certificates of coverage
- endorsement request form
- facility or vehicle information insurance details and rates,
- insurance premium
- invoice history
- maps, site plans, drawings & photographs
- official documentation to add or remove coverage
- rates and calculations
- replacement value
- reports for claims made
- transaction forms
- valuation report
- vehicle endorsement request form
Office of Primary Responsibility: Administration and Finance
Series Number: CS135-25
Retention: For policies purchased after 1990: Termination of Policy coverage + 6 years. For policies purchased before 1990: Send to Archives for review.
Disposition: Shred/Delete. For pre 1990s policies: Archival Review.
RISK ANALYSIS & MANAGEMENT REPORTS
Records produced through an annual insurance review of all archdiocesan properties to assess repairs necessary to maintain insurance.
Office of Primary Responsibility: Administration and Finance
Series Number: CS135-30
Retention: Calendar year + 4 years*
*Records need to be reviewed by department prior to destruction in case of pending litigation
Disposition: Shred/Delete After Review
WORKERS’ COMPENSATION SURETY RECORDS
Records certifying that the Archdiocese of Seattle is bonded. May include: acknowledgement letter from Washington State and other related correspondence.
Office of Primary Responsibility: Administration and Finance
Series Number: CS135-35
Retention: Termination of policy + 6 years
Disposition: Shred/Delete
The activity of conducting statistical research, and developing, monitoring, auditing and reviewing plans, long term strategies, and functions and goals of offices, departments, projects, and programs.
DEPARTMENTAL ANNUAL REPORTS
Office of Primary Responsibility: Any Office
Series Number: CS140-05
Retention: Calendar year + 6 years, then arrange for appraisal by Archives
Disposition: Archival Review
PARISH ANNUAL REPORT: FINAL
Office of Primary Responsibility: Chancellor
Series Number: CS140-10
Retention: Permanent
Disposition: Archives
SUBJECT OR REFERENCE FILES
Collections of resources related to research done by departments or programs.
May include, but not limited to: correspondence, photographs, external and internal publications, biographical files, vendor catalogs, reports, external advertising and marketing information, legislation information, presentation preparation, newspaper clippings, working files, and issue files.
Office of Primary Responsibility: Any Office
Series Number: CS140-15
Retention: Obsolete or superseded, then arrange for appraisal by Archives (Review Annually)
Disposition: Archival Review
SURVEYS, REPORTS, & STUDIES
These records are created by, about, or on behalf of Chancery offices. This does not include those studies created by other organizations which are used for reference. May include, but not limited to: U.S. Census information, local demographic information, supporting materials, presentations, notes, reports, background information, mass attendance, survey questionnaires and results, and final published reports.
Office of Primary Responsibility: Any Office
Series Number: CS140-20
Retention: Obsolete or superseded, then arrange for appraisal by Archives
Disposition: Archival Review
200 GESTIÓN DE ACTIVOS
La función de gestionar los activos físicos de la Archidiócesis (instalaciones, terrenos, equipos, vehículos, suministros, etc.). Incluye: adquisición de activos, mantenimiento, inventarios y enajenación. Para la formación y el desarrollo de planes de estudio para la manipulación de materiales peligrosos, véase CS700 Salud y seguridad.
The activity of designing, constructing, or remodeling buildings, structures, and infrastructures owned, leased, or otherwise occupied by CCAS.
BLUEPRINTS & ARCHITECTURAL PLANS
Final versions of final as-built and final initial as-designed drawings, and plans.
Office of Primary Responsibility: Property and Construction
Series Number: CS205-05
Retention: Construction project plans: Life or sale of facility + 3 years, then arrange for appraisal by Archives
Disposition: Archival Review
CONSTRUCTION BOND RECORDS
Records of bonds ensuring payment to contractors and guaranteeing necessary repairs. May include: Parish ID, agency address, bond details (number, acquisition date, holder), special agency-assigned numbers, release dates, and comments.
Note: These are distinct from non-permanent project financial records and vendor agreements.
Office of Primary Responsibility:: Property and Construction
Series Number: CS205-10
Retention: 6 years after bond redemption or project completion
Disposition: Shred/Delete
MAJOR CONSTRUCTION PROJECT FILES
Records documenting design, permitting, and construction (including significant remodels/additions).
Permanent Records (Life of Facility or sale + 6 years)
- ABC Presentation Materials
- Approvals (ABC and Archdiocesan)
- As-built/construction drawings (if no as-built exist)
- Building Commission Reports,
- Certificates (Occupancy, Substantial Completion)
- Contracts (Architect, Consultants, Contractors), including amendments and change orders (retain change orders; discard backup material)
- Design Calculations
- Final Budget
- Project Manual including all changes during design/construction (Specifications)
- Reports (e.g., Geotechnical, Storm Water, Traffic, Seismic, Hazardous Materials)
- Surveys (Land and Site)
Non-Permanent Records (retain for 7 years after final payment or project closure):
- Meeting minutes
- Environmental Impact Statements (EIS)
- Test results
- Photos/videos of key stages
- Payment/allotment records
- Other related documentation.
For Contracts, see CS115-15 Contracts, Service and Maintenance Agreements, & Warranties. For Requests for Vendor Proposals, see CS115-25 Requests For Vendor Proposals
Office of Primary Responsibility: Property and Construction
Series Number: CS205-15
Retention: Permanent Records: Life of facility or sale + 6 years. Non-Permanent Records: 7 years after final payment or project closure
Disposition: Permanent Records: Archival Review. Non-Permanent Records: Shred/Delete
VENDOR, CONSULTANT, & CONTRACTOR FILES
Files relating to vendors, consultants, and contractors involved in design, building, maintenance, or projects. Includes:
Contact information, service agreements, proposals, and correspondence.
Note: Non-permanent vendor/contractor records should be managed separately from project-related contracts under CS205-15 above.
For Contracts, see CS115-15. For Requests for Vendor Proposals, see CS115-25.
Office of Primary Responsibility: Property and Construction
Series Number: CS205-20
Retention: Obsolete or superseded
Disposition: Shred/Delete
La actividad de obtener permisos de uso, diseño y construcción.
PERMISOS
Los registros incluyen: permisos de obra y construcción, zonificación, permisos de ocupación, permisos de uso principal y condicional, permisos de uso del suelo, declaraciones de impacto ambiental (DIA) y SEPA.
Oficina de Responsabilidad Principal: Propiedad y Construcción
Número de serie: CS0210-05
Conservación: Expiración del permiso + 6 años
Eliminación: Reciclar
The activity of detailing or itemizing goods, materials, and resources. For Fixed Asset financial reports, see CS600 Valuation.
INVENTORY OF ARCHDIOCESAN PROPERTY
General information relating to all properties owned and maintained by the Archdiocese.
May include: parcel number, parish ID, parish/agency, address, tax status, county, acquisition type, acquisition forms, date acquired, legal information, merge/segregate, payee, taxes, values, descriptions, and comments.
Office of Primary Responsibility: Property and Construction
Series Number: CS215-05
Retention: Life or sale of facility + 4 years
Disposition: Shred/Delete
INVENTORY OF FIXED ASSETS
Includes: material, equipment, & supplies. For inventory of property, see CS215-05.
Office of Primary Responsibility: Any Office
Series Number: CS215-10
Retention: Calendar year + 4 years
Disposition: Shred/Delete
Actividad consistente en adquirir o conceder una autorización temporal para utilizar bienes, materiales y recursos.
REGISTROS DE ARRENDAMIENTOS
Oficina de Responsabilidad Principal: Propiedad y Construcción, Centro de Retiros
Número de serie: CS220-05
Retención: Expiración del contrato + 6 años
Disposición: Destruir/Borrar
The activity of repairing or servicing the assets of CCAS. Includes: buildings, vehicles, and equipment. For Fixed Asset financial reports, see CS600 Valuation.
BUILDING INSURANCE INSPECTION RECORDS
Records are the results of insurance company inspections of all properties.
Office of Primary Responsibility: Administration and Finance
Series Number: CS225-05
Retention: Superseded + 6 years
Disposition: Shred/Delete
MAINTENANCE HISTORY RECORDS – MAJOR AND/OR REGULATED
Records of major and/or regulated maintenance on buildings, equipment, and any vehicles performed by maintenance staff, vendors, or contractors. May include: logs, reports, and related correspondence/email.
Included in this series are: accident/traffic collision records, as well as any inspection documentation or safety analysis records.
Office of Primary Responsibility: Maintenance, Property and Construction, Youth and Young Adult, Associated Catholic Cemeteries
Series Number: CS225-10
Retention: Disposal or sale of property, equipment, or vehicle + 6 years
Disposition: Shred/Delete
MAINTENANCE & SERVICE REQUESTS (MINOR AND/OR UNREGULATED)
Records documenting minor and/or unregulated repairs and services performed by maintenance staff, vendors, and third parties.
May include: email calendar appointments, events, and tasks as well as email.
Office of Primary Responsibility: Maintenance, Youth and Young Adult, Property and Construction, Associated Catholic Cemeteries
Series Number: CS225-15
Retention: Completion of work + 3 years
If security/safety issues, then retain indefinitely
Disposition: Shred/Delete
OPERATING MANUALS
Office of Primary Responsibility: Maintenance, Associated Catholic Cemeteries
Series Number: CS225-20
Retention: Disposition or sale of facility or equipment or transfer to new owner
Disposition: Recycle
OPERATING PERMITS
Office of Primary Responsibility: Maintenance, Associated Catholic Cemeteries
Series Number: CS225-25
Retention: Expiration of permit + 6 years
Disposition: Recycle
The activity of managing the day-to-day usage of buildings, vehicles, and equipment.
CHANCERY BUILDING ACCESS PRIVILEGE & PARKING PERMIT RECORDS
Records include inventory of metal keys, keycards (Key Log), and parking permits, holder listings, time zone and schedules, group access privileges, door unlock/lock status, holiday privileges, reports, alarm listings, the 5-digit bit code for the creation of replacement keys, and ad-hoc reports.
Office of Primary Responsibility: Maintenance
Series Number: CS230-05
Retention: Obsolete or superseded
Disposition: Shred/Delete
VEHICLE TITLES & REGISTRATIONS
May include: physical title, tab renewal, report of sale, and vehicle donation records. For other records resulting from the sale of a vehicle, see Equipment and Vehicle Salvage/Sale Records (CS235-10).
Office of Primary Responsibility: Parish Financial Services, Retreat Centers, Associated Catholic Cemeteries, Chancery Operations, Administration and Finance, Youth and Young Adult
Series Number: CS230-10
Retention: Disposition of vehicle + 4 years
Disposition: Shred/Delete
VISITOR REGISTRATION LOGS
Records documenting all visitors to Chancery offices and temporary keycards that are checked out.
Office of Primary Responsibility: Chancery Operations
Series Number: CS230-15
Retention: Calendar year + 6 years
Disposition: Shred/Delete
The activities of acquiring assets through purchase or donation and disposing of assets through sale or otherwise. Includes: records documenting ownership of assets.
EASEMENTS
Office of Primary Responsibility: Property and Construction
Series Number: CS235-05
Retention: End of easement + 10 years
Disposition: Shred/Delete
EQUIPMENT AND VEHICLE SALVAGE/SALE RECORDS
Records of resulting from the sale or salvage of equipment and vehicles.
Office of Primary Responsibility: Parish Financial Services, Maintenance, Accounting, Associated Catholic Cemeteries, Information Technology Services
Series Number: CS235-10
Retention: Disposal of equipment + 6 years
Disposition: Shred/Delete
EQUIPMENT/VEHICLE PARTS ORDERS
Office of Primary Responsibility: Maintenance, Information Technology Services, Associated Catholic Cemeteries
Series Number: CS235-15
Retention: Fiscal year + 6 years
Disposition: Shred/Delete
LIEN RECORDS
Office of Primary Responsibility: Property and Construction
Series Number: CS235-20
Retention: Closure of dispute + 10 years
Disposition: Shred/Delete
MATERIALS ORDERS/REQUISITIONS
Office of Primary Responsibility: Any Office
Series Number: CS235-25
Retention: Fiscal year + 6 years
Disposition: Shred/Delete
MATERIALS RECEIVING & DISBURSEMENT REPORTS
Office of Primary Responsibility: Any Office
Series Number: CS235-30
Retention: Fiscal year + 4 years
Disposition: Shred/Delete
PROPERTY DEEDS/TITLES
Office of Primary Responsibility: Property and Construction
Series Number: CS235-35
Retention: County auditor/recorder retains permanent record
All other copies: sale or disposal of land + 10 years
Disposition: Shred/Delete
Schools and parishes properties: arrange for appraisal by Archives
PROPERTY MANAGEMENT RECORDS
Records used to track property owned or managed by CCAS.
May include, but not limited to: parcel number, parish ID number, property tax status, tax year, taxes paid, payee name, valuations, legal and property descriptions, and purchase/acquisition information.
Office of Primary Responsibility: Property and Construction
Series Number: CS235-40
Retention: Life or sale of property + 10 years
Disposition: Shred/Delete
PROPERTY PURCHASE PROPOSALS (OFFERS WITHDRAWN)
Successful or accepted offers, see CS235-35 Property Deeds/Titles above and CS235-50 Real Estate Transaction Records below.
Office of Primary Responsibility: Property and Construction
Series Number: CS235-45
Retention: Calendar year + 3 years
Disposition: Shred/Delete
REAL ESTATE TRANSACTION RECORDS
Records used to track the sale and purchase of property and real estate owned or previously owned by CCAS.
May included, but not limited to: parish ID number, address, lien, county recording number, valuations, and information relating to easements and right of way.
Office of Primary Responsibility: Property and Construction
Series Number: CS235-50
Retention: Life or sale of property + 10 years
Disposition: Shred/Delete
The activity of protecting physical goods and resources against danger, loss, or threat.
SECURITY ROUNDS LOGS
Records documenting all actions and observations made by security personnel on Chancery property during a 24-hour block of time. Incidents are highlighted by security staff.
Office of Primary Responsibility: Chancery Operations, Associated Catholic Cemeteries
Series Number: CS240-05
Retention: Calendar year + 1 year
Disposition: Shred/Delete
SECURITY/INCIDENT REPORTS
Includes: date of incident, incident description, location of incident, and resolution.
Office of Primary Responsibility: Associated Catholic Cemeteries, Chancery Operations, Retreat Centers
Series Number: CS240-10
Retention: Resolution of incident + 6 years
Disposition: Shred/Delete
SURVEILLANCE RECORDS
Records produced through digital video recordings from cameras strategically placed throughout Chancery buildings.
Office of Primary Responsibility: Chancery Operations, Associated Catholic Cemeteries, Retreat Centers
Series Number: CS240-15
Retention: If no incident occurs, creation date + 30 days or until determined that no security incident has occurred.
If incident, resolution of incident + 6 years
Disposition: Delete
300 SERVICIOS CANÓNICOS
La función de administrar los procesos legales formales dentro del sistema jurídico de la Iglesia Católica Romana.
AD LIMINA / QUINQUENNIAL REPORTS
Office of Primary Responsibility: Administration and Finance, Chancellor
Series Number: CS300-05
Retention: Permanent
Disposition: Archives. Reference copies: Obsolete or superseded, then Delete
CANONICAL REFERENCE REQUESTS
Office of Primary Responsibility: Chancellor
Series Number: CS300-10
Retention: Resolution + 3 years
Disposition: Shred/Delete
EXORCISM CASE FILES
Office of Primary Responsibility: Chancellor
Series Number: CS300-15
Retention: Permanent (Resolution + 3 years, then transfer to Archives)
Disposition: Archives
IMPRIMATURS
Office of Primary Responsibility: Chancellor
Series Number: CS300-20
Retention: Permanent
Disposition: Archives
LAICIZATION CASE FILES
File becomes part of priest personnel file when case is closed.
Office of Primary Responsibility: Chancellor
Series Number: CS300-25
Retention: Permanent (After finalized + 1 year, then arrange for transfer to Archives)
Disposition: Archives
MARRIAGE CASE FILES
Records produced through requests for clarification of marital status according to the Catholic Church.
May include, but not limited to: the initial request libellus petition (includes: description of process and disclaimer, as well as signatures of advocate and petitioner), advocate information form, petitioner form, respondent form (former spouse), wedding of petitioner form (details of the event), witness questionnaires, mental health professional witness report, release of confidentiality, petitioners testimony questionnaire, fee agreement, copy of baptismal certificate or profession of faith certificate, marriage certificate, decree of dissolution, civil divorce paperwork, judgment sheets, transcription of audio tapes, and correspondence.
May also include: documentation of First and Second Instance Courts in the Seattle Metropolitan area (third instance in Roman Rota if necessary), and appeal proceedings of appeals to the Vatican Courts.
Office of Primary Responsibility: Tribunal
Series Number: CS300-30
Retention: Permanent (Close of case + 1 year, then arrange for microfilming)
Disposition: Shred After Microfilmed [SEND DIAZO DUPLICATES TO ARCHIVES]
MARRIAGE DISPENSATION/PERMISSION APPLICATION RECORDS
Office of Primary Responsibility: Chancellor
Series Number: CS300-35
Retention: Permanent
Disposition: Shred after Scanning
PRENUPTIAL DOCUMENTS FOR INTERDIOCESAN MARRIAGES
Materials prepared for those within the diocese wishing to marry outside the diocese or county.
Office of Primary Responsibility: Chancellor*
*For extradiocesan marriages within the diocese: the Parishes retain the official record"
Series Number: CS300-40
Retention: Cover Letter: Permanent
Disposition: Archives
REPORT ON THE STATE & ACTIVITY OF THE TRIBUNAL FOR THE LATIN CHURCH
Annual report of Tribunal activities at the Archdiocese of Seattle sent to the Supreme Tribunal of the Apostolic Signatura at the Vatican. This includes reports for both first and second instance courts.
Office of Primary Responsibility: Tribunal
Series Number: CS300-45
Retention: Permanent
Disposition: Archives
SANATIOS IN RADICE
Office of Primary Responsibility: Chancellor
Series Number: CS300-50
Retention: Permanent (Close of case + 1 year, then arrange for scanning)
Disposition: Shred after Scanning
TRIBUNAL MARRIAGE CASE STATUS RECORDS
Database tracking tribunal case files and their current status.
May include: information about the marriage and divorce history, listing of all relevant parties, decisions and restrictions, appeals, and process notes.
Office of Primary Responsibility: Tribunal
Series Number: CS300-55
Retention: Permanent
Disposition: Retain in Office
VATICAN’S GENERAL STATISTICAL QUESTIONNAIRES
Office of Primary Responsibility: Chancellor
Series Number: CS300-60
Retention: Permanent
Disposition: Archives
400 ADMINISTRACIÓN DEL CEMENTERIO
La función de coordinar los servicios funerarios en los cuatro cementerios diocesanos.
BURIAL INDEX/REGISTERS
Records documenting those buried and their burial locations at all cemeteries managed by Associated Catholic Cemeteries.
Includes: name, burial identification number, plot location, contract number, burial date, and map location.
Office of Primary Responsibility: Associated Catholic Cemeteries
Series Number: CS400-05
Retention: Permanent
Disposition: Archives
BURIAL TRANSIT PERMITS
Copies of non-cremated transit records.
Office of Primary Responsibility: Associated Catholic Cemeteries
Series Number: CS400-10
Retention: Health district or department retains primary copy. Cemetery: File with Purchase forms and Agreements (CS400-30) below.
Disposition: Retain in Office
CEMETERY LOT CARDS
Records summarizing purchase forms and agreements.
Office of Primary Responsibility: Associated Catholic Cemeteries
Series Number: CS400-15
Retention: Permanent
Disposition: Retain in Office
CEMETERY MAPS
Records documenting burial plots and cremation locations for those buried in Associated Catholic Cemeteries.
Office of Primary Responsibility: Associated Catholic Cemeteries
Series Number: CS400-20
Retention: Obsolete or superseded, then arrange for transfer to Archives
Disposition: Archival Review
OBITUARIES
Office of Primary Responsibility: Associated Catholic Cemeteries
Series Number: CS400-25
Retention: Permanent
Disposition: Retain in Office
PURCHASE FORMS & AGREEMENTS: ASSOCIATED CATHOLIC CEMETERIES
Office of Primary Responsibility: Associated Catholic Cemeteries
Series Number: CS400-30
Retention: Permanent
Disposition: Retain in Office
500 DESARROLLO CURRICULAR Y FORMACIÓN
La función de desarrollar, aprobar y/o aplicar planes estructurados de enseñanza y formación para las escuelas católicas, la educación religiosa, la catequesis y el personal del Arzobispado. Para la formación y el desarrollo de planes de estudio para la manipulación de materiales peligrosos, véase CS700 Salud y seguridad. Para el desarrollo, administración y finalización de cursos de formación individuales, véase la actividad CS515 Formación, General.
CATHOLIC SCHOOLS EDUCATIONAL CURRICULUM GUIDES (pre K-12)
Records produced and resources collected for the development of education curricula by schools within the diocese.
Office of Primary Responsibility: Catholic Schools
Series Number: CS505-05
Retention: Permanent (Obsolete or superseded, then arrange for transfer to Archives)
Disposition: Archives
CURRICULUM DEVELOPMENT FILES
Records leading up to the formal adoption of educational curricula within the diocese.
Includes: correspondence, reference material, notes, and substantial drafts.
Office of Primary Responsibility: Catholic Faith Formation, Catholic Schools, Human Resources, Liturgy, Tribunal, Youth and Young Adult
Series Number: CS505-10
Retention: Obsolete or superseded, then arrange for appraisal by Archives
Disposition: Archival Review
CURRICULUM MATERIALS (FINAL)
Final versions of formally adopted curricula for educational programs in the diocese.
For religious education curriculum standards, see CS505-35 Religious Education Curriculum Standards, below. For the development, finalization, and administration of individual courses, see CS515 Training, General.
Office of Primary Responsibility: Catholic Faith Formation, Catholic Schools, Human Resources, Liturgy, Tribunal, Youth and Young Adult
Series Number: CS505-15
Retention: Permanent (Obsolete or superseded, then arrange for transfer to Archives)
Disposition: Archives
HISPANIC RELIGIOUS EDUCATION ATTENDANCE ROSTERS
Records documenting the attendance and completion of Hispanic students completing Catholic education.
May include: name, address, parish, and other contact information.
Office of Primary Responsibility: Catholic Faith Formation
Series Number: CS505-20
Retention: Calendar year + 4 years or obsolete or superseded, whichever is longer
Disposition: Shred/Delete
HISPANIC RELIGIOUS EDUCATION CURRICULUM MATERIALS
Office of Primary Responsibility: Catholic Faith Formation
Series Number: CS505-25
Retention: Permanent (Obsolete or superseded, then arrange for transfer to Archives)
Disposition: Archives
RELIGIOUS EDUCATION CURRICULUM STANDARDS
Final published versions of educational curriculum standards.
Includes:
- K-8 Prayer List
- K-8 Prayer Text
- K-8 Religious Textbook List
- K-8 Scripture Stories List
- K-8 Vocabulary Definitions
- K-8 Vocabulary List
Office of Primary Responsibility: Catholic Faith Formation
Series Number: CS505-30
Retention: Permanent (Obsolete or superseded, then arrange for transfer to Archives)
Disposition: Archives
SAFE ENVIRONMENT CHILDREN & ADULT CURRICULA
Curriculum materials for child sexual abuse prevention training provided to clergy, employees, volunteers, parents, and children at the Chancery, parishes, and schools.
Includes: course materials, handouts, trainer’s manual, and information for parents."
Office of Primary Responsibility: Human Resources
Series Number: CS505-35
Retention: Permanent (Obsolete or superseded, then arrange for the transfer of 1 copy to the Archives)
Disposition: Archives
SAFE ENVIRONMENT INSTRUCTOR TRAINING CURRICULA
Materials used to train the instructors of the Called to Protect program.
Office of Primary Responsibility: Human Resources
Series Number: CS505-40
Retention: Permanent (Obsolete or superseded, then arrange for the transfer of 1 copy to the Archives)
Disposition: Archives
SAFE ENVIRONMENT WEBSITE RECORDS
Screen capture of what information was provided to the public regarding the Safe Environment program.
Office of Primary Responsibility: Communications
Series Number: CS505-45
Retention: Capture before major content change
Disposition: Archives
The activity of providing programs and services relating to catechetical training, Catholic social teaching, religious education curriculum, and training developed and given through the Liturgical Ministries Institute.
CATECHIST CERTIFICATION TRAINEE RECORDS
Records tracking the process for those participating in the Catechist Certification. This includes certification and recertification.
Includes:
- Database – Student data.
- Paper Files – Applications, affidavits from parish/school documenting completion of requirements for certification; copies of certificates signed by Archbishop; and proof of re-certification.
Office of Primary Responsibility: Catholic Faith Formation
Series Number: CS510-05
Retention: Catechist Certification Database: Permanent.
Paper files:
1.) certification or recertification applications: Obsolete or superseded
2.) affidavits from parish/school (documenting completion of requirements for certification): Obsolete or superseded
3.) copies of certificates signed by the Archbishop: Permanent
4.) proof of re-certification: Obsolete or superseded
Disposition: Signed certificates and database: Archives
Everything else: Shred/Delete
CATECHIST CERTIFICATION TRAINING PROGRAM MATERIALS: FINAL VERSIONS
Records used in the training of catechetical instructors.
May include: handouts, course materials, and course objectives.
Office of Primary Responsibility: Catholic Faith Formation
Series Number: CS510-10
Retention: Permanent (Obsolete or superseded + 1 year, then arrange for transfer of 1 copy to Archives)
Disposition: Archives
CATHOLIC SOCIAL TEACHING MATERIALS
Records documenting the instruction provided by the Archdiocese of Seattle to aid Catholics with an interpretation of faithful citizenship, marriage preparation and enrichment, natural family planning, and Formation of Love and Chastity.
Includes: training and presentation materials.
Office of Primary Responsibility: Catholic Faith Formation
Series Number: CS510-15
Retention: Permanent (Obsolete or superseded + 1 year, then arrange for transfer to Archives)
Disposition: Archives
LAY ECCLESIAL MINISTER CERTIFICATION RECORDS
Records documenting the process for those seeking to become a lay ecclesial minister through the Christifideles or Companion in God’s Service programs.
May include: applications, references, academic transcripts, essay, background check form, interview forms and notes, evaluation committee results, sacramental records, acceptance letter, letter to pastor, and correspondence.
Office of Primary Responsibility: Catholic Faith Formation
Series Number: CS510-20
Retention: Permanent (Completion of Program + 10 years, then scan)
Disposition: Shred after Scanning
SEATTLE UNIVERSITY PROFESSIONAL DEVELOPMENT CREDITS
Records documenting Seattle University professional development credits earned by students through coursework provided by the Office of Catholic Faith Formation.
May include: attendance sheets, credit application, grade sheet, and log of transactions.
Office of Primary Responsibility: Catholic Faith Formation
Series Number: CS510-25
Retention: 7 years after completing program or obsolete or superseded, whichever is longer
Disposition: Shred/Delete
The activity of administering training courses and events such as conferences, seminars, certifications, classes, workshops, and similar gatherings. For training and curricula development for handling hazardous materials, see CS700-30 Hazardous Materials Handling Training.
TRAINING COURSE ADMINISTRATION RECORDS – CERTIFIED, HOURS/CREDITS EARNED, OR MANDATORY
Records produced through the administration of training courses, workshops, classes, orientations, and seminars given by the Archdiocese which are mandatory, a certification is given, or hours or credits are earned.
May include, but not limited to: instructor records, student attendance and sign-in sheets, applications and registrations (if no other attendance list exists), payment information, student essays and résumés, test results evaluations, listing of completed courses, student progress status, copy of graduation certificate, and course or instructor evaluations.
- For trainings, where hours or credits are not earned, see CS515-10 below.
- For training records related to hazardous materials, see CS700-30.
- For financial transactions, see CS605-30.
- For contracts and agreements, see CS115-15.
- For final versions of materials, see CS515-25 below.
- For Safe Environment training administration, see CS915-30.
Office of Primary Responsibility: Any Office
Series Number: CS515-05
Retention: After training + 6 years
Disposition: Shred/Delete
TRAINING COURSE ADMINISTRATION RECORDS – GENERAL
Records produced through the administration of training courses, workshops, classes, orientations, and seminars given by the Archdiocese, which do not confer a certification, are not mandatory or no hours or credits are earned.
May include, but not limited to: instructor records, student attendance and sign-in sheets, applications and registrations (if no other attendance list exists), payment information, student essays and résumés, test results evaluations, listing of completed courses, student progress status, copy of graduation certificate, and course or instructor evaluations.
- For Catechist Certification Trainee Records, see CS510-05.
- For mandatory trainings or trainings where hours or credits are earned, see CS515-05 above.
- For financial transactions, see CS605-30.
- For contracts and agreements, see CS115-15.
- For training records related to hazardous materials, see CS700-30.
- For final versions of training course materials, see CS515-25 below.
Office of Primary Responsibility: Any Office
Series Number: CS515-10
Retention: After training + 3 years
Disposition: Shred/Delete
TRAINING COURSE LOGISTICS
Records are training and date scheduling records, availability notices, arrangements related to catering, facilities, and equipment.
Office of Primary Responsibility: Any Office
Series Number: CS515-15
Retention: Obsolete or superseded
Disposition: Shred/Delete
TRAINING MATERIALS DEVELOPMENT RECORDS
Records produced in the creation of training courses, workshops, classes, orientations, and seminars put on by the Archdiocese.
May include, but not limited to: draft course curricula, reference publications, manuals, draft syllabi, lecture notes, draft outlines and agendas, handouts, and readings.
Office of Primary Responsibility: Any Office
Series Number: CS515-20
Retention: Obsolete or superseded
Disposition: Shred/Delete
TRAINING MATERIALS: FINAL VERSIONS
Finalized copies of materials distributed at a training course, workshop, class, orientation, or seminar put on by the Archdiocese.
May include, but not limited to: course curricula, reference publications, manuals, booklets, syllabi, outlines, agendas, handouts, tests, and readings. For Catechist Certification Training Program Materials, see CS510-10.
Office of Primary Responsibility: Any Office
Series Number: CS515-25
Retention: Permanent (Obsolete or superseded + 1 year, then arrange for transfer of 1 copy to Archives)
Disposition: For primary copy: Archives.
for all other copies: Recycle, Shred, or Delete
600 GESTIÓN FINANCIERA
La función de gestionar los recursos financieros, las obligaciones y la infraestructura monetaria de la CCAS.
The activity relating to the creation of financial records of business transactions and the preparation of statements concerning the assets, liabilities, and performance of CCAS.
FINACIAL TRANSACTIONS - GENERAL
- Accounts Payable and Receivable - Includes: invoices, debit and credit memos, cancelled checks, and finance charges and reports
- Cash Receipts - Includes: cash receipts and deposit slips
- Check Requisitions
- General Ledgers - Includes: balance sheets, budget status reports, trial balances, posted deposits, and ad-hoc reporting.
- Journal Entries - May include: hard copy of journal with original approved signatures, worksheets, and supporting documentation.
- Wire Transfers
- Voids/Stop Payments
Office of Primary Responsibility: Accounting. Note: Accounting office keep originals. All others are copies
Series Number: CS605-05
Retention: Electronic Version: Fiscal year + 6 years. All other electronic and paper copies: Destroy when obsolete or superseded.
Disposition: Shred/Delete
The activity of verifying the accuracy of financial accounts. For USCCB Audits or Human Resources Audits, see CS915 Compliance.
ACCOUNTING AUDITS
Records includes: annual audits, financial reports, worksheets, and correspondence.
Office of Primary Responsibility: Accounting
Series Number: CS610-05
Retention: After completion of audit + 6 years
Disposition: Shred/Delete
BENEFITS SERVICES AUDIT RECORDS
Records are the annual financial audits for the lay health and welfare plan, lay pension plan, lay 403(b) plan, priest pension plan, priest health plan, and the priest 403(b) thrift plan.
May include audit reports and authorizations.
Office of Primary Responsibility: Benefits Services
Series Number: CS610-10
Retention: After completion of audit + 6 years
Disposition: Shred/Delete
DEPARTMENT OF LABOR & INDUSTRIES AUDIT RECORDS
Records produced through the periodic audit of the worker's compensation program to ensure that the program is legally compliant.
May include: findings and compliance reports, letter of correction, and letter of audit completion.
Office of Primary Responsibility: Administration and Finance
Series Number: CS610-15
Retention: After completion of audit + 6 years
Disposition: Shred/Delete
PARISH FINANCIAL OPERATIONS REVIEWS (PARISH AUDIT)
Records produced through reviews conducted by outside accountants or Parish Financial Staff. Records include: reports and workplace audits, correspondence, letter to pastor, invoices and deposits, map and profiles, balance sheets, financial statements, work papers, and questionnaires.
Office of Primary Responsibility: Parish Financial Services
Series Number: CS610-20
Retention: After completion of audit + 6 years
Disposition: Shred/Delete
PUBLIC DISCLOSURE COMMISSION (PDC) FILINGS
Records are: L-1 Lobbyist Registration form, L-2 Monthly Expenditure Report, L-2 Memo, & L-3 Lobbyist Employer’s Annual Report, and L-3a Employer’s Monthly Contribution Report which are all filed with the Washington State’s Public Disclosure Commission. Also includes records substantiating reports such as receipts, ledgers, account information, and payroll records.
Office of Primary Responsibility: Washington State Catholic Conference
Series Number: CS610-25
Retention: End of year + 6 years.
Disposition: Shred/Delete
The activity of granting and/or receiving permission or approval in relation to financial management.
APPROVALS FOR COMPANY CREDIT CARDS & STORE CREDIT APPLICATIONS
Office of Primary Responsibility: Accounting
Series Number: CS615-05
Retention: Obsolete or superseded + 6 years
Disposition: Shred/Delete
AUTHORIZED SIGNATURE LISTS
Records are the authorized signatures for each cost center of financial account.
Office of Primary Responsibility: Accounting, Parish Financial Services
Series Number: CS615-10
Retention: Obsolete or superseded + 6 years
Disposition: Shred/Delete
The activity of transacting monetary exchanges with outside financial institutions.
BANKING – ACCOUNTS AND TRANSACTIONS
Records relating to the Archdiocese’s banking activities and transactions. Records may include: deposits and withdrawals including Electronic Funds Transfers (EFTs); bank, dividend, and investment account statements; checks; warrants; bank/investment reconciliation reports; records documenting the status of and adjustment to accounts; trial balances; working papers; and non-routine correspondence.
For stop payments, see CS605-30 Voids/Stop Payments.
Office of Primary Responsibility: Accounting, Benefits Services, Parish Financial Services
Series Number: CS620-05
Retention: Fiscal year + 6 years
Disposition: Shred/Delete
CHART OF ACCOUNTS
Records are the current listing and specifications of financial accounts held by CCAS.
Includes: company name and fund, account number, cost center department number, program number, project number, budget number, audit number, and authorizations.
Office of Primary Responsibility: Accounting
Series Number: CS620-10
Retention: Fiscal year + 6 years
Disposition: Shred/Delete
The activity of determining estimates of future revenue and expenditures.
APPROVED CHANCERY BUDGET
Budgets produced by the Chancery, which include:
- Operational,
- One-Time, and/or
- Capital.
Office of Primary Responsibility: Chancery Operations
Series Number: CS625-05
Permanent (Fiscal year + 3 years, then transfer to Archives)
Disposition: Archives
BUDGET DEVELOPMENT WORKING FILES
May include: deadline sheets, forecasts, calculations, revisions, schedules, salaries worksheets, notes, and correspondence.
Office of Primary Responsibility: Accounting, Retreat Centers
Series Number: CS625-10
Retention: Obsolete or superseded
Disposition: Shred/Delete
BUDGET STATUS REPORTS
Office of Primary Responsibility: Accounting
Series Number: CS625-15
Retention: Fiscal year + 3 years or until completion of audit
Disposition: Shred/Delete
FINAL DEPARTMENTAL BUDGET
Office of Primary Responsibility: Accounting, Retreat Centers
Series Number: CS625-20
Retention: Obsolete or superseded
Disposition: Shred/Delete
YEAR END ACCOUNTING REPORTS
Office of Primary Responsibility: Accounting
Series Number: CS625-25
Retention: Last report of year: Permanent
Disposition: Archives
The activity of soliciting and gathering contributions of money and/or other resources through capital campaigns, fundraising events, special collections, and estate planning.
ANNUAL CATHOLIC APPEAL DEVELOPMENT RECORDS
May include: correspondence, IRS Letter, donation statistical data, artwork, contact information, vendor information, parish reports (weekly and monthly), donor letters, meeting notes, and vendor bids.
For financial transactions, see CS605-05.
For contracts and agreements, see CS115-15.
For vendor bids, see CS115-25.
Office of Primary Responsibility: Accounting, Stewardship and Development
Series Number: CS630-05
Retention: End of appeal + 2 years
Disposition: Shred/Delete
ANNUAL CATHOLIC APPEAL DONATION REPORTS
May include: parish daily reports and parish donor summary sheets.
Office of Primary Responsibility: Stewardship and Development
Series Number: CS630-10
Retention: Paper copy: Fiscal year + 6 years
Electronic copy: Fiscal year + 1 year
Disposition: Shred/Delete
ANNUAL CATHOLIC APPEAL EMPLOYER MATCHING GIFTS
May include: verification from donor, employer correspondence, and printouts of employer's web-based receipt.
Office of Primary Responsibility: Stewardship and Development
Series Number: CS630-15
Retention: Paper copy: Fiscal year + 6 years
Electronic copy: Fiscal year + 1 year
Disposition: Shred/Delete
ANNUAL CATHOLIC APPEAL FUNDRAISING GOAL WORKSHEETS
Goal calculations based on previous results, goal worksheets, and history worksheet of participation and pledges. Full packet sent to all pastors and parish leadership.
Office of Primary Responsibility: Stewardship and Development
Series Number: CS630-20
Retention: Fiscal year + 6 years
Disposition: Shred/Delete
ANNUAL CATHOLIC APPEAL PARISH REGISTRATION RECORDS
Records documenting corrections, additions, and deletions of parish registrations for the Annual Catholic Appeal. May include: daily and monthly campaign status reports, year-end detail donor reports, and monthly parish rebate status reports.
Office of Primary Responsibility: Stewardship and Development
Series Number: CS630-25
Retention: Fiscal year + 1 year
Disposition: Shred/Delete
CCAS FUNDRAISING DONOR DATABASE RECORDS
Includes: contact information, demographic information, educational and business information, how donors wish to be recognized, donation amount, history of gifts, attendance at activities, as well as other attributes relevant to the donor's relationship with the Archdiocese of Seattle.
Office of Primary Responsibility: Accounting, Stewardship and Development
Series Number: CS630-30
Retention: Fiscal year + 6 years or obsolete or superseded, whichever is longer
Disposition: Delete
COLLECTIONS FUNDRAISING MATERIALS
Records produced through promotion of Archdiocesan collections & offerings. May include: cover letter from the Archbishop, guidelines, apostolic nuncio thank you letter, and correspondence with parishes, bulletin inserts, periodicals, posters, statistics, and tax-letter template.
Office of Primary Responsibility: Stewardship and Development
Series Number: CS630-35
Retention: Obsolete or superseded + 1 year
Disposition: Shred/Delete
CROZIER SOCIETY DONATION RECORDS
May include: membership registration for Crozier Society participants and sponsored priests, thank you and donation acknowledgement letters, general correspondence, copies of pledges and checks, fundraising planning records, and payment checklist.
Office of Primary Responsibility: Stewardship and Development
Series Number: CS630-40
Retention: Fiscal year + 6 years or obsolete or superseded, whichever is longer
Disposition: Shred/Delete
DONATION BATCH SUMMARY RECORDS
Summaries created annually for tracking the activity of each donor.
Office of Primary Responsibility: Accounting
Series Number: CS630-45
Retention: Paper copy: Fiscal year + 6 years
Electronic copy: Fiscal year + 1 year
Disposition: Shred/Delete
ESTATE DONATIONS TO MISSIONS AGENCIES
Records produced through estate donations processed by missions for the Catholic Campaign for Human Development, Catholic Relief Services, or the Pontifical Mission Societies in the United States.
May include: notification of bequest intention, notice of probate, request for agency verification, notice of change in the will, change in estate representative, court appearance requests, and an acknowledgment.
Office of Primary Responsibility: Stewardship and Development
Series Number: CS630-50
Retention: Endowment liquidated + 6 years
Disposition: Shred/Delete
FUNDRAISING PLEDGE RECORDS
May include: pledge card, payment form, credit card or electronic fund transfer information, batch records, cash receipts journal, pledge status report, summary reports, ad-hoc reports, donor gift, and pledge adjustment documentation.
Office of Primary Responsibility: Accounting
Series Number: CS630-55
Retention: Fiscal year + 6 years
Disposition: Shred/Delete
MISSIONS COLLECTION PROMOTIONAL MATERIALS
Records of fundraising materials created by Missions and also provided by national charitable and disaster-relief organizations.
Office of Primary Responsibility: Stewardship and Development
Series Number: CS630-60
Retention: Obsolete or superseded
Disposition: Recycle
MISSIONS COOPERATION PLAN RECORDS
Records relating to requests, approval, and processing of funds by domestic and international organizations seeking to send a representative to speak in parishes to solicit donations.
May include: check requests, applications, acknowledgement letters, verification of donation to the parish, recommendation list to the Archbishop, and correspondence.
Office of Primary Responsibility: Stewardship and Development
Series Number: CS630-65
Retention: Final selection made + 6 years
Disposition: Shred/Delete
STOCK DONATION RECORDS
May include: stock donation information sheet (information on where funds are to be allocated, contact information, what is being donated, broker information), correspondence, stock certificates, invalid stock certificates, trade confirmations, confirmation letters (date of sale, price per share), stock donation receipt, donation acknowledgements, donor information and contribution history, broker information, completed transfers, possible donations, and unknown checks.
Office of Primary Responsibility: Parish Financial Services
Series Number: CS630-70
Retention: Fiscal year + 6 years
Disposition: Shred/Delete
The activity of giving or receiving grant funds.
GRANT ADMINISTRATION RECORDS
Records produced through the annual parish fundraising drive to support and promote spiritual growth among impoverished Native American and African American communities within the Archdiocese of Seattle.
Records may include approval letters (Signed by the Archbishop), policies/procedures, applications for funds, financial information, committee records that reviewed the grant applications, evaluations, grantee reports, site visit records, and correspondence.
Office of Primary Responsibility: Vicar for Clergy, Catholic Faith Formation, Stewardship and Development
Series Number: CS635-05
Retention: End of grant period (and any subsequent renewal period) + 6 years
For denied grant applications: Calendar year + 1 year
Disposition: Shred/Delete
GRANT AWARD RECORDS
Records produced through the reception of grants by Chancery offices or ministries, which were awarded by external organizations. Records may include: approval letters, applications for funds, financial information, grant applications, grantee reports, and correspondence.
See CS635-05 above for Grant programs administered by Chancery offices.
Office of Primary Responsibility: Any Offices
Series Number: CS635-10
Retention: End of grant period (and any subsequent renewal period) + 6 years
Disposition: Shred/Delete
The activity of laying out money or capital with the expectation of return or profit.
BEQUESTS, TRUSTS, & ANNUITY RECORDS
Records are when the Archdiocese or parish is the beneficiary. Include: name and beneficiary, probate correspondence, litigation records, property records, third-party consultant agreements and correspondence, cash receipts, specification of how funds will be used, Archdiocesan Investment Committee fund reports (endowment records), correspondence with accounting department, and endowment contract.
Office of Primary Responsibility: Parish Financial Services, Stewardship and Development
Series Number: CS640-05
Retention: Liquidation/ disbursement of bequest, trust, or annuity + 1 year, then send to Archives.
Disposition: Archives
CHARITABLE GIFT ANNUITIES PURCHASE RECORDS
Records from when the Archdiocese sold annuities and created annuity plans. May include: charitable contract, annuity agreement, bank forms and correspondence, attorney correspondence, beneficiary information, cash receipts, cancelled checks, draft illustration of potential annuity, handwritten notes, contact notes, notes documenting the story of the donor, and copies of death certificates and obituaries.
Office of Primary Responsibility: Accounting, Stewardship and Development
Series Number: CS640-10
Retention: Retain for duration of annuity + 6 years
Disposition: Shred/Delete
CHARITABLE GIFT ANNUITIES STATE REPORTS
Records documenting the filing requirements for charitable gift annuities.
Includes: Washington State report, actuarial report, CCAS finance report, check requisitions, and correspondence.
Office of Primary Responsibility: Accounting
Series Number: CS640-15
Retention: Fiscal year + 6 years
Disposition: Shred/Delete
EARNINGS PAYMENT REPORTS
Records certifying earnings payouts, annuity financial transactions, and annual earnings to purchasers of archdiocesan annuity products.
Office of Primary Responsibility: Accounting
Series Number: CS640-20
Retention: Fiscal year + 6 years
Disposition: Shred/Delete
INVESTMENT MANAGER’S REPORTS
Office of Primary Responsibility: Accounting
Series Number: CS640-25
Retention: Fiscal year + 3 years
Disposition: Shred/Delete
The activity relating to the monetary compensation of employees on a periodic basis.
PAYROLL DEDUCTION AND AUTHORIZATION REQUESTS
Records are authorizations for deductions from wages/salary by the employee or court order. Includes: transportation discount products, garnishment for liens or child support, donated funds, retirement products, health savings accounts, flexible spending accounts, identity theft protection, and elective insurance.
Office of Primary Responsibility: Accounting, Benefits Services
Series Number: CS645-05
Retention: Date of authorization + 6 years
Disposition: Shred/Delete
PAYROLL PROCESSING RECORDS
Records related to the processing of payroll, including verifying actions and ensuring accuracy. Records include: listing of payroll deductions, status of and adjustments to accounts, payroll distribution, warrant distribution log/sheet, notes, and amendments.
Office of Primary Responsibility: Payroll Services
Series Number: CS645-10
Retention: Fiscal year + 3 years
Disposition: Shred/Delete
PAYROLL REGISTERS
The official record of the Chancery’s payroll activity for each pay period. Includes: employee name & ID, pay period, earnings, hours, pay rate, gross & net pay, deductions, withholdings, employer contributions, and taxes. Could be found in paper and/or payroll system.
Includes: Wage and Tax Registers
Office of Primary Responsibility: Payroll Services
Series Number: CS645-15
Retention: Permanent
Disposition: Shred/Delete
PAYROLL VENDOR REPORTS
Office of Primary Responsibility: Accounting, Benefits Services
Series Number: CS645-20
Retention: Master Control, Monthly/Quarterly reports: End of fiscal year
Last Master Control report of Calendar year: Permanent
General informational/reference reports: Obsolete or superseded
Disposition: Shred/Delete. Last Master Control report of Calendar year: Retain in Office
TIMECARDS
Records related to the identification and reporting of hours worked by hourly employees, and the number of extra hours requiring payment for salaried, non-exempt employees.
Office of Primary Responsibility: Benefits Services
Series Number: CS645-25
Retention: Fiscal year + 4 years
Disposition: Shred/Delete
The activity of operating an internal savings and loan system for parishes and faith communities of the Archdiocese of Seattle.
BUILDING PROJECT FINANCIAL RECORDS
Records relating to the financing of any active building project utilizing funds from Parish Financial Services.
May include: request for project, budget worksheets, correspondence from Parish Revolving Fund Commission meetings (copies), summaries and reports, and general correspondence.
Office of Primary Responsibility: Associated Catholic Cemeteries, Parish Financial Services
Series Number: CS650-05
Retention: Project completion + 6 years
Disposition: Shred/Delete
LOAN AGREEMENTS & AMORTIZATION SCHEDULES
Records documenting payments and interest requirements for funds that CCAS has agreed to lend out.
Office of Primary Responsibility: Accounting, Parish Financial Services
Series Number: CS650-10
Retention: Repayment of loan + 6 years
Disposition: Shred/Delete
LOAN AUTHORIZATION CORRESPONDENCE
Records produced through interactions between the Director of Administration and Finance and the recipients of loans through the Parish Revolving Fund.
May include: loan statements, notes, check requisitions, general correspondence, financial correspondence, construction correspondence, property issue, and attorney information.
Office of Primary Responsibility: Parish Financial Services
Series Number: CS650-15
Retention: Repayment of loan + 6 years
Disposition: Shred/Delete
LOAN COMMITMENT & FINANCIAL RECORDS
Records documenting the loans provided to participants in the Parish Revolving Fund and Archdiocesan Revolving Fund.
Includes: loan commitment (signature and terms), quarterly loan statement, annual statement, financial transactions, and correspondence.
Office of Primary Responsibility: Parish Financial Services
Series Number: CS650-20
Retention: Repayment of loan + 6 years
Disposition: Shred/Delete
SAVINGS PROGRAM FINANCIAL RECORDS
Records documenting the savings program operated by the Archdiocese.
Includes: request to open an account, wire requests, escrow documents, Automated Clearing House transactions, financial statements (monthly, and quarterly, and annual), and related correspondence.
Office of Primary Responsibility: Parish Financial Services
Series Number: CS650-25
Retention: Electronic Records: Closure of saving account + 6 years. Paper Financial statements and transactions before 2023: Fiscal year + 6 years. Paper copies of financial statements and transactions after 2023: Obsolete or superseded.
Disposition: Shred/Delete
The activity of filing any required annual or special-purpose tax returns.
B&O TAX RETURNS
Records documenting the taxes due for printing and publishing within the City of Seattle.
Includes: City of Seattle business license tax and statement and check requests."
Office of Primary Responsibility: Accounting
Series Number: CS655-05
Retention: Fiscal year + 6 years
Disposition: Shred/Delete
EXCISE TAX RETURNS
Records documenting the use taxes due for purchasing a product that did not have proper sales tax charges.
Office of Primary Responsibility: Accounting
Series Number: CS655-10
Retention: Fiscal year + 6 years
Disposition: Shred/Delete
INTERNAL REVENUE SERVICE (IRS) RECORDS
Includes:
- 1099 MISC, 1099 NEC, and 1099R FORMS
- 941 TAX QUARTERLY STATEMENTS OF FILING AND DEPOSITS
- 990-T UNRELATED BUSINESS INCOME TAX
- ABSOLUTION LETTERS
- CP-2100A NOTICE
- W-2 FORM (WAGE AND TAX STATEMENT)
- W-4 FORM (EMPLOYEES' WITHHOLDING ALLOWANCE CERTIFICATE)
- W-9 FORM
Office of Primary Responsibility: Accounting, Benefits Services
Series Number: CS655-15
Retention: Calendar year + 6 years
Disposition: Shred/Delete
PROPERTY TAX EXEMPTION RENEWAL RECORDS
Records are WA State Department of Revenue forms, and correspondence used in the renewal process of a parish or school’s tax exempt status.
Office of Primary Responsibility: Property and Construction
Series Number: CS655-20
Retention: Calendar year + 6 years
Disposition: Shred
PROPERTY TAX STATEMENTS
Office of Primary Responsibility: Property and Construction
Series Number: CS655-25
Retention: Fiscal year + 6 years
Disposition: Shred
The activity of valuing land, property, or other assets belonging to CCAS.
COUNTY PROPERTY VALUATIONS
Records are cards received by various county assessor’s offices detailing the value of properties owned by CCAS. Also called Real Property Value Notices or Official Property Value Notices.
Office of Primary Responsibility: Property and Construction
Series Number: CS660-05
Retention: Calendar year, then shred.
Disposition: Shred
FIXED ASSETS REPORTS
Records documenting the fixed asset depreciation (original cost compared to current) financial information for buildings, vehicles, equipment, furniture, and fixtures.
Office of Primary Responsibility: Accounting
Series Number: CS660-10
Retention: Permanent
Disposition: Retain in Office
700 SALUD Y SEGURIDAD
La función de crear y mantener un entorno de trabajo seguro y saludable para los empleados. Esta funon también incluye la gestión de materiales peligrosos.
ACCIDENTS/INCIDENTS (HAZARDOUS MATERIALS)
Records relating to accidents/incidents involving individual(s) not employed by the Archdiocese of Seattle, and where a formal claim for damages is not filed. Records include, but are not limited to, reports, notes, photographs, correspondence, and investigations.
For Accidents or Incidents that do not pertain to hazardous materials where a claim is filed, see CS135-10 Claims For Damages. For accidents or incidents that do not pertain to hazardous materials and a claim has not been file, see CS135-05 Accidents/Incidents – No Claim Filed.
Office of Primary Responsibility: Property and Construction
Series Number: CS700-05
Retention: No human exposure: 50 years after date of incident/accident
Human exposure: 100 years after individuals date of birth or 30 years after individual’s death, whichever is sooner.
Disposition: Shred/Delete
BUILDING SAFETY PERMITS/INSPECTIONS
Fire extinguishers, alarms, sprinklers, suppression systems; heating, ventilation, air conditioning systems; boilers/hot water tanks, elevators, etc. Does not include hazardous waste inspection/abatement records. See CS700-25 Hazardous Materials Files below for more information.
Office of Primary Responsibility: Maintenance; Property and Construction; Camps; Associated Catholic Cemeteries
Series Number: CS700-10
Retention: Retain for 6 years after inspection superseded (and conditions of inspection satisfied and violations corrected/ resolved), then Destroy
Disposition: Shred/Delete
DISASTER/EMERGENCY PREPAREDNESS PLAN
Records documenting instruction procedures in the event of a catastrophic emergency affects the Chancery.
Includes: emergency handset instructions, emergency notification procedure for Chancery facilities, and personnel and emergency contact information. This also includes the Disaster Plan for Archives and Records Management.
Office of Primary Responsibility: Chancery Operations, Archives & Records Management, Benefits Services
Series Number: CS700-15
Retention: Obsolete or superseded + 3 years
Disposition: Recycle
EARTHQUAKE REPORTS
Records documenting the earthquake preparedness, structural integrity, and deficiency plans for Catholic schools and facilities in the Archdiocese of Seattle.
Office of Primary Responsibility: Property and Construction
Series Number: CS700-20
Retention: Obsolete or superseded + 3 years
Disposition: Shred/Delete
HAZARDOUS MATERIALS FILES
Records related to the identification, investigation, abatement/remediation, disposal, management, and tracking of hazardous materials. Records include: permits/licenses, forms, risk assessments, contracts/agreements, certifications, studies, reports, notifications, Asbestos Hazard Emergency Response Act (AHERA) Management Plan documentation, and inspections of asbestos, lead, and underground storage tanks.
Office of Primary Responsibility: Property and Construction
Series Number: CS700-25
Retention: Permanent
Disposition: Archives
HAZARDOUS MATERIALS HANDLING TRAINING
Records relating to training for the safe handling of hazardous materials (including: communicable infectious disease, toxic substances, asbestos, and harmful physical agents). Records include: curricula, instructional materials, tests & results, reference material/handouts, attendee lists, evaluations, sign-in sheets, permit, authorizations, licenses, and certificates (if no master certification list exist).
Office of Primary Responsibility: Property and Construction; Chancery Operations
Series Number: CS700-30
Retention: End of training + 50 years
Final training materials or presentation: obsolete then send final versions to Archives
Disposition: Shred/Delete
Final version: Archival Review
HEALTH DEPARTMENT FOOD SAFETY INSPECTION REPORTS
Office of Primary Responsibility: Any Office
Series Number: CS700-35
Retention: Retain until next inspection, then Destroy
Disposition: Shred/Delete
800 MARKETING
La función de anunciar, publicitar y atraer la atención hacia los programas, proyectos y oficinas del Arzobispado.
LOGOS: ORGANIZATIONAL & DEPARTMENTAL
Office of Primary Responsibility: Any Office
Series Number: CS800-05
Retention: Permanent (obsolete or superseded, then transfer to Archives)
Disposition: Archives
MARKETING MATERIALS
Records regardless of format produced by archdiocesan departments for marketing or promotional purposes. May include, but not limited to:
- Advertisements
- Audio/Video tape cassettes
- Brochures
- Catalogs
- CD-ROMs
- Digital Images and Video
- Direct Mailings
- Films and Presentations
- Fliers
- Manuals
- Pamphlets
- Photographic Prints and Negatives
- Posters
Office of Primary Responsibility: Any Office
Series Number: CS800-10
Retention: Permanent (obsolete or superseded, then transfer to Archives for review)
Disposition: Archival Review
900 ADMINISTRACIÓN DE PERSONAL
La función de reclutar, seleccionar, evaluar y gestionar empleados, clérigos y voluntarios.
The activity of administering lay and clergy health, welfare, retirement, pension, disability, life insurance, and workers’ compensation programs. See also Risk Management/Insurance (135).
BENEFITS SERVICES NOTIFICATIONS TO STAKEHOLDERS
General communications and marketing material between the Benefits Services office and relevant units, administrators and employees.
May include: correspondence, post cards, and plan packets.
Office of Primary Responsibility: Benefits Services
Series Number: CS905-05
Retention: Obsolete or superseded
Disposition: Shred/Delete
CORRECTIONS TO BENEFITS SELECTION
Written permission/ requests from diocesan employees for Benefits staff to select or change individual plan options on their behalf when there are technical difficulties.
Office of Primary Responsibility: Benefits Services
Series Number: CS905-10
Retention: Calendar Year + 2 years
Disposition: Shred/Delete
EMPLOYEE BENEFITS ENROLLMENT RECORDS
Records related to the management and administration of benefit plans such as pension and insurance plans, and records of election by employees of the Archdiocese of Seattle for type and amount of participation in benefit plans.
May include: benefit enrollment and application forms, beneficiary designations, COBRA elections, change of address, disability benefit records, domestic partnership affidavits, enrollment educational assistance plan documents, leave of absence forms, long term disability claims, insurance policies, pension enrollment and participation, plan amendments & restated, plan documents, service provider records (selection & monitoring of service providers, general correspondence and contracts with service providers).
Excludes participation records (see CS905-30 Retirement/Pension Verification Documentation below).
Office of Primary Responsibility: Benefits Services
Series Number: CS905-15
Retention: Employee participation in the benefit/plan + 8 years (End of calendar year, then arrange for scanning). Before 2014: Permanent. Paper copies after 2024: obsolete or superseded.
Disposition: Shred after Scanning
LAY & PRIEST CLAIMS RESOLUTION FILES
Records produced through lay and clergy employee claim disputes with an insurance company.
May include: bills, death claim form, death claim application materials, explanation of benefits, phone action slips, priest excess out-of-pocket forms, priest health plan files, personnel action forms, and correspondence.
Office of Primary Responsibility: Benefits Services
Series Number: CS905-20
Retention: Settlement of claim + 6 years
Disposition: Shred/Delete
LAY PENSION CONTRIBUTION REPORTS
The report includes the following elements: name, date, hire date, latest hire date, term date, contribution calculation date, total hours paid, unit hours paid, unadjusted total gross wages, unadjusted gross wages from calculation date, and pension contribution for the year.
Office of Primary Responsibility: Benefits Services
Series Number: CS905-25
Retention: Fiscal year + 6 years
Disposition: Shred/Delete
RETIREMENT/PENSION VERIFICATION DOCUMENTATION
Information relating to individuals’ enrollment and participation in retirement/pension plans made available through the Archdiocese of Seattle. Includes:
- Priest and lay employee retirement plan contribution and distribution data
- Application for plan enrollment/participation
- Determination and notification of eligibility/entitlement or ineligibility
Office of Primary Responsibility: Benefits Services
Series Number: CS905-30
Retention: For lay employees and non-incardinated priests, separation + 60 years
For incardinated priests, retain until death
Disposition: Shred/Delete
UNEMPLOYMENT INSURANCE CLAIMS
Records relating to unemployment claims filed by individuals against the Archdiocese. Includes, but is not limited to:
- Individual claims,
- Documentation of acceptance/denial, and
- Any appeals of claims.
Office of Primary Responsibility: Human Resources
Series Number: CS905-35
Retention: Final resolution of claim (and any appeal period) + 6 years
Disposition: Shred/Delete
WORKERS’ COMPENSATION CLAIMS – COMPENSABLE
Records related to workers' compensation claims filed for on-the-job accidents, and financial records related to employees on long-term disability.
May include: accident reports, claim closure documents, claim forms, claim rejection documents, claim reopen documents, medical documentation, notices of workers compensation claim arrival, return to work notices, state workers compensation filing forms and documentation, time loss payouts, and workers’ compensation appeals.
Office of Primary Responsibility: Administration and Finance
Series Number: CS905-40
Retention: Close of claim + 75 years
Claims for eye injuries: Close of claim + 10 years
Disposition: Shred
WORKERS’ COMPENSATION CLAIMS – NON-COMPENSABLE
Records related to non-compensable workers’ compensation claims for on-the-job accidents.
May include: accident reports, claim closure documents, claim forms, claim rejection documents, claim reopen documents, medical documentation, notices of workers compensation claim arrival, return to work notices, state workers compensation
Office of Primary Responsibility: Administration and Finance
Series Number: CS905-45
Retention: Close of claim + 40 years
Disposition: Shred
WORKERS’ COMPENSATION QUARTERLY REPORTS FOR SELF – INSURED BUSINESSES
Statistical data summarizing workers’ hours and claims costs paid by the Archdiocese to Washington State Department of Labor and Industries.
May include: annual and quarterly reports, copies of check requests, cash receipts, deposit slips, and correspondence.
Office of Primary Responsibility: Administration and Finance
Series Number: CS905-50
Retention: Fiscal year + 3 years
Disposition: Shred/Delete
The activity of overseeing services and programs relating to the formation, assignment, evaluation, and support of priests, deacons, seminarians, and appointed lay leadership.
CONTINUING FORMATION RECORDS
Records documenting local and national annual events, orientations and training programs, seminars, conferences, pilgrimages, and diocesan policies for clergy.
Office of Primary Responsibility: Vicar for Clergy
Series Number: CS910-05
Retention: Permanent (Obsolete or superseded, then arrange for transfer to Archives)
Disposition: Archives
DIOCESAN PRIEST PERSONNEL FILES
Records may include: Priest Personnel Action Forms (PPAFs), decrees, letters of appointment, contracts, reviews, emergency contact, funeral plans, last will and testament, sexual abuse prevention training certification, criminal background checks, celebrets/outgoing testimonials, stat sheets, ministry correspondence, medical and billing records, psychological assessments, evaluations, and mentoring records.
Office of Primary Responsibility: Vicar for Clergy
Series Number: CS910-10
Retention: Permanent
Disposition: Archives
EXTERN PRIESTS PERSONNEL FILES
Records may include: testimonial letters, turndowns, Priest Personnel Action Forms (PPAFs), decrees, letters of appointment, contracts, reviews, emergency contact, funeral plans, last will and testament, sexual abuse prevention training certification, criminal background checks, celebrets/outgoing testimonials, stat sheets, ministry correspondence, medical and billing records, psychological assessments, immigration records, and extra-diocesan correspondence.
Office of Primary Responsibility: Vicar for Clergy
Series Number: CS910-15
Retention: Permanent
Disposition: Archives
PARISH TRANSITION RECORDS
Records relating to the process a parish undertakes during clergy transition.
May include: field staff reports, program guidebooks, survey forms, worksheets, and follow-up documentation.
Office of Primary Responsibility: Pastoral Ministries
Series Number: CS910-20
Retention: Permanent
Disposition: Archives
PASTORAL LIFE DIRECTORS/PASTORAL COORDINATORS PERSONNEL FILES
Records may include: Personnel Action Forms, letters of recommendation, decrees, letters of appointment, contracts, reviews, emergency contact, sexual abuse prevention training certification, criminal background checks, stat sheets, ministry correspondence, medical and billing records, psychological assessments, and immigration records.
Office of Primary Responsibility: Vicar for Clergy
Series Number: CS910-25
Retention: Permanent
Disposition: Archives
PERMANENT DEACON APPLICATIONS
Office of Primary Responsibility: Vicar for Clergy
Series Number: CS910-30
Retention: Date of application + 5 years
Disposition: Shred
PERMANENT DEACON PERSONNEL FILES (FORMATION)
Records may include: application form, vocational autobiography, references, sacramental records, spouse's application (for married diaconate applicants), signature for commitment to celibacy, medical and billing records, interview forms, evaluations, application checklist, acceptance/denial letters, reflection and commitment form, sexual abuse prevention training certification, psychological testing results, transcripts, pastoral placement correspondence, ministry correspondence, course assignments, decrees, appointments, contracts, and criminal background checks.
Office of Primary Responsibility: Pastoral Ministries
Series Number: CS910-35
Retention: Departed deacons: Permanent (Calendar year + 2 years, then transfer to Archives for scanning)
Ordained Deacons: Permanent (Ordination of next class, then transfer to Archives)
Disposition: Archives
PERMANENT DEACON PERSONNEL FILES (ORDAINED)
Records may include: Priest Personnel Action Forms (PPAFs), decrees, letters of appointment, pastoral placement correspondence, contracts, reviews, emergency contact, funeral plans, last will and testament, sexual abuse prevention training certification, criminal background checks, celebrets/outgoing testimonials, stat sheets, ministry correspondence, medical and billing records, psychological assessments, evaluations, and acceptance/ denial letters.
Office of Primary Responsibility: Vicar for Clergy
Series Number: CS910-40
Retention: Permanent
Disposition: Archives
PRIEST PERSONNEL BOARD: CLERGY ASSIGNMENT RECOMMENDATIONS
Office of Primary Responsibility: Vicar for Clergy
Series Number: CS910-45
Retention: Permanent
Disposition: Archives
SEMINARIAN PERSONNEL FILES
Records may include: application form, vocational autobiography, references, sacramental records, decrees, canonical forms of commitment, physician letters, interview forms, evaluations, acceptance/denial letters, reflection and commitment form, sexual abuse prevention training certification, psychological testing results, transcripts, pastoral placement correspondence, seminary correspondence, and general correspondence.
Office of Primary Responsibility: Vicar for Clergy
Series Number: CS910-50
Retention: Departed seminarians: Permanent (Calendar year + 2 years, then transfer to Archives for scanning)
If ordained: Permanent (Calendar year + 1 year, then transfer to Archives)
Disposition: Archives
TESTIMONIALS
Records relating to priests, deacons, seminarians, religious and laity of religious institutes or other dioceses who wish to work within the Archdiocese (either on a one-time or continuing basis).
Includes: speaker approvals and immigration records
Office of Primary Responsibility: Pastoral Ministries, Vicar for Clergy, Religious Communities
Series Number: CS910-55
Retention: Retain until visiting religious leaves the diocese, then arrange for appraisal by Archives
Disposition: Archival Review
The activity of ensuring the compliance of parishes and Chancery departments/programs with human resources laws and regulations.
AMERICAN CAMP ASSOCIATION (ACA) ACCREDITATION CERTIFICATES
Records are certificates given by American Camp Association every three years upon successful accreditation.
Also includes: annual statement of compliance.
Office of Primary Responsibility: Youth and Young Adult
Series Number: CS915-05
Retention: Permanent
Disposition: Archives
AMERICAN CAMP ASSOCIATION (ACA) ACCREDITATION WORKING FILES
Workbooks or binders which are part of the accreditation process from the American Camping Association (ACA). For certificates, see CS915-05.
Office of Primary Responsibility: Youth and Young Adult
Series Number: CS915-10
Retention: Until completion of next accreditation period
Disposition: Shred/Delete
COMPLIANCE AUDIT REPORTS
Records issued by the Compliance Program related to the auditing of parishes, schools, and Catholic agencies for compliance with internal policies, reporting requirements, and applicable laws and regulations.
Office of Primary Responsibility: Human Resources
Series Number: CS915-15
Retention: Calendar year + 6 years
Disposition: Shred/Delete
RELIGIOUS ORDER SAFE ENVIRONMENT ACCREDITATION RECORDS
Records certifying that members of religious orders within the Archdiocese (but are without assignment) have received the equivalent of Safe Environment compliance by a third party provider through their order. Orders are audited every four years.
May include: official accreditation letter to the Archbishop from the Superior of the religious community, training verification, tracking log, and correspondence.
Office of Primary Responsibility: Human Resources
Series Number: CS915-20
Retention: End of accreditation period + 6 years
Disposition: Shred/Delete
SAFE ENVIRONMENT PARENT OPT-OUT FORMS
Forms completed by parents who have opted out of Safe Environment training offered to all children who attend Archdiocesan schools or a parish Faith Formation program.
Office of Primary Responsibility: Human Resources
Series Number: CS915-25
Retention: Permanent (Until completion of audit + 1 year, then arrange for scanning)
Disposition: Shred after Scanning
SAFE ENVIRONMENT TRAINING ADMINISTRATION RECORDS
Records are those used for the administration of both the online and in-person Safe Environment training program. Elements include: live training sign-in/attendance sheets, policy sign-off, list of completed courses, required courses, background checks, employee names, and employee roles.
Office of Primary Responsibility: Human Resources
Series Number: CS915-30
Retention: Permanent
For electronic records: obsolete or superseded, then arrange for transfer to Archives.
For paper records: Retain until completion of audit, then arrange for scanning.
Disposition: Electronic records: Archives. Paper records: Shred after Scanning
SAFE ENVIRONMENT TRAINING STATISTICS FORMS
Forms completed by Archdiocesan Schools or Faith Formation Programs at Parishes totaling the number of children trained. Also called the “Recording the Training” forms.
Office of Primary Responsibility: Human Resources
Series Number: CS915-35
Retention: Retain until completion of audit
Disposition: Shred/Delete
SAFE ENVIRONMENT TRAINING VERIFICATIONS
Signed and dated forms completed by locations (parishes and schools) verifying that they’ve satisfied all requirements of Safe Environment Training for staff.
Office of Primary Responsibility: Human Resources
Series Number: CS915-40
Retention: Until completion of audit + 1 year
Disposition: Shred/Delete
UNITED STATES COUNCIL OF CATHOLIC BISHOPS AUDIT RECORDS: DEPARTMENTAL DRAFTS
Final version located in the Chancellor’s Office.
For final report, see CS915-50 United States Council of Catholic Bishops Audit Records: Final Report.
Office of Primary Responsibility: Human Resources, Administration and Finance, Chancellor
Series Number: CS915-45
Retention: Departmental Drafts: Obsolete or superseded
Final Report (Chancellor’s Office): Permanent
Disposition: Shred/Delete. Final version: Archives
UNITED STATES COUNCIL OF CATHOLIC BISHOPS AUDIT RECORDS: FINAL REPORT
Office of Primary Responsibility: Chancellor
Series Number: CS915-50
Retention: Permanent (Fiscal year + 2 years, then transfer to Archives)
Disposition: Archives
UNITED STATES COUNCIL OF CATHOLIC BISHOPS AUDIT RECORDS: SAFE ENVIRONMENT
Includes: exhibits, compliance letter, and instrument.
Office of Primary Responsibility: Human Resources
Series Number: CS915-55
Retention: Permanent (Fiscal year + 2 years, then transfer to Archives)
Disposition: Archives
La actividad de investigar y responder a la mala conducta de los empleados, las quejas y los asuntos disciplinarios.
EXPEDIENTES DE RESOLUCIÓN DE CONFLICTOS LABORALES
Puede incluir: notas del supervisor y del empleado, documentación de la mediación y notas relacionadas con la resolución.
Oficina de Responsabilidad Principal: Recursos Humanos
Número de serie: CS920-05
Conservación: Resolución del litigio + 6 años
En caso de cese, permanente
Disposición: Destruir/Borrar
Terminado: Archivos
RECLAMACIONES ESCOLARES, GENERAL
Registros que documentan las quejas rutinarias de los padres/tutores relacionadas con la escuela. Ver CS920-15 Quejas Escolares, Personal abajo para quejas de comportamiento inapropiado.
Oficina de Responsabilidad Primaria: Escuelas Católicas
Número de serie: CS920-10
Conservación: Resolución del asunto + 3 años
Disposición: Destruir/Borrar
QUEJAS DE ESCUELAS, PERSONAL
Registros que documenten quejas significativas del personal relacionadas con la escuela por parte de padres/tutores en relación con supuestos abusos o conductas inapropiadas.
Oficina de Responsabilidad Primaria: Escuelas Católicas
Número de serie: CS920-15
Conservación: Permanente
Disposición: Archivos
REGISTROS DE EMPLEADOS ESCOLARES DESPEDIDOS
Puede incluir: historial docente y motivo del cese, registros de quejas, evaluaciones, contratos, evaluación psicológica, informes de cese de profesores y correspondencia.
Oficina de Responsabilidad Primaria: Escuelas Católicas
Número de serie: CS920-20
Retención: Cese del empleado + 6 años
Permanente, si se le despide por conducta sexual inapropiada
Disposición: Destruir/Borrar
Terminado: Archivos
The activity of documenting an individual’s employment. Includes volunteers.
BACKGROUND CHECKS, POSITIVE CRIMINAL HISTORY RESULTS
Includes: application for pre-employment or volunteer, signed background check authorization form, and all result sheets.
Office of Primary Responsibility: Human Resources
Series Number: CS925-05
Retention: Permanent. After 2015: Electronic version is official record. Before 2015: Scan and send to Human Resources.
Disposition: Shred after Scanning.
CONFIDENTIALITY AGREEMENTS
Records are contracts signed by staff that ensure that personnel, legal, and health information will not be disclosed outside of office-approved situations. See CS925-35 Personnel Files for more information.
Office of Primary Responsibility: Benefits Services, Human Resources, Archives & Records Management, Vicar for Clergy
Series Number: CS925-10
Retention: Separation of employee + 1 year, then send to Human Resources to be included in employee’s personnel file
Disposition: Shred after Scanning
DRUG & ALCOHOL TEST RESULTS
Office of Primary Responsibility: Associated Catholic Cemeteries
Series Number: CS925-15
Retention: Date of results + 6 years
Disposition: Shred/Delete
EMPLOYMENT ELIGIBILITY FORMS
Records certifying an employee's legal eligibility to work in the United States.
Office of Primary Responsibility: Human Resources, Associated Catholic Cemeteries
Series Number: CS925-20
Retention: Separation of employee + 1 year or 3 years after hire, whichever is longer
Disposition: Shred/Delete
FAMILY MEDICAL LEAVE RECORDS*
Records allow for employees to take leaves of absence in certain circumstances without losing their employment or benefits.
May include: application, correspondence with physician, physician notes and letters, and release to return to work.
*Records must be kept in a file separate from general personnel file.
Office of Primary Responsibility: Human Resources, Associated Catholic Cemeteries
Series Number: CS925-25
Retention: Retain for 6 years after expiration of leave or denial of request
Disposition: Shred/Delete
HIPAA TRAINING CERTIFICATES
Office of Primary Responsibility: Benefits Services
Series Number: CS925-30
Retention: Calendar year + 6 years
Disposition: Shred/Delete
PERSONNEL FILES
Records of Archdiocesan employees, volunteers, and retreat employees.
May include, but not limited to:
- Applications/resumes
- Background checks/criminal history results
- Confidentiality agreements
- Continuing education certificates
- Correspondence/email
- Directory information
- Employee personnel policy agreements
- Hearing Tests (Cemeteries)
- HIPAA training certificates
- Lay off/severance notification letter
- Letters of reference
- Pay rate/history
- Performance evaluations
- Personnel action forms
- Personnel status tracking records
- Transcripts
Office of Primary Responsibility: Catholic Schools, Human Resources, Associated Catholic Cemeteries
Series Number: CS925-35
Retention: Permanent. Before 2023: Send to Human Resources to arrange for scanning of paper.
Disposition: Archives. Shred after Scanning
SAFE ENVIRONMENT TRAINING PROOF OF COMPLETION
Office of Primary Responsibility: Human Resources, Youth and Young Adult, Pastoral Ministries
Series Number: CS925-40
Retention: Before 1 July 2015: Permanent. Printed proof or electronic copy must be included in Personnel File (see PS925-35) above.
After 1 July 2015: Permanent. Records maintained electronically by Virtus.
Disposition: Archives
SEASONAL/CONTRACTED WORKER AGREEMENTS
Office of Primary Responsibility: Human Resources, Youth and Young Adult
Series Number: CS925-45
Retention: Current year + 6 years
Disposition: Shred/Delete
SEX OFFENDER PARISH RECORDS
Records produced through the process that registered sex offenders must undertake to obtain permission to attend Mass.
May include: instructions for parishes, sex offender guidelines for mass attendance, guardian agreement form, sex offender Mass attendance agreement form, Washington state, local municipality or county notification of registered sex offenders, background check information, and correspondence to parishes and schools.
Office of Primary Responsibility: Human Resources
Series Number: CS925-50
Retention: Permanent
Disposition: Shred after Scanning
Actividad consistente en clasificar, graduar y describir los puestos de trabajo.
DESCRIPCIÓN DE LOS PUESTOS DE LOS EMPLEADOS
Responsable principal: Recursos Humanos, Vicario para el Clero, Cementerios Católicos Asociados
Número de serie: CS930-05
Conservación: Obsoleto o superado + 6 años
Disposición: Destruir/Borrar
PLANES DE COMPENSACIÓN PARA PARROQUIAS Y SACERDOTES
Registros que documentan la información sobre salarios y prestaciones de sacerdotes y empleados parroquiales.
Incluye: carta de facturación, hojas de trabajo de planificación de la retribución y plan de retribución.
Oficina de Responsabilidad Principal: Recursos Humanos
Número de serie: CS930-10
Conservación: Obsoleto o superado + 6 años
Disposición: Destruir/Borrar
TABLAS DE COMPENSACIÓN SALARIAL
Registros que certifican la compensación anual pagada por la Archidiócesis de Seattle.
Incluye: rango salarial mínimo, medio y alto para cada puesto, además del grado salarial correspondiente.
Oficina de Responsabilidad Principal: Recursos Humanos
Número de serie: CS930-15
Conservación: Obsoleto o superado + 6 años
Disposición: Destruir/Borrar
INFORMES DEL SEGURO DE DESEMPLEO DEL ESTADO DE WASHINGTON
Requisito de presentación trimestral al Estado de Washington en relación con el seguro de desempleo.
Incluye: informe sobre el seguro de desempleo, extractos mensuales del Estado de Washington y correspondencia.
Oficina de Responsabilidad Principal: Recursos Humanos
Número de serie: CS930-20
Conservación: Año natural + 6 años
Disposición: Destruir/Borrar
The activity of screening, selecting, and employing individuals. Includes volunteers and visiting and temporary religious community members.
EMPLOYEE RECRUITMENT RECORDS*
Records related to the recruitment and selection process of employees, including job descriptions, determination of rate of pay, applications, and interview materials.
*Records of hired employees should be added to the employee’s personnel file. For Personnel Records, see CS925-35.
Office of Primary Responsibility: Catholic Schools, Human Resources, Associated Catholic Cemeteries
Series Number: CS935-05
Retention:
Not Hired: Position filled or recruitment effort terminated + 3 years.
Hired: Permanent. Transfer application to the employee's personnel file.
Disposition: Shred/Delete
1000 GESTIÓN DE LA INFORMACIÓN
La función de gestionar la información diocesana, incluyendo formularios y publicacionesservicios de correo, administración de archivos marketing, y las públicas.
The activity of managing the circulation of printed information, including incoming and outgoing, internal and external processes.
MAIL DELIVERY AND RECEIPT
Records documenting incoming and outgoing mail to/from the Chancery.
Includes: certified/registered/insured mail logs and return receipts, postage meter logs/reports, private ground delivery registers/receipts, signed pick-up and delivery receipts, monthly reports for bulk mailing, certified letter signatures, and statements of postage due.
Office of Primary Responsibility: Chancery Operations
Series Number: CS1010-05
Retention: Fiscal year + 3 years
Disposition: Shred/Delete
The activity of drafting, producing, and managing public documents, including printed and electronic matter, broadcast media, and website material.
CONTACT LISTS & DIRECTORIES
Office of Primary Responsibility: Any Office
Series Number: CS1010-05
Retention: Obsolete or superseded
Disposition: Shred/Delete
NECROLOGY REPORTS
Records documenting all of the deaths of archdiocesan priests and deacons from 1884 to present.
Office of Primary Responsibility: Vicar for Clergy
Series Number: CS1010-10
Retention: Obsolete or superseded
Disposition: Shred/Delete
NEWSLETTERS, BULLETINS, PERIODICALS, & PUBLICATIONS
Records are newsletters, bulletins, periodicals, publications, newspapers, magazines, notifications, etc. about Chancery programs, events, projects, campaigns, and work which is produced by Chancery offices.
May include, but not limited to: editor comments, photographs, email, drafts, proofs, and advertisements.
Office of Primary Responsibility: Any Office
Series Number: CS1010-15
Retention: Obsolete or superseded, then arrange for appraisal of final published copy by Archives
Disposition: Archival Review
NORTHWEST CATHOLIC ADVERTISEMENTS
Records may include: unaltered digital advertising images and text provided by client, finalized digital advertising images and text, finalized advertisement as seen in the Catholic Northwest Progress, original unaltered advertising images and text (if provided as paper) by client, and backup discs.
Office of Primary Responsibility: Communications
Series Number: CS1010-20
Retention: Obsolete or superseded
Disposition: Recycle or Delete
NORTHWEST CATHOLIC DEVELOPMENT RECORDS
May include: Catholic Northwest Progress finalized photographs, unaltered digital photographs and text, draft articles, and finalized digital proof files.
Office of Primary Responsibility: Communications
Series Number: CS1010-25
Retention: Obsolete or superseded
Disposition: Recycle
NORTHWEST CATHOLIC FINAL PHOTOGRAPHS, AUDIO, & FILMS
Original photographs, audio records, and films used in the publication of the Northwest Catholic or Catholic Northwest Progress.
Includes: digital, paper, and analog versions of records.
Office of Primary Responsibility: Communications
Series Number: CS1010-30
Retention: Obsolete or superseded, then arrange for appraisal by Archives
Disposition: Archival Review
NORTHWEST CATHOLIC SUBSCRIPTION RECORDS
Completed subscription forms to be added to the database. Contains subscriber name and address information.
Office of Primary Responsibility: Communications
Series Number: CS1010-35
Retention: Obsolete or superseded
Disposition: Shred/Delete
OFFICIAL CATHOLIC DIRECTORY REPORTS
Records produced through the collection of contact information for Archdiocese of Seattle Chancery offices, parishes, schools, and affiliated services for the Official Catholic Directory.
May include: worksheets, correspondence, and USCCB Group Ruling applications (provides non-profit status to Catholic organizations operating within the Archdiocese of Seattle).
Office of Primary Responsibility: Chancellor
Series Number: CS1010-40
Retention: Obsolete or superseded
Disposition: Shred/Delete
WEBSITE RECORDS
Records documenting the publishing of online (internet and intranet) content. For Safe Environment Website records, see CS505-50.
Records may include:
- Requests/approvals to upload/update/remove content;
- Confirmation of content upload/update/removal;
- Point-in-time record of webpage/site (screenshot, snapshot, site map).
Office of Primary Responsibility: Catholic Schools, Communications, Washington State Catholic Conference, Associated Catholic Cemeteries, Youth and Young Adult, Marriage and Family Life, Vicar for Clergy
Series Number: CS1010-45
Retention: Capture before major content change, then transfer to archives
Disposition: Archives
The activity of communicating official information to the press and/or public on behalf of the Archbishop/Archdiocese.
BROADCASTS – SCRIPTS & RECORDINGS
Records are audio and video recordings as well as scripts of broadcasts, developed and produced by Communications.
Office of Primary Responsibility: Communications
Series Number: CS1015-05
Retention: Obsolete or superseded, then arrange for appraisal by Archives
Disposition: Archival Review
PRESS RELEASES
Formal statements or announcements prepared on behalf of the Archbishop of Seattle by the Communications delegate or the Washington State Catholic Conference.
Office of Primary Responsibility: Communications, Washington State Catholic Conference
Series Number: CS1015-10
Retention: Permanent (Transfer one copy of each release to Archives)
Disposition: Archives
The activity of systematically managing Chancery records throughout their lifecycles. This includes: controls over the creation, maintenance, use, retention and disposition of current records, as well as the selection, appraisal, arrangement, and description of historical records. See Health and Safety (700) for Archives and Records Management Disaster Plan.
ACCESSIONS REGISTER
Records of archival holdings formally accepted into the Archives. Describes office of origin, accession number, arrangement, stack location, date range of records, quantity of records, access conditions, copyright issues, and date of accession.
Office of Primary Responsibility: Archives & Records Management
Series Number: CS1020-05
Retention: Permanent
Disposition: Archives
ARCHIVES STACKS ENTRANCE LOGS
Records documenting the names, dates, and purpose of maintenance and service visitors to the Archives.
Office of Primary Responsibility: Archives & Records Management
Series Number: CS1020-10
Retention: Obsolete or superseded + 3 years
Disposition: Shred/Delete
ARCHIVES VISITOR LOGS
Records documenting researchers and volunteers working with the archival collections and the purpose of their research.
Office of Primary Responsibility: Archives & Records Management
Series Number: CS1020-15
Retention: Permanent
Disposition: Archives
CATALOG RECORDS
Records cataloging collections of artifacts and photographs held by the Archives.
Office of Primary Responsibility: Archives & Records Management
Series Number: CS1020-20
Retention: Obsolete or superseded
Disposition: Delete
DEEDS OF GIFT
Records certifying the transfer of archival materials and copyright from a private party to the Archdiocese of Seattle.
Office of Primary Responsibility: Archives & Records Management
Series Number: CS1020-25
Retention: Permanent
Disposition: Archives
GUIDES & INVENTORIES
Document the records holdings of the archdiocesan Archives, inventories and finding aids of archival collections, and inventories of parish and Chancery institutions.
Office of Primary Responsibility: Archives & Records Management
Series Number: CS1020-30
Retention: Obsolete or superseded
Disposition: Delete
PERMISSION TO PUBLISH CONTRACTS
Records certifying that researchers are permitted to publish archival materials if compliant with the terms and fees associated with published use.
Office of Primary Responsibility: Archives & Records Management
Series Number: CS1020-35
Retention: Permanent
Disposition: Archives
RECORD DESTRUCTION CERTIFICATES
Records certifying the physical disposal/deletion of records that have completed their retention period.
Office of Primary Responsibility: Archives & Records Management
Series Number: CS1020-40
Retention: Permanent
Disposition: Archives
RECORD RETENTION SCHEDULES
Records documenting the required retention of records before disposition.
Office of Primary Responsibility: Archives & Records Management
Series Number: CS1020-45
Retention: Permanent
Disposition: Archives
RECORD SURVEYS
Inventories of the records of Chancery, parish, and school offices.
Includes: interview details, description of records, management of records, access and security, business need of records, proposed retention, and any relevant comments.
Office of Primary Responsibility: Archives & Records Management
Series Number: CS1020-50
Retention: Permanent
Disposition: Archives
RECORDS TRANSMITTALS
Records certifying the transfer and custody change of records from a Chancery office to the Archives.
Includes: records transmittal forms and tracking spreadsheets.
Office of Primary Responsibility: Archives & Records Management
Series Number: CS1020-55
Retention: Permanent
Disposition: Archives
REFERENCE REQUESTS
Records document requests for access or research assistance made to the Archives. This includes completed sacramental records request forms.
Office of Primary Responsibility: Archives & Records Management
Series Number: CS1020-60
Retention: Resolution of request + 3 years
Disposition: Shred
VENDOR RECORDS SHREDDING CERTIFICATES
Receipts from local shredding vendor that include: date, time, volume of secured destruction of:
- Drafts
- Working papers
- Copies
Office of Primary Responsibility: Archives & Records Management
Series Number: CS1020-65
Retention: Calendar year + 2 years
Disposition: Shred
1100 LEGAL
La función de gestionar los asuntos jurídicos civiles de la Archidiócesisincluyendog litigios y asesoramiento jurídico. Incluye el asesoramiento interno y externo.
La actividad de tramitar las reclamaciones entrantes, investigar las pólizas de seguros releva
nt a pleitos en curso y pendientes, y mediación y seguimiento de acuerdos
.
REGISTROS DE DIVULGACIÓN PASTORAL
Declaraciones de admisión de presuntas víctimas de abusos sexuales que se han dirigido directamente a la Archidiócesis de Seattle.
Puede incluir: formulario de admisión (información de contacto, relato narrativo), registros de llamadas telefónicas, información de asesoramiento, fotocopias de facturas de tratamientos, correspondencia y cartas pastorales a las presuntas víctimas por parte del arzobispo.
Oficina de Responsabilidad Primaria: Extensión Pastoral
Número de serie: CS1105-05
Conservación: Permanente
Disposición: Archivos
RECLAMACIÓN POR ABUSO SEXUAL (REGISTROS DE CASOS ESPECIALES)
Registros que documentan las obligaciones financieras de la Archidiócesis de Seattle en el pago de reclamaciones de presuntas víctimas de abusos sexuales.
Puede incluir: facturas y correspondencia de abogados, facturas de peritos, facturas de búsqueda de registros, facturas de proveedores, comunicados financieros, citaciones judiciales de demanda, información sobre pólizas de seguros, correspondencia de compañías de seguros, reclamación de daños y perjuicios, y una carpeta de seguros de casos resueltos y no resueltos (2003-presente).
Oficina de Responsabilidad Principal: Administración y Finanzas
Número de serie: CS1105-10
Conservación: Permanente
Disposición: Archivos
La actividad de solicitar y recibir asesoramiento y dictámenes jurídicos.
ASESORAMIENTO JURÍDICO Y DICTÁMENES
Oficina de responsabilidad principal: Cualquier Oficina
Número de serie: CS1110-05
Conservación: Permanente
Disposición: Archivos
La actividad de prestar servicios de consulta y apoyo al asesor jurídico diocesano en relación con casos actuales y pendientes.
REGISTROS DE APOYO AL LITIGIO
Registros producidos a través de la investigación relativa al cumplimiento de las solicitudes de producción.
Incluye: denuncia, interrogatorios, solicitudes de producción/admisiones, notas de revisión, notas de reuniones de abogados, material de referencia y correspondencia.
Oficina de Responsabilidad Principal: Archivos y Gestión Documental
Número de serie: CS1115-05
Conservación: Obsoleto o superado
Disposición: Destruir/Borrar
EXPEDIENTES DE LITIGIOS
Registros elaborados entre el asesor jurídico y la Archidiócesis en preparación de litigios.
Puede incluir, entre otros, escritos, notas, memorandos, informes, fotografías y grabaciones de audio y vídeo.
Oficina de Responsabilidad Principal: Administración y Finanzas, Archivos y Gestión Documental, Canciller, Operaciones del Arzobispado, Recursos Humanos
Número de serie: CS1115-10
Conservación: Cierre del caso + 10 años, después evaluación por los Archivos.
Disposición: Revisión de archivos
1200 SUPERVISIÓN LITÚRGICA
La función de coordinar y supervisar liturgias celebradas por los obispos de Seattle.
CERTIFICADOS DE ATESTACIÓN
Actas que certifican la dedicación y bendición por el Arzobispo de nuevos edificios religiosos.
Oficina de Responsabilidad Primaria: Liturgia
Número de serie: CS1200-05
Conservación: Permanente
Disposición: Archivos
CALENDARIO DE LITURGIAS
Los registros son los horarios de las liturgias creados por el Arzobispo y sus auxiliares y enviados a la oficina de liturgia.
Oficina de Responsabilidad Primaria: Liturgia
Número de serie: CS1200-10
Conservación: Obsoleto o superado
Disposición: Destruir/Borrar
EVALUACIONES Y REVISIONES LITÚRGICAS
Cargo de responsabilidad principal: Vicario para el Clero
Número de serie: CS1200-15
Conservación: Obsoleto o superado
Disposición: Destruir/Borrar
ÓRDENES DE CELEBRACIÓN (RESÚMENES LITÚRGICOS)
Los registros son las Misas producidas para el Arzobispo o los Obispos Auxiliares por la oficina de Liturgia.
Puede incluir: Órdenes de celebración, correspondencia, formularios de información y memorandos informativos (material de orientación para los obispos).
Oficina de Responsabilidad Primaria: Liturgia
Número de serie: CS1200-20
Conservación: Obsoleto o superado
Disposición: Destruir/Borrar
1300 ADMINISTRACIÓN ESCOLAR
La función de administrar la evaluación académica y la acreditación de las escuelas católicas y las horas de reloj de los profesores..
La actividad de garantizar la acreditación de las escuelas por la Western Catholic Education Association y la Northwest Associade Escuelas Acreditadas.
REGISTROS DEL PROCESO DE ACREDITACIÓN DE LAS ESCUELAS CATÓLICAS
Los registros incluyen: un autoestudio de acreditación, un informe del equipo visitante, referencias, declaraciones, listas de equipos y correspondencia.
Oficina de Responsabilidad Primaria: Escuelas Católicas
Número de serie: CS1305-05
Conservación: Fin del proceso de acreditación + 12 años
Disposición: Destruir/Borrar
La actividad de recopilar y supervisar la evaluación académica, la matrícula y los datos presupuestarios y proporcionar esta información a la Western Catholic Education católica occidental.
ASOCIACIÓN NACIONAL CATÓLICA DE EDUCACIÓN DATOS INFORMES PRESUPUESTARIOS
Registros que documentan el presupuesto anual de las escuelas católicas, la matriculación escolar, información sobre el profesorado, datos censales y demográficos.
Oficina de Responsabilidad Primaria: Escuelas Católicas
Número de serie: CS1310-05
Retención: Año académico + 6 años
Disposición: Destruir/Borrar
DATOS DE EVALUACIÓN DE LOS ALUMNOS
Los registros son los resultados anuales de las pruebas de evaluación de los alumnos.
Puede incluir: resumen de datos y análisis escolares.
Oficina de Responsabilidad Primaria: Escuelas Católicas
Número de serie: CS1310-10
Retención: Año académico + 6 años
Disposición: Destruir/Borrar
La actividad de conceder créditos de horas de reloj a los profesores de las escuelas católicas de la Archidiócesis de Seattle.
REGISTROS DE SEGUIMIENTO DE HORAS DE RELOJ
Registros de los programas de formación continua reconocidos para el crédito de horas reloj, la cantidad de horas reloj concedidas a los profesores y el proceso de solicitud para que una formación sea reconocida para el crédito de horas reloj.
Puede incluir: solicitudes, listado de cursos aprobados, formularios de inscripción, evaluaciones, solicitud de nueva formación (quién presenta, credenciales del proveedor, finalidad de la formación).
Oficina de Responsabilidad Primaria: Escuelas Católicas
Número de serie: CS1315-05
Retención: Año académico + 7 años
Disposición: Destruir/Borrar
Actividad de recopilación de datos sobre el profesorado y el personal de los centros escolares.
REGISTROS CENSALES DE LA FACULTAD
Informes estadísticos anuales relativos a los nombres de los profesores, las clases impartidas, la certificación y las credenciales de los profesores (fecha inicial y de renovación) y el desglose del alumnado.
Oficina de Responsabilidad Primaria: Escuelas Católicas
Número de serie: CS1320-05
Conservación: Permanente (Cierre de la escuela, luego disponer la transferencia a los Archivos)
Disposición: Archivos
REGISTROS DE EMPLEO DEL PERSONAL ESCOLAR
Registros del personal de cada escuela, incluidos: directores, profesores, auxiliares, personal administrativo y otros empleados.
Incluye: escuela de empleo, fecha de contratación, fecha de finalización y otras escuelas diocesanas de empleo.
Oficina de Responsabilidad Primaria: Escuelas Católicas
Número de serie: CS1320-10
Conservación: Permanente (consérvese hasta que quede obsoleto o superado y, a continuación, transfiérase a los archivos)
Disposición: Archivos
1400 GESTIÓN TECNOLÓGICA
La función de adquirir, desarrollar, aplicar, probar, apoyar, respaldo, investigación, y supervisión Arzobispado informática, redes, imágenes, telecomunicaciones y otras tecnologías.
The activity of monitoring and reporting on computer and system usage, traffic, server events. Also included in this activity is technology project records.
COMPUTER PATCH MANAGEMENT LOGS
Records documenting updates to workstation software or security programs.
Office of Primary Responsibility: Information Technology Services
Series Number: CS1405-05
Retention: Obsolete or superseded
Disposition: Delete
HELP DESK SERVICE LOGS
Records produced through help desk, telephone, and technology implementation services.
May include: each event entry, status of the event, requesting office, requesting customer, date received, priority, and staff assigned to the event.
Office of Primary Responsibility: Information Technology Services
Series Number: CS1405-10
Retention: Resolution of request.
Disposition: Delete
INTERNET TRAFFIC LOGS
Records documenting a comprehensive listing of all Internet and firewall traffic activity, time spent, websites visited, and bandwidth usage by Chancery employees and server software. Includes: firewall logs.
Office of Primary Responsibility: Information Technology Services
Series Number: CS1405-15
Retention: Obsolete or superseded
Disposition: Delete
NETWORK SERVERS EVENT LOGS
Records documenting errors and exceptions to routine network server functionality.
Includes: application logs, operating system logs, security logs, update logs, and file replication logs.
Office of Primary Responsibility: Information Technology Services
Series Number: CS1405-20
Retention: Obsolete or superseded
Disposition: Delete
SYSTEM BACKUP LOGS
Records documenting which files are backed-up or not backed-up for each file server operated by the Chancery.
Office of Primary Responsibility: Information Technology Services
Series Number: CS1405-25
Retention: Obsolete or superseded
Disposition: Delete
TECHNOLOGY IMPLEMENTATION LOGS
Records produced through technology implementation services.
May include: each event entry, status of the event, requesting office, requesting customer, date received, priority, and staff assigned to the event.
Office of Primary Responsibility: Information Technology Services
Series Number: CS1405-30
Retention: Until application or version is no longer needed for agency business and all records within the application have been migrated or dispositioned
Disposition: Delete
TECHNOLOGY PROJECT RECORDS
Records of major technology projects at the Chancery such as system implementations.
May include, but not limited to: work plans, status reports, meeting materials and notes, project plans, financial records, and related correspondence.
For Requests for Vendor Proposals, see CS115-25 Requests For Vendor Proposals (Successful) and CS115-30 Requests For Vendor Proposals (Unsuccessful). For Contracts, Service and Maintenance Agreements see CS115-15 Contracts, Service And Maintenance Agreements, & Warranties.
Office of Primary Responsibility: Information Technology Services
Series Number: CS1405-35
Retention: Completion of project, then arrange for appraisal by Archives
Disposition: Archival Review
WEBSITE USAGE REPORTS
Records documenting monthly internet usage by Chancery employees.
Includes: office usage profile, usage breakdown, site ranking categories, top users, offensive users, most accessed sites, and overall usage.
Office of Primary Responsibility: Information Technology Services
Series Number: CS1405-40
Retention: Obsolete or superseded
Disposition: Delete
La actividad de investigar Información de recursos de los Servicios Tecnológicos, incluyendo: ordenadores, aplicaciones y sistemas para investigaciones jurídicas o penales. judiciales o penales.
INVESTIGACIÓN INFORMÁTICA FORENSE REGISTROS*
Puede incluir: lista de comprobación del examen forense del PC, bolsa de seguridad de pruebas, bolsa de discos duros estática, formulario de inventario de materiales de gestión de casos, procedimiento de respuesta de "uso inapropiado" del Arzobispado de la CCAS, formulario de cadena de custodia de pruebas, correspondencia con la empresa consultora de seguridad y/o las fuerzas de seguridad, informe formal de la empresa consultora de seguridad e informe formal del Director de Informática.
*Incluye tanto Arzobispado como parroquias.
Oficina de Responsabilidad Principal: Servicios de Tecnología de la Información
Número de serie: CS1410-05
Conservación: Cierre del caso, transferencia a la Cancillería durante 10 años
Disposición: Suprimir
1500 PASTORAL JUVENIL Y DE JÓVENES ADULTOS
La función de proporcionar programas y recursos para jóvenes y jóvenes adultos.
La actividad de administrar programas deportivos extraescolares para jóvenes.
QUEJAS POR INCIDENTES EN EVENTOS DEPORTIVOS
Registros que documentan las quejas contra un árbitro, jugador o entrenador, normalmente durante un partido o evento.
Puede incluir: informes de incidentes, correspondencia, notas de llamadas telefónicas y una carta de determinación final.
Excluye los registros relacionados con reclamaciones y litigios, véase
Jurídicos (1100)
. Para incidentes no deportivos, véase
CS135-05 Accidentes/Incidentes - No se ha presentado ninguna reclamación.
Oficina de Responsabilidad Primaria: Juventud y Jóvenes Adultos
Número de serie: CS1505-05
Conservación: Resolución de la reclamación + 3 años
Disposición: Destruir/Borrar
Conservación: Si el incidente implica abuso o mala conducta, reténgalo permanentemente.
Disposición: Archivos
HORARIOS DE EVENTOS DEPORTIVOS
Registros que documentan los eventos programados para los deportes de equipo juveniles.
Incluye: calendarios de eventos deportivos y formularios de solicitud de campos.
Oficina de Responsabilidad Primaria: Juventud y Jóvenes Adultos
Número de serie: CS1505-10
Retención: Año académico + 6 años
Eliminación: Reciclar
LISTAS DE EQUIPOS DEPORTIVOS
Los registros son asignaciones de equipo para deportes de equipo juveniles. Incluye las listas de los equipos (nombres e información de contacto).
Oficina de Responsabilidad Primaria: Juventud y Jóvenes Adultos
Número de serie: CS1505-15
Retención: Año académico + 12 años
Disposición: Destruir/Borrar
ALQUILER DE INSTALACIONES PARA CAMPAMENTOS
Registros relacionados con el alquiler de campings fuera de temporada, incluidos: calendario de precios, facturas, formulario de salida del centro de retiros, cuestionario, reglamento de cocina y correspondencia.
Oficina de Responsabilidad Primaria: Juventud y Jóvenes Adultos
Número de serie: CS1510-05
Conservación: Obsoleto o superado
Disposición: Destruir/Borrar
The activity of administering camps and expeditions for Catholic youth. For ACA accreditation certificates and statements of compliance, see Compliance (915).
CAMP FACILITY RENTALS
Records related to the off-season rentals of camp sites, including: pricing schedule, invoices, retreat facility checkout form, questionnaire, kitchen regulations and correspondence.
Office of Primary Responsibility: Youth and Young Adult
Series Number: CS1510-05
Retention: Completion of rental + 6 years.
Disposition: Shred/Delete
CAMP AND EVENT INCIDENT REPORTS (NO CLAIM FILED)
Records are incident reports filed by Camps staff concerning accidents, behavior, illness, and/or injury. May also include: correspondence.
For accidents/incidents where a claim is filed, see CS135-10 Claims For Damages.
Office of Primary Responsibility: Youth and Young Adult
Series Number: CS1510-10
Retention: If under the age of 18: 3 years after individual reaches age 18
If over the age of 18: 3 years after the incident
Disposition: Shred/Delete
Retention: If incident involves abuse or misconduct, then retain permanently
Disposition: Archives
YOUTH CAMP, RETREAT, AND EVENT REGISTRATIONS (MINORS)*
Records are of unaccompanied minors on overnight events, retreats, or camps. Records may include: completed registration form, event schedule and dates, camper information, primary parent/guardian, secondary parent/guardian, emergency contact, financial aid campership application, basic health information, camp choices, transportation options, payment information, authorization signature and disclosure, camp registration by year, grade level, demographics, and correspondence. See also CS115-10 Child Photo/Media Releases.
*Includes: Junior High Rally and High School Convention
Office of Primary Responsibility: Youth and Young Adult, Retreat Centers
Series Number: CS1510-15
Retention: For database or electronic registration: Retain until minor is age 18 + 3 years. Secondary paper copies: Retain until obsolete or superseded. If paper forms are only record of registration: Retain until minor is age 18 + 3 years.
Disposition: Shred/Delete
FOREST MANAGEMENT RECORDS
Records documenting the management of the trees and forests of the three OYYAE camp facilities.
May include: reports, cost analysis, and correspondence with consultants.
For Requests for Vendor Proposals, see CS115-25 Requests For Vendor Proposals (Successful) and CS115-30 Requests For Vendor Proposals (Unsuccessful). For Contracts, Service and Maintenance Agreements see CS115-15 Contracts, Service And Maintenance Agreements, & Warranties.
Office of Primary Responsibility: Youth and Young Adult
Series Number: CS1510-20
Retention: For records related to vendor hiring: Completion of contract + 6 years
Reports generated by contractors: Calendar year + 3 years
Disposition: Shred/Delete
SCOUTING EMBLEM APPLICATIONS
Records documenting the awarding of emblem medal awards for eligible Boy and Girl Scouts, including: application forms, workbooks, certification oaths, informational resources, and spreadsheets documenting awards.
Office of Primary Responsibility: Youth and Young Adult
Series Number: CS1515-05
Retention: Completion of program + 2 years
Disposition: Shred/Delete
Se ha llevado a cabo una investigación exhaustiva antes deArzobispado con el fin de garantizar el cumplimiento de la normativa gubernamental y las mejores prácticas empresariales. gubernamentales y las mejores prácticas. La CCAS ha utilizado las siguientes normasttes y/o actas como recursos en la creación de esta política de retención, aunque
las disposiciones deno se aplican.
- 29 C.F.R. § 1607.4 (RET); 29 C.F.R. § 1602.13 (NS) - Registros sobre la identidad racial o étnica de los empleados. Los empresarios pueden adquirir la información necesarios para cumplimentar los puntos 5 y 6 del Informe EEO-1, ya sea mediante encuestasnálisis visuales de la mano de obra o, a su elección, mediante el mantenimiento de un registro de puestos de trabajo.-
los registros de empleo en cuanto a la identidad de los empleados cuando así lo permita la legislación estatal. En este último caso, sin embargo, el La Comisión recomienda el mantenimiento de un registro permanenterd en cuanto a la identidad racial o étnica de una persona con el único fin de cumplimentar el formulario de denuncia
cuando el empresario conserve dichos registros separados de la ficha básica de personal del trabajador o de otros registros a disposición de los responsables de decisiones en materia de personal, por ejemplo, como parte de un sistema automático de tratamiento de datos en el departamento de nóminas.
- 29 C.F.R. § 1620,32 (2 años) - Empleador sujeto a la Ley de Igualdad Salarial debe mantener registros del pago de salarios, tarifas salariales, evaluaciones de puestos de trabajo, descripciones de puestos de trabajo, me descripciones, merit systems, seniority systems, and description of practices or matter explaining basis for wage differential between employees de
sexo opuesto.
- 29 C.F.R. § 1904.33 y § 1904.44
- ADEA 29 C.F.R. § 1627.3(b)(1) (CR+01) - Solicitudes de empleo, ascensosciones, exámenes, traslados; Título VII de la Ley de Derechos Civiles §790(c); 29 C.F.R. § 1602.14.
- Ley de Derechos Civiles de 1964 (Título VII) 29 C.F.R. § 1602,7 (NS) - Copia de la OEE más reciente-1 informe presentado para cada unidad declarante debe conservarse en cada dicha unidad; 29 C.F.R. § 1607.4 (RET); 29 C.F.R. § 1602,13 (NS) - Registros sobre la identidad racial o étnica de los empleados. Los empresarios pueden adquirir el información necesaria para completar los puntos 5 y 6 del Informe EEO-1, ya sea mediante encuestas visuales a los trabajadores o, a su elección, mediante el mantenimiento de-los registros de empleo en cuanto a la identidad de los empleados cuando así lo permita la legislación estatal. En este último caso, sin embargo, the La Comisión recomienda el mantenimiento de un registro permanente sobre la identidad racial o étnica de una persona a efectos de completar el formulario de informe sólo cuando el empresario conserve dichos registros separados del formulario básico de personal del trabajador o otros registros a disposición de los responsable de las decisiones de personal, por ejemplo, como parte de un sistema automático de procesamiento de datos en el departamento de nóminas.
- FMLA 29 C.F.R. § 825.500(b) (CR + 3) - Documentos en los que se describan las prestaciones de los empleados o las políticas/prácticas de la empresa en relación con los permisos retribuidos/no retribuidos.cticas de la empresa en materia de permisos retribuidos/no retribuidos.
- Ley de Inmigración y Nacionalidad 8 U.S.C.A. § 1342a; 8 C.F.R. § 274a.2(b)(2)(A), (B), (c)2 (3 años después de la fecha de contratación o un año después del cese; lo que ocurra más tarde).
- RCW 4.16.080 (2) La prescripción de la acción para EEO discriminación EEO es de 3 años.
La ADA, la Ley de Rehabilitación, el Título VII de la Ley de Derechos Civilesy la ADEA obligan a las empresas a mantener archivados todos los currículos y solicitudes de empleo durante un año.
Dado que la ADEA estipula además un dos-años de conservación para el papeleo de las personas mayores de 40 años (algo que puede ser difícil de determinar ys, por supuesto, ilegal preguntar), conservar todos los resumarios y solicitudes 2 años.
Versión 1.0 | 03/01/2012 | Implementado Calendario de conservación de documentos
Versión 1.1 | 03/05/2014 | Auditoría anual
Versión 1.2 | 13/03/2015 | Auditoría anual
Versión 1.3 | 2016 | Auditoría anual (a lo largo del año)
Versión 1.4 | 2017 | Auditoría anual (a lo largo del año)
Versión 1.5 | 23/01/2018 | Auditoría anual
Version 1.6 | 09/12/2019 | Annual Audit
Version 1.7 | 04/07/2021 | Annual Audit
Haga clic aquí para obtener una copia imprimible en pdf del calendario de retención.
El calendario se revisa a lo largo del año, por lo que le rogamos que se asegure de utilizar la versión más actualizada.
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