Chancery Records Retention Policies
The Records Retention Schedule is a diocesan policy that lists all the records commonly maintained by the Chancery and describes how long they must be kept and what to do with them at the end of that period.
- It applies to records in all formats (paper, photographs, electronic files, etc.) and in all storage locations (including file cabinets, cloud storage, email servers, web applications, and mobile devices).
- The following guidelines are meant to help you understand how to apply retention policies to the records of your office or work area.
1. Orient Yourself
a) First familiarize yourself with how the retention schedule is organized. Records are grouped together by the administrative functions they relate to, not by the type/format of records (i.e., correspondence, reports) or by office or ministry creating them. For example, there are sections of the schedule devoted to financial administration, personnel management, liturgy, etc.
b) Each of these 15 functional areas is broken down into sub-categories to make it easier to find the exact policies that apply to the records you are looking up. From the example below, you can see that records produced through the Financial Administration function are divided into 7 sub-categories.
c) Policies relating to individual records series are found within these sub-categories.
Example: FINANCIAL ADMINISTRATION
- Accounting
- Authorization
- Banking
- Budget Development
- Development & Fundraising
- Payroll
- Tax
2. Match Records to the Appropriate Policy in the Schedule
a) Think about the records you have a question about in terms of the work function they relate to, and then match them to the closest sub-category within that area.
Example: Wondering how long to keep old time sheets? These have to do with paying employees (a financial activity), so you would first refer to the Financial Management section of the schedule. Drilling down a bit, which sub-category within the Financial section do they specifically pertain to? (ANSWER: Payroll)
b) Once you’ve identified the right section, scroll down to that part of the schedule until you find the correct record category ("series”). Don’t just rely on series titles though. In a lot of cases, you will need to read the series descriptions because often several types of related records have been grouped together into one series.
Example: Continuing from the example above, there are 5 types of payroll records listed in the schedule. Read through them, and you will find the last one is “Timecards.” Eureka!
c) Now refer to the retention period (how long to keep the records) and disposition policy (what to do with the records when they’ve expired) for that particular record series.
3. Understand the retention periods and disposition types
a) Retention periods have 2 parts. Think of them as the “trigger” and the “countdown.”
- The trigger, the first part, tells you when to start counting down to the expiration date. These are usually time-based (end of fiscal year; end of calendar year), but sometimes they’re event-based (sale of building, end of project, etc.).
- The second part of the retention period is the countdown. This just tells you how many years after the trigger you need to keep the records.
Examples:
- Fiscal year + 6 means retain for 6 years after the fiscal year in which record was created.
- Calendar year + 1 Retain for 1 year after the calendar year in which record was created.
b) Dispositions policies tell you what to do with the records after their retention period has expired. There are 5 disposition types for school records.
-
- Shred: Records contain private/sensitive information.
- Recycle: Records do not contain private/sensitive information.
- Delete: Means just that!
- Archives: Records have long-term value to the Archdiocese and need to be securely stored in your archives, whether physical or electronic.
- Archival Review: Consult someone in Chancery Archives to make a final determination.
There are no retention requirements for the following types of materials. These can be disposed of as soon as they have served their immediate purpose. Shred, recycle, or delete as appropriate.
Document Errors
- Incorrect versions of documents, forms, or reports that had to be recreated to correct errors in typing, data entry, spelling, grammar, or format
Drafts and Working Materials
- Preliminary or incomplete drafts that do not contain significant comments, approvals, or substantial changes that give insight into the development of the final version. Can be disposed of when a subsequent draft or finished records has been developed.
Duplicates
- Extra copies used only for reference or informational distribution
- Electronic documents which are used to produce a hard copy (official) version which is maintained in the hard copy files
- Email CCs (carbon copies) and BCCs (blind carbon copies) where you have been copied for informational purposes only and are not expected to take action yourself
External Materials
- Publications, promotional material, etc. from external sources once these have served their purpose.
Information or Forms Used to Create or Update another Record
- Will become obsolete once the update or data entry is validated.
- Includes paper forms where the data is entered into an electronic system, spreadsheet, or database.
Informal Communications or Notifications
- Can take many forms (e.g. email messages, chat messages in online collaboration tools, social media postings, facsimile [fax], voice/video message recordings).
- Acknowledgements, form-letter thank you notes
- Announcements of meetings or social events
- Answers to routine requests for information do not require administrative action or policy decisions
- Memos and postings that do not relate to the main purpose or responsibilities of an office
- Personal communications
- Requests to call someone
- Reservations, confirmations, itineraries
When litigation, an audit, or investigation occurs or is reasonably anticipated, a written notice (referred to as a “Litigation Hold Notice” or “Legal Hold”) will be issued to appropriate staff. All records, whether official records, information copies, working documents, or transitory records, potentially relevant to the matter must be retained until the Litigation Hold is terminated. The effect of this notice is to freeze or suspend the destruction or alteration of records, electronically stored information, and other materials identified in the notice.
Records relevant to the matter may not be destroyed – even if the retention period in this retention schedule has expired or expires during the Litigation Hold – until the action is resolved and a notice terminating the Hold has been issued. There are serious legal consequences for individuals that destroy or alter records under a Litigation Hold or know of a pending issue and do not halt destruction.
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.
>Click here for a printable pdf copy of the retention schedule<
The schedule is periodically updated, so please ensure you are using the most current version.
100 ADMINISTRATION
Records that document or support administration of Chancery programs, offices, boards, groups, and events.
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 |
|
Chancery Operations |
|
Catholic Faith Formation |
|
Administration and Finance |
|
Liturgy |
|
Chancellor |
|
Catholic Schools |
|
Youth and Young Adult |
|
Catholic Schools |
|
Youth and Young Adult |
EXECUTIVE COMMITTEE |
Youth and Young Adult |
ADVISORY BOARD |
Vicar for Clergy |
ADVISING COMMITTEE |
Vicar for Clergy |
|
Catholic Schools |
|
Catholic Schools |
|
Vicar for Clergy |
|
Catholic Schools |
|
Benefits Services |
|
Benefits Services |
|
Vicar for Clergy |
|
Parish Financial Services |
|
Chancellor |
|
Benefits Services |
|
Benefits Services |
|
Vicar for Clergy |
|
Catholic Schools |
|
Parish Financial Services |
|
Human Resources |
|
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
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 + 3 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
Records documenting permission for the school to use student images recorded during official school activities/events, by staff or students in an official capacity (e.g. school newspaper, annual staff, etc.).
Office of Primary Responsibility: Any Office
Series Number: CS115-10
Retention: Retain for 6 years after image/ recording no longer being used, then destroy.
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 + 6 years
Disposition: Shred/Delete
INDEPENDENT CONTRACTORS AGREEMENTS
Agreements between the Archdiocese of Seattle and independent contractors for goods, services, and payment.
Office of Primary Responsibility: Any Office
Series Number: CS115-20
Retention: Fiscal year + 3 years, then arrange for microfilming
Disposition: Shred after Microfilmed
REQUESTS FOR VENDOR PROPOSALS (SUCCESSFUL)
Office of Primary Responsibility: Any Office
Series Number: CS115-25
Retention: 6 years after completion of purchase or fulfillment of contract
Disposition: Shred/Delete
REQUESTS FOR VENDOR PROPOSALS (UNSUCCESSFUL)
Office of Primary Responsibility: Any Office
Series Number: CS115-30
Retention: Calendar year + 1 years
Disposition: Shred/Delete
The activity of establishing or changing the corporate authority and structure of CCAS and Chancery offices. Includes: incorporating, registering power of attorney, mapping organizational structures, delegating executive responsibility, etc.
ARTICLES OF INCORPORATION
Records documenting the creation, structure, and governance of CCAS and Chancery offices.
Office of Primary Responsibility: Administration and Finance
Series Number: CS120-05
Retention: Permanent (Obsolete or superseded, then arrange for transfer to Archives)
Disposition: Archives
POWER OF ATTORNEY
Office of Primary Responsibility: Administration and Finance
Series Number: CS120-10
Retention: Permanent (Obsolete or superseded, then arrange for transfer to Archives)
Disposition: Archives
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.
EVENT PLANNING RECORDS, GENERAL
May include, but not limited to: agendas, temporary use permits, invitations, attendance rosters, time and action plans, agendas, notifications, reservations, gifts, photographs, thank-you notes, talking points, promotional materials, and educational resources. For event insurance, see CS135-25 Insurance Policy Records.
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.
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, 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 and contract agreement, 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.
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
POLICIES, PROCEDURES, & GUIDELINES: GENERAL
Records pertaining to the development, drafting, adoption, and amendment of policies and procedures for individual Chancery offices. 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)
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. 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 + 6 years. For policies purchased before 1990: Send to Archives for review.
Disposition: Shred/Delete
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 + 5 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
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 ASSET MANAGEMENT
The function of managing the physical assets of the Archdiocese (facilities, land, equipment, vehicles, supplies, etc.). Includes: asset acquisition, maintenance, inventories, and disposal. For training and curricula development for handling hazardous materials, see CS700 Health & Safety.
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
Bonds that pledge payment to contractors for a construction or a general project which guarantee repairs if necessary.
May include: parish ID number, parish/agency address, date of bond acquisition, bond holder address and form, bond number, agency requesting bond address and contact information, special number assigned by agency, description, schedule release date, actual release date, and comments.
Office of Primary Responsibility:: Property and Construction
Series Number: CS205-10
Retention: Redemption of project or building bonds + 6 years
Disposition: Shred/ Delete
MAJOR CONSTRUCTION PROJECT FILES
Records relating to the design, permitting, and construction or additions/remodels (affecting the structure of the building/facility). Includes, but is not limited to:
- Project meeting minutes, approval, program review and/or comments
- Plans and drawings (including “as-built” and “as-designed” drawings and shop drawings affecting the structure or operating systems of the building)
- Permits and Environmental Impact Statements (EIS)
- Specifications, design calculations, contracts, test results, reports modification proposals and manuals
- Photographs/video showing major/significant stages of the project
- Allotment and payment records and 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 (Successful) and CS115-30 Requests For Vendor Proposals (Unsuccessful).
Office of Primary Responsibility: Property and Construction
Series Number: CS205-15
Retention: Life or sale of facility + 6 years, then arrange for appraisal by Archives
Disposition: Archival Review
VENDOR, CONSULTANT, & CONTRACTOR FILES
Records are the information resources for vendors, consultants, and contractors employed by the Chancery for design, building, planning, permitting, maintenance, services, projects, etc.
Office of Primary Responsibility: Property and Construction
Series Number: CS205-20
Retention: Obsolete or superseded
Disposition: Shred
The activity of obtaining permits for use, design, and building.
PERMITS
Records include: site and building permits, zoning, occupancy permits, master and conditional use permits, land use permits, environmental impact statements (EIS), and SEPA.
Office of Primary Responsibility: Property and Construction
Series Number: CS0210-05
Retention: Expiration of permit + 6 years
Disposition: Recycle
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 + 6 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
The activity of either acquiring or granting temporary authority to use goods, materials, and resources.
LEASE RECORDS
Office of Primary Responsibility: Property and Construction, Retreat Center
Series Number: CS220-05
Retention: Lease expiration + 6 years
Disposition: Shred/Delete
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 & 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: Calendar year + 3 years
If security/safety issues, then retain indefinitely
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
OPERATING MANUALS
Office of Primary Responsibility: Maintenance
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
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.
Office of Primary Responsibility: Parish Financial Services, Retreat Centers, 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 + 4 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: 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
Series Number: CS235-15
Retention: Calendar year + 3 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: Calendar year + 6 years
Disposition: Shred/Delete
MATERIALS RECEIVING & DISBURSEMENT REPORTS
Office of Primary Responsibility: Any Office
Series Number: CS235-30
Retention: Calendar year + 3 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 and CS235-50 Real Estate Transaction Records.
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
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: 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
Series Number: CS240-15
Retention: If no incident occurs, creation date + 30 days
If incident, resolution of incident + 6 years
Disposition: Delete
300 CANONICAL SERVICES
The function of administering formal legal processes within the juridical system of the Roman Catholic Church.
AD LIMINA / QUINQUENNIAL REPORTS
Office of Primary Responsibility: 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/Delete After Microfilmed
MARRIAGE DISPENSATION/PERMISSION APPLICATION RECORDS
Office of Primary Responsibility: Chancellor
Series Number: CS300-35
Retention: Permanent
Disposition: Shred/Delete After Microfilmed
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 microfilming)
Disposition: Shred/Delete After Microfilmed
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 CEMETERY ADMINISTRATION
The function of coordinating burial services within the four diocesan cemeteries.
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
Disposition: Shred/Delete
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 appraisal by Archives
Disposition: Archival Review
OBITUARIES
Office of Primary Responsibility: Associated Catholic Cemeteries
Series Number: CS400-25
Retention: Obsolete or superseded
Disposition: Recycle
PURCHASE FORMS & AGREEMENTS: ASSOCIATED CATHOLIC CEMETERIES
Office of Primary Responsibility: Associated Catholic Cemeteries
Series Number: CS400-30
Retention: Permanent
Disposition: Retain in Office
500 CURRICULUM DEVELOPMENT & TRAINING
The function of developing, approving, and/or implementing structured teaching and training plans for Catholic schools, religious education, catechesis, and Chancery staff. For training and curricula development for handling hazardous materials, see CS700 Health & Safety. For the development, administration, and finalization of individual training courses, see activity CS515 Training, 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
CHILDREN’S PRAYER BOOKS
Office of Primary Responsibility: Catholic Faith Formation
Series Number: CS505-10
Retention: Permanent
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: CS505-15
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: CS505-20
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: CS505-25
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: CS505-30
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: CS505-35
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: CS505-40
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: CS505-45
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: CS505-50
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 microfilm)
Disposition: Shred After Microfilming
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.
- For training records related to hazardous materials, see CS700-30.
- For final versions of materials, see CS515-25.
- 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.
- For training records related to hazardous materials, see CS700-30.
- For final versions of training course materials, see CS515-25.
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, participant registrations, 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: Archives
for all other copies: Recycle, Shred, or Delete
600 FINANCIAL MANAGEMENT
The function of managing CCAS financial resources, obligations, and monetary infrastructure.
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.
ACCOUNTS PAYABLE & RECEIVABLE
Records include: invoices, debit and credit memos, and finance charges and reports. Also includes: cancelled checks.
Office of Primary Responsibility: Accounting, Associated Catholic Cemeteries, Benefits Services, Maintenance, Parish Financial Services
Series Number: CS605-05
Retention: Fiscal year + 6 years
Disposition: Shred/Delete
CASH RECEIPTS
Records documenting cash received and processed. Includes cash receipts and deposit slips.
Office of Primary Responsibility: Accounting, Associated Catholic Cemeteries, Benefits Services, Parish Financial Services
Series Number: CS605-10
Retention: Fiscal year + 6 years
Disposition: Shred/Delete
CHECK REQUISITIONS
Records documenting requests for payment from outside vendors.
Office of Primary Responsibility: Accounting, Associated Catholic Cemeteries, Parish Financial Services, Retreat Centers
Series Number: CS605-15
Retention: Fiscal year + 6 years
Disposition: Shred/Delete
GENERAL LEDGERS
Records documenting financial transactions (debts and credits) for each account.
May include: balance sheets, budget status reports, trial balances, posted deposits, and ad-hoc reporting.
Office of Primary Responsibility: Accounting, Associated Catholic Cemeteries, Benefits Services, Parish Financial Services
Series Number: CS605-20
Retention: Fiscal year + 6 years
Disposition: Shred/Delete
JOURNAL ENTRIES
Records are a ledger of all financial transactions as they occur, tracked by accounting.
May include: hard copy of journal with original approved signatures, worksheets, and supporting documentation.
Office of Primary Responsibility: Accounting, Associated Catholic Cemeteries, Benefits Services, Parish Financial Services
Series Number: CS605-25
Retention: Fiscal year + 6 years
Disposition: Shred/Delete
VOIDS/STOP PAYMENTS
Records documenting the halting or cancellation of a payment due to an incorrect check, lost check, or problem with direct deposit.
Office of Primary Responsibility: Accounting, Retreat Centers, Associated Catholic Cemeteries
Series Number: CS605-30
Retention: Fiscal year + 6 years
Disposition: Shred/Delete
WIRE TRANSFERS
Records documenting the direct transfer of funds from one financial institution to another.
Office of Primary Responsibility: Accounting, Associated Catholic Cemeteries, Parish Financial Services
Series Number: CS605-35
Retention: Fiscal year + 6 years
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: Fiscal year + 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: Fiscal year + 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: Fiscal year + 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: Fiscal year + 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 + 5 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, Associated Catholic Cemeteries
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, Associated Catholic Cemeteries, 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, Associated Catholic Cemeteries, 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, Associated Catholic Cemeteries
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, Associated Catholic Cemeteries, 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.
Office of Primary Responsibility: Accounting, Stewardship and Development
Series Number: CS630-05
Retention: End of appeal + 6 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
The activity of laying out money or capital with the expectation of return or profit.
BEQUESTS, TRUSTS, & ANNUITY RECORDS
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
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, Associated Catholic Cemeteries
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.
MANUAL CHECKS SUMMARY REPORTS
Records documenting manual checks issued by payroll instead of by a third-party payroll administrator.
Office of Primary Responsibility: Accounting, Benefits Services
Series Number: CS645-05
Retention: Fiscal year + 4 years or until completion of audit, whichever is longer
Disposition: Shred/Delete
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: CS645-10
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: CS645-15
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: CS645-20
Retention: Permanent
Disposition: Shred/Delete
PAYROLL VENDOR REPORTS
Office of Primary Responsibility: Accounting, Associated Catholic Cemeteries, Benefits Services
Series Number: CS645-25
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: CS645-30
Retention: Calendar 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.
ARCHDIOCESAN REVOLVING FUND DISTRIBUTION APPROVALS
Records documenting financial information and distributions that require the approval of the Director of Administration and Finance when distributing funds to outside Catholic organizations.
May include: third-party newsletters and financial correspondence.
Office of Primary Responsibility: Administration and Finance, Parish Financial Services
Series Number: CS650-05
Retention: Obsolete or superseded
Disposition: Shred/Delete
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, summaries and reports, and general correspondence.
Office of Primary Responsibility: Associated Catholic Cemeteries, Parish Financial Services
Series Number: CS650-10
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: CS650-15
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: CS650-20
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: CS650-25
Retention: Repayment of loan + 6 years
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 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 + 4 years
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 HEALTH & SAFETY
The function of creating and maintaining a safe and healthy work environment for employees. This function also contains the management of hazardous materials.
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 where a claim is filed, see CS135-10 Claims For Damages. For accidents or incidents that don’t 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 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 + 6 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 + 6 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
The function of advertising, publicizing, and garnering attention for Chancery programs, projects, and offices.
LOGOS: ORGANIZATIONAL & DEPARTMENTAL
Office of Primary Responsibility: Any Office
Series Number: CS800-05
Retention: Permanent
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 Photographs
- 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
Disposition: Archival Review
900 PERSONNEL ADMINISTRATION
The function of recruiting, selecting, assessing, and managing employees, clergy, and volunteers.
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
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).
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 microfilming)
Disposition: Shred/Delete After Microfilmed
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: Calendar year + 6 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 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 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 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 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 microfilming)
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 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 microfilming)
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.
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
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 microfilming)
Disposition: Shred/Delete After Microfilmed
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 microfilming.
Disposition: Archives
Shred/Delete After Microfilmed
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
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
The activity of investigating and responding to employee misconduct, grievances, and disciplinary matters.
EMPLOYEE DISPUTE RESOLUTION RECORDS
May include: notes from supervisor and employee, mediation documentation, and notes related to resolution.
Office of Primary Responsibility: Human Resources
Series Number: CS920-05
Retention: Resolution of dispute + 6 years
If terminated, then permanent
Disposition: Shred/Delete
Terminated: Archives
SCHOOL COMPLAINTS, GENERAL
Records documenting routine school-related complaints by parents/guardians. See CS920-15 School Complaints, Personnel below for complaints of inappropriate behavior.
Office of Primary Responsibility: Catholic Schools
Series Number: CS920-10
Retention: Resolution of matter + 3 years
Disposition: Shred/Delete
SCHOOL COMPLAINTS, PERSONNEL
Records documenting significant school-related personnel complaints by parents/guardians related to alleged abuse or inappropriate behavior.
Office of Primary Responsibility: Catholic Schools
Series Number: CS920-15
Retention: Permanent
Disposition: Archives
TERMINATED SCHOOL EMPLOYEE RECORDS
May include: teaching history and reason for termination, complaint records, evaluations, contracts, psychological evaluation, teacher termination reports, and correspondence.
Office of Primary Responsibility: Catholic Schools
Series Number: CS920-20
Retention: Termination of employee + 6 years
Permanent, if terminated for sexual misconduct
Disposition: Shred/Delete
Terminated: Archives
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: Calendar year + 3 years, then arrange for microfilming
Disposition: Shred/Delete After Microfilmed
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/Delete After Microfilmed
DRUG & ALCOHOL TEST RESULTS
Office of Primary Responsibility: Associated Catholic Cemeteries
Series Number: CS925-15
Retention: Date of results + 5 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
- 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 (Separation of employee + 1 year, then microfilm)
Disposition: Shred/Delete After Microfilmed
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 must be included in Personnel File (see PS925-35).
After 1 July 2015: Permanent. Records maintained 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/Delete After Microfilmed
The activity of classifying, grading, and describing employment positions.
EMPLOYEE POSITION DESCRIPTIONS
Office of Primary Responsibility: Human Resources, Vicar for Clergy, Associated Catholic Cemeteries
Series Number: CS930-05
Retention: Obsolete or superseded + 6 years
Disposition: Shred/Delete
PARISH & PRIEST COMPENSATION PLANS
Records documenting the salary and benefits information for priests and parish employees.
Includes: billing letter, compensation planning worksheets, and compensation plan.
Office of Primary Responsibility: Human Resources
Series Number: CS930-10
Retention: Obsolete or superseded + 6 years
Disposition: Shred/Delete
SALARY COMPENSATION SCHEDULES
Records certifying the annual compensation paid out by the Archdiocese of Seattle.
Includes: minimum, average, and high pay range for each position plus the appropriate salary grade.
Office of Primary Responsibility: Human Resources
Series Number: CS930-15
Retention: Obsolete or superseded + 6 years
Disposition: Shred/Delete
WASHINGTON STATE UNEMPLOYMENT INSURANCE REPORTS
Quarterly filing requirement to Washington State regarding unemployment insurance.
Includes: unemployment insurance report, monthly statements from Washington State, and correspondence.
Office of Primary Responsibility: Human Resources
Series Number: CS930-20
Retention: Calendar year + 6 years
Disposition: Shred/Delete
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: 3 years from the date of application.
Hired: Perm. Transfer to the employee's personnel file.
Disposition: Shred/Delete
1000 INFORMATION MANAGEMENT
The function of managing diocesan information, including forms and publications, mail services, records administration, marketing, and public relations.
The activity of administering the Chancery library media center.
LIBRARY CATALOGS
Office of Primary Responsibility: Catholic Faith Formation
Series Number: CS1005-05
Retention: Obsolete or superseded
Disposition: Delete
LIBRARY CIRCULATION RECORDS
Records tracking materials checked in/out of library.
Includes membership roster and statistics.
Office of Primary Responsibility: Catholic Faith Formation
Series Number: CS1005-10
Retention: Obsolete or superseded
Disposition: Delete
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 + 1 year
Disposition: Shred/Delete
The activity of drafting, producing, and managing public documents, including printed and electronic matter, broadcast media, and website material.
CATHOLIC DIRECTORY DEVELOPMENT MATERIALS
Applications submitted by organizations and services requesting a listing in the Catholic Directory.
May include: application, mission statement, non-profit status verification, financial report, and board member listing.
Office of Primary Responsibility: Catholic Faith Formation
Series Number: CS1015-05
Retention: Publication of new edition
Disposition: Shred/Delete
CATHOLIC DIRECTORY: FINAL
Office of Primary Responsibility: Communications
Series Number: CS1015-10
Retention: Permanent (Obsolete or superseded, then transfer one copy to Archives)
Disposition: Archives
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: CS1015-15
Retention: Obsolete or superseded
Disposition: Shred/Delete
CONTACT LISTS & DIRECTORIES
Office of Primary Responsibility: Any Office
Series Number: CS1015-20
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: CS1015-25
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: CS1015-30
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: CS1015-35
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: CS1015-40
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: CS1015-45
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: CS1015-50
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: CS1015-55
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: CS1020-05
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: CS1020-10
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: CS1025-05
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: CS1025-10
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: CS1025-15
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: CS1025-20
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: CS1025-25
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: CS1025-30
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: CS1025-35
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: CS1025-40
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: CS1025-45
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: CS1025-50
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: CS1025-55
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: CS1025-60
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: CS1025-65
Retention: Calendar year + 2 years
Disposition: Shred
1100 LEGAL
The function of managing the civil legal affairs of the Archdiocese, including litigation and legal advice. Includes internal and outside counsel.
The activity of processing incoming complaints, researching insurance policies relevant to current and pending lawsuits, and mediating and tracking settlements.
PASTORAL OUTREACH RECORDS
Intake statements of alleged sex abuse victims that have directly approached the Archdiocese of Seattle.
May include: intake form (contact information, narrative story), phone call logs, counseling information, photocopies of treatment bills, correspondence, and pastoral letters to the alleged victims from the Archbishop.
Office of Primary Responsibility: Pastoral Outreach
Series Number: CS1105-05
Retention: Permanent
Disposition: Archives
SEX ABUSE CLAIM (SPECIAL CASES RECORDS)
Records documenting the financial obligations of the Archdiocese of Seattle in paying alleged sex abuse victim claims.
May include: attorney bills and correspondence, expert bills, records search bills, vendor bills, financial releases, complaint court summons, insurance policy information, insurance company correspondence, complaint for damages, and an insurance binder of settled and unsettled cases (2003-present).
Office of Primary Responsibility: Administration and Finance
Series Number: CS1105-10
Retention: Permanent
Disposition: Archives
The activity of requesting and receiving legal advice and opinions.
LEGAL ADVICE AND OPINIONS
Office of Primary Responsibility: Any Office
Series Number: CS1110-05
Retention: Permanent
Disposition: Archives
The activity of providing consultation and support services to diocesan legal counsel in regard to current and pending cases.
LITIGATION SUPPORT RECORDS
Records produced through research relating to compliance with requests for production.
Includes: complaint, interrogatories, requests for production/ admissions, review notes, attorney meeting notes, background material, and correspondence.
Office of Primary Responsibility: Archives & Records Management
Series Number: CS1115-05
Retention: Obsolete or superseded
Disposition: Shred/Delete
LITIGATION WORK PRODUCT FILES
Records developed between legal counsel and the Archdiocese in preparation for litigation.
May include, but is not limited to writings, notes, memoranda, reports, photographs, audio/video recordings.
Office of Primary Responsibility: Administration and Finance, Archives & Records Management, Chancellor, Chancery Operations, Human Resources
Series Number: CS1115-10
Retention: Close of case + 10 years, then arrange for appraisal by Archives
Disposition: Archival Review
1200 LITURGICAL OVERSIGHT
The function of coordinating and overseeing liturgies celebrated by the bishops of Seattle.
ATTESTATION CERTIFICATES
Records certifying the dedication and blessing by the Archbishop of new religious buildings.
Office of Primary Responsibility: Liturgy
Series Number: CS1200-05
Retention: Permanent
Disposition: Archives
CALENDAR OF LITURGIES
Records are the schedule of liturgies created by the Archbishop and his auxiliaries and sent to the liturgy office.
Office of Primary Responsibility: Liturgy
Series Number: CS1200-10
Retention: Obsolete or superseded
Disposition: Shred/Delete
LITURGY EVALUATIONS AND REVIEWS
Office of Primary Responsibility: Vicar for Clergy
Series Number: CS1200-15
Retention: Obsolete or superseded
Disposition: Shred/Delete
ORDERS OF CELEBRATION (LITURGY BRIEFS)
Records are the Masses produced for the Archbishop or Auxiliary Bishops by the Liturgy office.
May include: Orders of Celebration, correspondence, information forms, and briefing memoranda (orientation material for the Bishops).
Office of Primary Responsibility: Liturgy
Series Number: CS1200-20
Retention: Obsolete or superseded
Disposition: Shred/Delete
1300 SCHOOLS ADMINISTRATION
The function of administering the academic assessment and accreditation of Catholic schools and teacher’s clock hours.
The activity of ensuring the accreditation of schools by the Western Catholic Education Association and the Northwest Association of Accredited Schools.
CATHOLIC SCHOOLS ACCREDITATION PROCESS RECORDS
Records include: an accreditation self- study, visiting team report, references, statements, team rosters, and correspondence.
Office of Primary Responsibility: Catholic Schools
Series Number: CS1305-05
Retention: End of accreditation process + 12 years
Disposition: Shred/Delete
The activity of collecting and monitoring academic assessment, enrollment, and budget data and providing this information to the Western Catholic Education Association.
NATIONAL CATHOLIC EDUCATIONAL ASSOCIATION DATA BUDGET REPORTS
Records documenting the annual budget for Catholic schools, school enrollment, faculty information, census data, and demographics.
Office of Primary Responsibility: Catholic Schools
Series Number: CS1310-05
Retention: Academic year + 6 years
Disposition: Shred/Delete
STUDENT ASSESSMENT DATA
Records are the annual student assessment test performance results.
May include: data summary and school analyses.
Office of Primary Responsibility: Catholic Schools
Series Number: CS1310-10
Retention: Academic year + 6 years
Disposition: Shred/Delete
The activity of awarding clock hour credits to teachers at Catholic schools within the Archdiocese of Seattle.
CLOCK HOURS TRACKING RECORDS
Records of continuing education programs recognized for clock hour credit, the amount of clock hours awarded to teachers, and the application process for a training to be recognized for clock hours.
May include: requests, listing of approved courses, sign-in forms, evaluations, application for new training (who is presenting, credentials of provider, purpose of training).
Office of Primary Responsibility: Catholic Schools
Series Number: CS1315-05
Retention: Academic year + 7 years
Disposition: Shred/Delete
The activity of collecting data about school faculty and staff.
FACULTY CENSUS RECORDS
Annual statistical reports regarding names of the teachers, classes taught, teacher certification and credentials (initial date and renewal), and student body breakdown.
Office of Primary Responsibility: Catholic Schools
Series Number: CS1320-05
Retention: Permanent (Close of school, then arrange for transfer to Archives)
Disposition: Archives
SCHOOL STAFF EMPLOYMENT RECORDS
Records of each school’s staff including: principals, teachers, aids, administrative staff, and other employees.
Includes: school of employment, hire date, end date, and other diocesan schools of employment.
Office of Primary Responsibility: Catholic Schools
Series Number: CS1320-10
Retention: Permanent (Retain until obsolete or superseded, then arrange for transfer to Archives)
Disposition: Archives
1400 TECHNOLOGY MANAGEMENT
The function of acquiring, developing, implementing, testing, supporting, backing up, investigating, and monitoring Chancery computer, networking, imaging, telecommunication, and other technologies.
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 + 1 year
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: Calendar year + 1 year
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: Calendar year + 1 year
Disposition: Delete
The activity of investigating Information Technology Services resources including: computers, applications, and systems for legal or criminal investigations.
COMPUTER FORENSIC INVESTIGATION RECORDS*
May include: forensics PC examination checklist, evidence security bag, static hard drive bag, case management materials inventory form, CCAS Chancery "inappropriate use" response procedure, evidence chain of custody form, correspondence with security consulting firm and/or law enforcement, security consulting firm's formal report, and Chief Information Officer's formal report.
*Includes both Chancery and parishes.
Office of Primary Responsibility: Information Technology Services
Series Number: CS1410-05
Retention: Close of case, then transfer to Chancellor’s Office for 10 years
Disposition: Delete
1500 YOUTH & YOUNG ADULT MINISTRY
The function of providing Catholic programs and resources for youth and young adults.
The activity of administering extracurricular youth athletic programs.
ATHLETIC EVENT INCIDENT COMPLAINTS
Records documenting complaints against a referee, player, or coach, typically during a game or event.
May include: incident reports, correspondence, notes from phone calls, and a final determination letter.
Excludes records related to claims and litigation, see Legal (1100). For non-athletic incidents, see CS135-05 Accidents/Incidents – No Claim Filed.
Office of Primary Responsibility: Youth and Young Adult
Series Number: CS1505-05
Retention: Resolution of complaint + 3 years
Disposition: Shred/Delete
Retention: If incident involves abuse or misconduct, then retain permanently
Disposition: Archives
ATHLETIC EVENT SCHEDULES
Records documenting the events scheduled for youth team sports.
Includes: athletic event schedules and field request forms.
Office of Primary Responsibility: Youth and Young Adult
Series Number: CS1505-10
Retention: Academic year + 6 years
Disposition: Recycle
ATHLETIC TEAM ROSTERS
Records are team assignments for youth team sports. Includes team rosters (names and contact information).
Office of Primary Responsibility: Youth and Young Adult
Series Number: CS1505-15
Retention: Academic year + 12 years
Disposition: Shred/Delete
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: Obsolete or superseded
Disposition: Shred/Delete
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: Obsolete or superseded
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
CAMP, RETREAT, AND EVENT REGISTRATIONS*
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
Series Number: CS1510-15
Retention: For paper forms, retain until minor is age 18 + 3 years
For secondary database copies, retain until obsolete or superseded
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
Extensive research has been done before assigning retention periods to Chancery records series in order to assure compliance with government regulations and best business practices. CCAS has used the following statutes and/or acts as resources in creating this retention policy, even if
the provisions of those statutes and acts do not apply.
• 29 C.F.R. § 1607.4 (RET); 29 C.F.R. § 1602.13 (NS) – Records as to racial or ethnic identity of employees. Employers may acquire the information necessary for completion of items 5 and 6 of Report EEO-1 either by visual surveys of the work force, or at their option, by the maintenance of post-
employment records as to the identity of employees where the same is permitted by State law. In the latter case, however, the Commission recommends the maintenance of a permanent record as to the racial or ethnic identity of an individual for purpose of completing the report form only
where the employer keeps such records separately from the employee's basic personnel form or other records available to those responsible for personnel decisions, e.g., as part of an automatic data processing system in the payroll department.
• 29 C.F.R. § 1620.32 (2 years) – Employer subject to The Equal Pay Act must maintain records to the payment of wages, wage rates, job evaluations, job descriptions, merit systems, seniority systems, and description of practices or matter explaining basis for wage differential between employees of
opposite sex.
• 29 C.F.R. § 1904.33 and § 1904.44
• ADEA 29 C.F.R. § 1627.3(b)(1) (CR+01) – Job applications, promotions, demotions, test papers, transfer records; Title VII of the Civil Rights Act §790(c); 29 C.F.R. § 1602.14.
• Civil Rights Act of 1964 (Title VII) 29 C.F.R. § 1602.7 (NS) – Copy of most recent EEO-1 report filed for each reporting unit must be retained at each such unit; 29 C.F.R. § 1607.4 (RET); 29 C.F.R. § 1602.13 (NS) – Records as to racial or ethnic identity of employees. Employers may acquire the information necessary for completion of items 5 and 6 of Report EEO-1 either by visual surveys of the work force, or at their option, by the maintenance of post-employment records as to the identity of employees where the same is permitted by State law. In the latter case, however, the Commission recommends the maintenance of a permanent record as to the racial or ethnic identity of an individual for purpose of completing the report form only where the employer keeps such records separately from the employee's basic personnel form or other records available to those responsible for personnel decisions, e.g., as part of an automatic data processing system in the payroll department.
• FMLA 29 C.F.R. § 825.500(b) (CR + 3) – Documents describing employee benefits or employer policies/practices concerning taking paid/unpaid leave.
• Immigration and Nationality Act 8 U.S.C.A. § 1342a; 8 C.F.R. § 274a.2(b)(2)(A), (B), (c)2 (3 years after hire date or one year after termination; whichever is later).
• RCW 4.16.080 (2) Limitation of action for EEO discrimination complaints is 3 years.
The ADA, Rehabilitation Act, Title VII of the Civil Rights Act, and ADEA require employers to keep all resumes and job applications on file for one year.
Because the ADEA further stipulates a two-year retention period for paperwork for individuals over the age of 40 (something that may be difficult to determine and is, of course, illegal to ask), retain all resumes and applications 2 years.
Version 1.0 | 03/01/2012 | Implemented Records Retention Schedule
Version 1.1 | 03/05/2014 | Annual Audit
Version 1.2 | 03/13/2015 | Annual Audit
Version 1.3 | 2016 | Annual Audit (throughout the year)
Version 1.4 | 2017 | Annual Audit (throughout the year)
Version 1.5 | 01/23/2018 | Annual Audit
Version 1.6 | 09/12/2019 | Annual Audit
Version 1.7 | 04/07/2021 | Annual Audit
Click here for a printable pdf copy of the retention schedule.
The schedule is revised throughout the year so please ensure you are using the most current version.
Have questions?
Please contact us at archives@seattlearch.org
or call (206) 382-4352