Proposed Amendments to the Book of Order

At the upcoming January Stated meeting of the Presbytery of Eastern Virginia, the Presbytery will be voting on the proposed changes to the Book of Order approved by and recommended to the presbyteries for their affirmative or negative votes by the 223rd General Assembly (2018).

Commissioners can review the proposed changes by reading the STUDY GUIDE.

Upcoming ...
  • 1/20 | PEVA Annual MLK Service 4:00 at King's Grant PC
  • 1/21 | PEVA Office Closed
  • 1/26 | PEVA Stated Meeting
  • 2/5 | COM 4:00 at Providence
  • 2/11 | Interims 12:00 at PEVA
  • 2/11 | Council 2:00 at PEVA
  • 2/19 | CPM 9:30 at PEVA
  • 2/22-23 | Church Leaders Retreat
  • 2/27 | SMT 10:00 at PEVA
Next PEVA Stated Meeting

January, 26

Hilton PC

34 Main Street

Newport News, Va

RETENTION FOR COMMON CHURCH RECORDS

Retention for Church Records

rention files


PEVA recommend retention list:
Keep everything 7 years except the following which must be kept permanently.
 
Deeds, mortgages, bills of sales for major purchases
(if property is unsold)
Audit /Financial Statements, Property appraisals / Assessments, Insurance Claims of injury/ damage, Chart of accounts, Cash books, Legal Papers, Session & Congregational Minutes, Tax returns/ Payroll Tax  Returns, Student Records, Church Rolls & Registries, and Church History.

 
Minutes-permanent, Annual reports-permanent, Reports-permanent, Bylaws/charters-permanent, Incorporation records-permanent, Annual budgets-permanent, Annual audits-permanent, Financial ledgers of final entry-permanent, Subject correspondence-permanent, 
Manuals/handbooks-permanent, Newspapers/newsletters-permanent, Brochures/promotional material (1 copy)-permanent, Photographs-permanent, Property records-20 years after sale, Wills, bequests-permanent, Legal/judicial cases-permanent, Loan agreements-satisfaction + 20 years, Contracts-active + 3 years, Personnel records/employee records-employment, FICA / W2 records-7 years
Accounts payable invoices-3 years, Accounts payable-7 years, Accounts receivable records-3 years
Bank deposit slips-3 years, Bank statements-7 years, Canceled checks-7 years, Cash receipt records-3 years, Data for updating mailing lists-1 year, Mailing lists-active, Periodic financial statements-2 years
Expense reports-7 years, General/routine correspondence(acknowledgments, requests, travel arrangements, etc.)-3 years, Invitations-1 year, Petty cash records-7 years, Receipts of purchases-7 years, Meeting notices-1 year, Travel plans/arrangements-1 year, and Resource files active.

If you are uncertain how long to keep records, consult your auditor, accountant, legal advisor, or contact the staff of the Society.  Some retention requirements vary from state to state.  The Presbyterian Historical Society  is the national archives of the Presbyterian Church (U.S.A.) and its primary historical research center. Their mission is to collect, preserve, and share the story of the American Presbyterian experience with Presbyterians, the scholarly community, and the general public.

Last Published: May 15, 2018 2:29 PM