The scripture reminds us “Let all things be done decently and in order.” —I Cor. 14:40 and the filing of the church’s record provides a very effective way to put this scripture into practice. Let’s look at a six step approach to analyzing and streamlining the church business files.
Read On—
1) Design the filing system.
Most churches use the logical sequence of the alphabet. However, this in its simple form poses a challenge when trying to locate certain documents. The solution is to file alphabetically by then by topic with sub-topics added as necessary.
2) Get the right materials.
By now your file folders and guides need an update. Use this opportunity to convert to using suspended system, hanging folders. The folders are available many colors in the standard letter and legal sizes and can also be order in the custom size that you need.
3) Color coding can work!
Color coding is attractive and when used properly can be very effective. Hanging folders come in at least twelve colors so you can basically assign a color to a topic and when you are consistent in filing in this systematic manner, it allows for a very simple and easy retrieval system. Over time everyone will know that say, all Finance files are blue, so file handling is improved.
4) Phone directory assistance
Your local phone directory has the perfect example of alphabetized filing. This is your best help in setting up your name files. Remember the rule “Nothing comes before something” so a single name will come before any designation. Initials come before full name.
5) Stick to the basics.
You really should not get creative with the filing and retrieving of your records. Use the techniques that know works. Here are some rules.
- Update the file regularly. Based on the circumstances of your church this could be daily, weekly or as received. You really should not allow papers to accumulate outside the filing cabinet. They need to be fled so that when needed, they can be quickly retrieved.
- Date and stamp each correspondence when it is being filed.
- File with latest date on top, the records face up and top edge to the left.
- For small materials tape them on a piece of typing paper before filing.
- For frequently used files, keep them in the most accessible drawers.
- Keep personal items and miscellaneous materials out of the filing cabinets,
6) Set up a retention schedule.
You must have a system of disposal of file since you cannot keep the files indefinitely. The industry standard has guidelines for document retention based on the nature of the records. Make sure you have this incorporated in the procedures.
Here’s a sample schedule that you can adapt or adopt for your church:
- Keep permanently: audit reports, ledgers, balance sheets, budgets, canceled check, legal records, business meeting minutes, bond information, blueprints, historical records, membership records.
- Keep for five years: employee payroll records, members’ records of contribution.
- Keep three years: offering envelopes paid bills, general correspondence, individual bank deposit slips and statements.
- Purge yearly: catalogs, handbooks, directories, memos, outdated contracts.
These pointers should help sharpen up your office files and make them more good looking, effective and relevant.