• Document: RECORDS RETENTION POLICY DIOCESE OF MANCHESTER
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RECORDS RETENTION POLICY 2014 DIOCESE OF MANCHESTER DIOCESE OF MANCHESTER RECORDS RETENTION POLICY September 2014 TABLE OF CONTENTS I. Introduction……………………………………………………………………... 3 II. Records Retention Overview…………………………………………………… 3 A. Purpose …………………………………………………………………. 3 B. Scope……………………………………………………………………. 3 C. Definitions……………………………………………………………..... 3 D. Diocesan Archives………………………………………………………. 4 III. Records Retention Policy……………………………………………………….. 5 A. Follow Applicable Retention Schedules………………………………... 5 B. Exception—Litigation Hold…………………………………………….. 5 C. Destruction of Records………………………………………………….. 5 D. Storage and Preservation of Records…………………………………… 5 IV. Content and Treatment of Specific Types of Files……………………………. 6 A. Records of Clerics and Seminarians……………………………………. 6 B. Lay Employee Records………………………………………………….. 7 C. Safe Environment Records………………………………………………. 8 D. Electronic Records……………………………………………………..... 9 V. Digital Imaging …………………………………………………………………. 11 VI. Appendix A (Record Retention Schedule)………………………………….. 12 Diocesan Records Retention Policy September 2014 Version 2.0 Page 2 of 26 DIOCESE OF MANCHESTER RECORDS RETENTION POLICY I. Introduction The Diocese of Manchester, including all parishes, Catholic schools, and institutions, creates, maintains, and preserves records every day to assist in fulfilling the pastoral mission of the Church in New Hampshire. Records are the principal means of recording the pastoral activity of the Church. Bearing this in mind, the Chancellor has prepared this Records Retention Policy (“Policy”) as a normative guide for diocesan administration staff and church personnel in parishes, schools, and other affiliated entities of the Diocese, in determining the manner and length of time for maintaining records. When indicated, records to be destroyed must be done so in a permanent manner. This Policy describes many types of records, and it is important that those responsible for establishing, maintaining and preserving records appreciate the importance of all types of records and consistently follow the guidelines. This records retention policy1 was created with reference to the 1983 Code of Canon Law, state and federal statutes, and best practices in record retention. The list of church records included is lengthy, but not definitive. If questions arise regarding records retention issues, please contact the Office of the Chancellor for additional information. II. Records Retention Overview A. Purpose. This Records Retention Policy defines which records must be retained for ecclesiastical, canonical, legal or historical purposes, and the retention period for each type of record. Adherence to the established retention schedule is a priority for the Diocese so that (1) vital records are protected and retained; (2) the Diocese reduces its costs associated with maintaining and storing records; (3) the data management and storage operations are enhanced and more efficient. B. Scope. All records created, received, used, or maintained by the diocese and its parishes, schools, or institutions are the property of the Diocese of Manchester. This Records Retention Policy applies to all church personnel of the Diocese and all parishes, schools, and institutions of the Diocese of Manchester. C. Definitions. 1. “Record” is defined as correspondence, documents (digital or printed), or any other media generated, distributed, or maintained by church personnel in the performance of his or her job duties. 1 Some of the provisions in this policy are drawn from the Diocese of Sacramento, Document Retention Policy (June 2009) and the Archdiocese of

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