THE METHODIST CHURCH
Wantage and Abingdon Circuit 23/02

Superintendent Minister                                                             14 Haywards Close
Revd. Martin Smithson                                                              Wantage
Tel: 01235 763321                                                                     Oxon OX12 7AT

Circuit Archivist                                                                        8 Vicarage Close
Mr Peter J Hemmings                                                                Grove
Tel: 01235 762504                                                                     Wantage
                                                                                                   Oxon OX12 7NS

20th March 2007

For the attention of:
Church Council Secretaries
Committee Secretaries
Circuit Leadership Team

Dear Secretary,

Please find the enclosed leaflet treasure worth keeping.  It was produced by the Archives and History Committee of the Methodist Church who have adopted a series of guidelines on the retention of documents.

Generally documents and files should be kept for a specified time (see below) after the last entry and then considered for retention.

The use of County Archives (located at St Luke’s Church, Cowley) is encouraged.  In 1986 about 100 years worth of material was deposited during the superintendency of Peter Jarvis.  Note, however, that prior to 1959 Abingdon was part of the Oxford Circuit.  I made a second deposition last autumn and currently possess some further material which will be deposited in the near future.

I am still in the process of gathering information as to what is available.  Would you please with your Church Council review what documents are held relating to your church, including any documents passed on by former societies and provide me with a list including the periods covered by each.  Please notify me of any documents which are ready for deposition.  I would like this information by the end of July so that I can report to the September Circuit Meeting.

If your church has its own archivist please ask that person to liaise with me.

If a church wishes to retain possession of a historic document that is fine but please inform me of its existence and location.  I am in the process of compiling a list of documents held and will distribute copies from time to time.  It is still being added to but if anyone wishes to see a copy meanwhile please let me know.

 

Yours sincerely,

Peter J Hemmings         (peterjhemmings@btinternet.com)

Appendix I            Extract from Schedule of Recommended Retention Periods for Records

Record Type                                                                 Retention Period                  Reason                   Offer for Archive

Meetings                                                                      

Synod records                                                              3 years                                   Good Practice                           Yes

District Committees                                                     3 years                                   Good Practice                           Yes

Circuit Meetings                                                          3 years                                   Good Practice                           Yes

Church Council meetings                                           3 years                                   Good Practice                           Yes

Reporting organisations                                             1 year                                     Good Practice                           No

Employment                                                                 

Employee tax & insurance records                            6 years                                   Statutory                                   No

Pension contribution records                                    6 years                                   Limitation                                  No

Contracts of employment                                           6 years after end                   Limitation                                  No

Annual Tax Return                                                      6 years                                   Statutory                                   No

Finance                                                                         

Cash books                                                                   6 years                                   Good Practice                           No

Account books                                                            6 years after end                   Good Practice                           Yes

Cheque book/ Paying in stubs                                  6 years                                   Limitation                                  No

Financial statements                                                    6 years                                   Limitation                                  No

Investment & dividend returns                                 6 years                                   Limitation                                  No

Schedule B returns                                                      6 years after audit                Good Practice                           No

Covenanted giving & tax relief claims                      6 years                                   Statutory                                   No

Bequests & endowments                                           2 years                                   Good Practice                           No

Contributions to District Funds                                2 years                                   Good Practice                           No

Membership                                                                 

Church membership lists                                            5 years                                   Good Practice                           Yes

List of Adherents                                                         5 years                                   Good Practice                           Yes

Baptism and burial registers                                       Permanently                          Good Practice                           Yes

Marriage registers                                                        Permanently                          Statutory
held by General Registry

Property                                                                        

Insurance Policies                                                        40 years                                 Commercial                                No

Claims correspondence                                               3 years after end                   Commercial                                No

Property agreements and leases                                1 year after end                     Commercial                                Yes

Licenses for use                                                           1 year after end                     Commercial                                Yes

Lettings & use by external bodies                            1 year                                     Commercial                                No

Methodist property log books                                  Until disposed of                 CPD                                            Yes

Quinquennial inspection reports                               Hold in property log            CPD                                            No

Schedule J Manse visit reports                                 Hold in property log    CPD        No

Health & Safety                                                           

Reportable accidents/ accident book                       3 years on from date of entry
Limitation                                  No

Connexional, District & Circuit                                 

Circulars and Bulletins                                                2 years                                   Good Practice                           No

Synod Directory                                                           2 years                                   Good Practice                           Yes

Circuit Plans                                                                  2 years                                   Good Practice                           No

Ecumenical & associated bodies                               2 years                                   Good Practice                           No

General                                                                          

General Correspondence                        1 year after conclusion                            Good Practice                           No

Anniversary & commemorative
publications, articles, photographs, etc.                  10 years                                 Good Practice                           Yes

Church newsletters & bulletins                                 2 years                                   Good Practice                           Yes

Press reports on Methodist events                          1 year                                     Good Practice                           Yes