Conferences often created a large volume of varied records making it difficult to determine what should be transferred to the Regional Council Archives and what can be disposed of. The Regional Council Archives has created a list to help Conferences determine which records should be transferred to the Regional Councils Archivist.
Please contact your Regional Council Archivist to discuss further questions.
Sample of records for transfer
- Official minutes of annual Conference meetings
- Conference annual records of proceedings
- Official minutes of Conference Executive meetings
- Reports and other records of standing, sub- and ad hoc committees appointed by Conference and Conference Executive
- Staff directories, manuals and organizational charts
- Substantive correspondence files
- Audited financial statements
- Church property records, including reports and plans
- records and correspondence of Conference groups and associations, i.e Conference United Church Women
- Summary financial records. Including general ledgers
- Committee or division records, including minutes, substantive correspondence, and reports
- Ad hoc project files
- Clearly identified and dated photographs of personnel, executives, boards, buildings, properties, special events, and so on
- Audio, film, and video records
- Records of special events, ordinations, and anniversaries
- Historical data, including published and unpublished histories
- Newsletters and Conference publications (such as the regional inserts to The Observer)
- Biographical material about ministry personnel, staff and officers serving the Conference
The United Church of Canada Archives Network has prepared a Guide to Archiving Conference Records and a Guide to Archiving Presbytery Records to help Conferences and presbyteries determine what records to transfer to the the archives.