Conferences often have a large volume of varied records making it difficult to determine what should be transferred to the Conference Archives and what can be disposed of. The Conference Archives has created a list to help Conferences determine which records should be transferred to the Conference Archivist.
Please contact your Conference 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- Historical data, including published and unpublished histories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.