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The Roman Catholic Archdiocese of Atlanta  

Records Management

For some time now various departments and parishes have contacted the Chancery for guidance in dealing with their records. In particular, they want to know what should be kept and for how long. As a result, the Archives Department of the Archdiocese of Atlanta was reorganized in January of 2008 and has become the Office of Archives and Records. The responsibilities of the Office were expanded by the Chancellor. In addition to its duties of preserving permanent archival records and materials, the Office also systematically manages the ever-growing bulk of operational records that are created in a multitude of formats throughout the Archdiocese. The first step in gaining control over records is the establishment of standards, such as policies and procedures.

Even though records are often thought of as a necessary evil, it is important to value them since the Archdiocese is exposed to high risk when records are not managed in a timely manner. Implementation of the Records Program will take time and patience. Not all the pieces of the workflow plan are in place as of yet. The Records Retention Schedule itself will change over time as the organization changes. The Records Policies and Procedures became effective on August 1, 2008, and were revised January 20, 2011.

Documents

Adobe PDF Abbreviations for file names (Revised 08/03/2011)

Adobe PDF Archives Facility Considerations

Adobe PDF Boards, Councils and Committees Policy and Procedures

Adobe PDF Chancery Records to Save Forever (Revised 10/04/2011)

Adobe PDF Definition of Records (Revised10/14/2011)

Adobe PDF File Plan Sample

Adobe PDF General Records Policy

Adobe PDF Parish Records to Save Forever (Revised 10/04/2011)

Adobe PDF Records Retention Schedule (Revised 01/20/2011)

Adobe PDF Record Groups by Function

Adobe PDF Record Groups Guide

Adobe PDF Sacramental Registers as Bound Books (Revised 09/01/2011)

pdf Scanning Standards for Archival Images (Revised 06/07/2011)

pdf Seven Rules of Highly Effective File Names(Revised 01/18/2011)

pdf Standard Names of Parishes and Missions List(Revised 10/04/2011)

pdf Standard Names of Offices and Ministries List (Revised 09/01/2011)

pdf Stop Spam: Protect Yourself and Your Friends

Procedures

pdf Guidelines for Planning a Records Move (Revised 01/06/2011)

Adobe PDF Guidelines for Packing Records

Adobe PDF Guidelines for Weeding Records

Adobe PDF Sending Records and Historical Materials to the Archives (Transmittal Form Procedure)

Forms

Adobe PDF Application for Authority to Dispose of Records (Revised 10/04/2011)

Adobe PDF Box List Form

Adobe PDF Genealogical Research Request Form

pdf Records Checklist for Departing Employees

Adobe PDF Sacramental Registers Inspection Form for Deans (Revised 10/11/2010)

Adobe PDF Transmittal Form for Archival Records (Update: 07-18-2011)

 

Page last modified: January 20, 2012