The Records Retention and Confidentiality Policy (POL-RECORDS) establishes standards for maintaining, protecting, accessing, retaining, and securely disposing of records belonging to 1st Free Will Baptist Church of Park Hills.

The church recognizes the importance of preserving official records, maintaining organizational accountability, protecting confidential information, and handling sensitive matters with integrity and care.

This policy applies to both paper and electronic records created or received by the church, its boards, officers, employees, ministries, and approved leaders.

The policy addresses official church records, confidential information, secure storage, authorized access, record retention periods, secure disposal, preservation of records during legal matters, and confidentiality expectations for church leadership and ministry workers.

Policy Code: POL-RECORDS

General Board Approved: May 31, 2026

Document Status: Official Church Policy

Important Information #

Church records must be maintained securely, organized responsibly, and accessed only by individuals with appropriate authorization.

Records containing sensitive information must be protected from unauthorized disclosure. This includes background screening information, abuse or incident reports, counseling-related notes, personnel records, individual giving records, medical information, sensitive membership matters, and legal or insurance records.

Access to confidential records is limited to individuals with a legitimate church, legal, pastoral, insurance, or safety need to know.

Record Retention Requirements #

The policy establishes general retention guidelines for different categories of church records, including:

• Permanent retention: Constitution, Bylaws, official policies, governing documents, and church board or business meeting minutes.
• Financial records: At least seven years.
• Employment records: At least seven years after employment ends.
• Volunteer applications and screening records: At least seven years after service ends.
• Background screening records: At least seven years after service ends, or longer when connected to an incident.
• Driver approval records: At least seven years after driving service ends.
• Permission slips and routine event forms: At least three years.
• Incident reports: Permanent or long-term retention.
• Abuse or misconduct reports: Permanent retention.
• Insurance policies and claims: Permanent or long-term retention.
• Facility use agreements: At least seven years.

Additional retention requirements may apply when established by law, insurance requirements, legal counsel, or the General Board.

Confidentiality and Secure Disposal #

Confidential records must be stored using appropriate physical or electronic security measures, including locked storage, passwords, access controls, and reasonable backup practices.

Records that are no longer required may be securely destroyed according to the policy. Confidential paper records should be shredded or otherwise destroyed in a manner that protects privacy, while electronic records should be securely deleted when practical.

Records relevant to a potential lawsuit, insurance claim, investigation, abuse allegation, employment dispute, or other serious matter must be preserved and must not be destroyed.

Records involving abuse, suspected abuse, sexual misconduct, serious injuries, threats, or major incidents must not be destroyed without General Board approval and, when appropriate, legal counsel.

Confidentiality does not prevent legally required reporting, cooperation with civil authorities, appropriate safety measures, or necessary involvement of authorized church leadership.

This policy is part of the church’s Policies & Best Practices Manual and is subject to the church’s Constitution and Bylaws.