Moving Records to the Archives Building

Advice for the Units of the Churchwide Organization of the Evangelical Lutheran Church in America

 
At the time indicated in the Records Retention Schedule for Business Records or the Records Retention Schedule for Programmatic Records, or to relieve storage space in your unit, send files or other appropriate materials to the Archives Building at 321 Bonnie Lane in Elk Grove Village, IL, 60007. There are two destinations in that building; each serves a different function. It is very important that you determine the appropriate destination for the files or materials you wish to send. The Director for Records Management, ext. 2811, and the Archives staff, ext. 2818, will be happy to assist you. You will find additional information regarding the management of your paper and electronic records in the Records Management Manual for the Churchwide Office and the Records Retention Schedules. (revised October 2006)

Archives Preserving my records for the history of this church.
Please contact the ELCA Archives for assistance regarding this area.
Records Center Extended storage for my semi-active records
Please contact the director for Records Management and Library for assistance regarding this area.
1. Archives


Which records should I send?
  • Records created or received, which represent your work for the ELCA and which may have evidential and historical value. Most of these are already identified in the Records Retention Schedule for Programmatic Records or the Records Retention Schedule for Business Records. The Archives will accept records in all formats except floppy disks. Records in the Archives are presumed to be available to the public for research.  If your files contain sensitive information, consult with the one of the archivists about placing restrictions on access to the information before you send your files. 


How do I prepare the records?

  • Maintain the existing filing scheme; place records in manila folders; and retain the folder identifications. Do not send hanging file folders. Place the records in  Bankers Boxes (10"X12"X15"). Complete the Archives Internal Transfer Form, found on the Web, and place one copy of the completed form in the box and another copy on top of the box. You may wish to retain a third copy for yourself.  Preparing Records for Transfer to the Archives will give you further guidance.
How do I send the records?
  • Call the Director for Records Management at ext. 2811 to arrange transportation.
  • Management Services provides transportation for the boxes on Tuesday and Thursday of each week.


How may I continue to use the records?

  • Your records will be accessioned into the historical collection of the ELCA. This is a non-circulating collection. You may use the records in the Archives reference room, or have reasonable amounts of material scanned or photocopied and sent to you. Consult with the archivists about special uses of films, photographs, and artifacts.

2. Records Center



Which records should I send?
  • Send boxes of inactive records, still needed for fiscal, legal, or administrative purposes, which you may need to have returned to you.
  • Place files with similar retention dates in bankers boxes (10"X12"X15"). These may be purchased from any of our office suppliers. Since we also recycle these boxes back into use, you may call the Archives at ext. 2818 to determine if used boxes are available.
  • Secure the five-part "Records Transmittal Form" from the Director for Records Management in the Library, ext. 2811. You will be asked to identify the unit, the records series title and inclusive dates for the records, the expiration date for the records, as indicated in the Records Retention Schedule for Programmatic Records or the Records Retention Schedule for Business Records, and the person responsible for the records.
  • After you have completed the forms, call the Director for Records Management at ext. 2811 to have box numbers assigned, labels applied, and transportation arranged.
How do I send the records?
  • When you have completed the forms, call the Director for Records Management at ext. 2811 to label and number your boxes and arrange transportation.
  • Management Services provides transportation for the boxes on Tuesday and Thursday of each week.


How do I retrieve the records?
  • The Director for Records Management maintains a database inventory indicating the accession, circulation, and final disposition of boxes stored in the Records Center.
  • Call ext. 2811 when you wish to retrieve your box and again when you are ready to have it returned to the Records Center.
How do I know what my unit has in the Records Center?
  • You will retain one copy of the "Records Transmittal Form" when you send your boxes.
  • You may request a print-out of your Records Center inventory at any time.


What is the final disposition of my records?
  • You will be notified annually when the retention date for each box in the Records Center has expired. You are asked to sign the release copy of the "Records Transmittal Form." In keeping with the Records Retention Schedule, your records then may be transferred to the Archives, destroyed, or returned to active use in your unit. If you fail to respond, the Archives staff will make the decision.