Diocesan Records Policy
In 2022, the Bishop promulgated the Diocesan Information & Records Policy which clarifies ownership of records produced as a function of Diocesan business, establishes a schedule for how long to retain records according to Canonical, Civil, and administrative needs (records retention schedule), names a systematic way to destroy records, and a mechanism to suspend systematic records destruction in the case of litigation. The Director of Archives & Records Management, under the supervision of the Chancellor, establishes procedures for policy implementation.
Records Retention Schedule
A Records Retention Schedule tailored to specific Diocesan needs is forthcoming from the Archives & Records Management Office. Currently, the Diocese is using a Retention Guidance distributed through the USCCB.
Diocesan records often contain information of a sensitive nature that is private and internal to the organization, parish, etc. Therefore, both paper and electronic records that no longer need to be retained according to the approved Diocesan Records Retention Schedule (see above), should be destroyed according to the Records Destruction Procedure. Once they are documented using a Records Destruction Form, it will be reviewed by the Director of Archives & Records Management and Chancellor to verify that all listed items adhere to retention and none are under legal discovery or litigation. With their permission, paper and electronic records may securely destroyed, through physical or electronic shredding, or physically burned. When destruction is complete, please send the Archives & Records Management Office a copy of the Destruction Certificate (if working with a vendor) or complete an Affidavit Confirming Destruction of Records and Protected Information.
Records Management Tips
The Archives & Records Management Office has produced guidelines on how to manage Paper and Electronic Records.