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Enrichment Journal - Enriching and Equipping Spirit-filled Ministers

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Your Church Filing System

Although not totally inclusive, the following list provides an overview of the most common file components usually needed in a church office. There are specific categories (general, equipment, insurance, etc.) that should be identified on the outside of the file cabinet and on the first file placed in that category. Files should be placed in alphabetical order within each category to make retrieval easier. Keeping an up-to-date file index on the computer that details the entire file system is a wise practice. When a document needs to be saved, the file category list should provide direction to the appropriate location. The following list contains components usually needed in a church file system.

General

All Church Ministries Reports

Appraisals

Baby dedications

Bulk mail (permit and forms)

C.C.L.I. (copyright license)

Correspondence

Current year
Past years (only on sensitive matters)
Deeds (list by property address)
Directory
Employee I.D. numbers
Incorporation
Inventory
Key list
Marriages (licenses/legal proof of ceremony)
Policies
Water baptisms
Weddings (policies, programs, forms)

Equipment (Warranties, Instruction Manuals, Service Agreements, Copies Of Original Invoices)

Audiovisual

Sound systems
TVs/VCRs
Video projectors

Kitchen

Refrigerators
Freezers
Dishwashers
Microwaves
Misc. items

Maintenance

Lawn mowers
Snow blowers
Vacuums
Misc. items

Office

Answering machines
Computers
Copiers
PDAs
Printers
Telephones (cell and land line)

Insurance

Dental

Health

Multiperil

Vehicle

Workmen’s compensation

Building (Warranties, Care And Repair Instructions, Paint Colors, Copies Of Original Invoices)

Appraisals

Baptistry

Carpeting

Curtains/drapes

Electric

Flooring (tile, hardwood)

Furniture (pews, chairs, pulpit)

Heating/AC

Roof

Signs (outdoor) and signage (name plates)

Steeple

Wall coverings

Water and sewer (plumbing, location of lines, etc.)

Windows

Church Governance

Annual business meeting minutes

Annual reports

Board meeting minutes

Constitution and bylaws

Membership

Current list
Past lists
Inactive list
Transfers in and out

Financial

Accounts payable (File alphabeticallyaccording to the individual or company to whom the check was issued.)

Accounts receivable (contributions, payments, funds received)

Banking

Checking (one file for each account)
Deposits
Statements
Savings account
Money market accounts

Reports

Annual
Quarterly
Monthly
Taxes
Sales tax exemption
State
Payroll
Property

History (List By Year Or By Decades For Materials That Are More Than 10 Years Old)

Examples

Dedication of babies
Photos (identify by name, date, and event)
Special events (promo, newspaper clips, awards, and recognition)

Catalogs (Keep Only Current Issues)

Audiovisual equipment and supplies
Books and literature
Curriculum
Films and videos
Fund-raising
Furniture
Maintenance and janitorial (equipment and supplies)
Office products
Misc. catalogs

 

—Shirley J. Good, Springfield, Missouri

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