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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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