What is Record Retention?
The Eparchy of Edmonton requires that all parishes keep complete and accurate records. Additionally, all charitable organizations, societies, and not-for-profit organizations are required to do the same in order to remain in good standing with the provincial and federal governments.
What are the Requirements for Storing Critical Documents?
How Long Must Records Be Kept?
The pastor and pastoral councils are responsible for the adhering to the records retention guidelines. Copies of all governing documents (Certificate of Incorporation, parish bylaws, etc.) also must filed with the Eparchy.
Parish Record Retention Schedule
|TYPE OF RECORD
|Federal/Provincial Documents/Tax Receipts
|Governing documents (Certificate of Incorporation, bylaws, etc.)||Permanent||No|
|Official receipts for Income Tax purposes (donation receipts)||3 years||Yes|
|Donations Records (ledger by donor)||3 years||Yes|
|Church Envelope Records||3 years||Yes|
|Donation receipts for Income Tax purposes (Perpetual Endowment Gifts)||Permanent||Yes|
|Donation receipts for Income Tax purposes (10-year gifts)||Permanent||Yes|
|Parish Pastoral Council
|Minutes of Parish Pastoral Council meetings||Permanent||No|
|Minutes of Parish Annual General Meeting||Permanent||No|
|Year-end financial statements||Permanent||No|
|Approved budgets||7 years||No|
|Financial statement working papers including year-end||7 years||No|
|Bank reconciliations||7 years||No|
|Bank statements / cancelled cheques||7 years||No|
|Invoices / receipts of payment||7 years||No|
|Inventory records||7 years||No|
|Expense claims/forms from employees & volunteers||Permanent||No|
|Insurance policies and all insurance claims||Permanent||No|
|Volunteers / Employees
|Volunteer application forms||Permanent||Yes|
|Employee application forms||Permanent||Yes|
|Employee volunteer screening documents including PIC/VSC, etc.||Permanent||Yes|
|Employee information (time sheets, sick leave, vacation, disciplinary action)||Permanent||Yes|
|Payroll records, including T4 and Record of Employment (ROE)||7 years||Yes|
|Abuse allegation documents and reports||Permanent||Yes|
|Abuse case documents and reports||Permanent||Yes|
|Authorization and Consent forms||Permanent||Yes|