Issued Date: 10/15/2025
I. Objetivo
To establish an institution-wide records management program to retain, secure, and dispose of Records in accordance with operational needs, legal requirements, and historical considerations.
II. Policy
I. OWNERSHIP OF RECORDS
- Todos Records are solely the property of the Archidiócesis o el Parroquia o Escuela and will be maintained in compliance with the Archdiocesan Records Retention Schedules, as well as civil laws and regulations, and canon law.
- Retention decisions will be made based on the content of the Registro, not its paper or electronic format. A Registro must be accessible and retrievable for the stated retention period.
II. RECORDS RETENTION SCHEDULES
- The Records Retention Schedules are proposed by the Department of Archives and Records Management, approved by the Chief Operating Officer and administered by the Department of Archives and Records Management.
- The Records Retention Schedules classify Records and set forth the retention periods for each classification.
- The current Records Retention Schedules are posted on the Archdiocesan website along with this policy.
- Records are not accessed, shared, removed, destroyed, stored, or transferred into another media format, or otherwise disposed of, except in compliance with Archidiócesis, Parroquiao Escuela.
III. CONFIDENTIALITY
- Confidential Records are kept separate from public records for privacy purposes. Confidential Records include sacramental Records, clergy files, personnel files, student Recordsy Records of individual financial contributions to, as well as financial Records of, the Archidiócesis, Parroquiao Escuela.
- When compiling and publishing statistical information from Records, great care will be taken to preserve the anonymity of individuals.
