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Ecclesiastical Document Storage

 

For dioceses and parishes the length and breadth of the UK, paper-based records, often going back centuries are key to retention of knowledge about the clerical workings, buildings and land they are associated with or responsible for. Documents are often frail, and as such must be retained securely. We have been providing a storage and regular retrieval service for such clients for over 10 years.

A Variety of Ecclesiastical Documents

 

 

Churches and ecclesiastical organisations regularly store a variety of physical documents with us, both for historical record-keeping, and for management of their day-to-day operations.

Below are a list of some of these documents.


Ecclesiastical documents are securely stored within boxes

Ecclesiastical Documents We Manage

Sacramental Registers

These are vital records that document the sacraments administered by the church, such as baptisms, confirmations, marriages, and funerals. They serve as an official record of these significant life events.

Membership Records

These records contain information about the members of the congregation, including contact information, family relationships, and dates of joining or leaving the church.

Board and Committee Minutes

Minutes from meetings of the church board and various committees provide a record of the decisions made and the actions planned within the church's governance structure.

Financial Records

This includes records of donations, tithing, expenses, budgets, financial statements, and any other financial transactions. These documents are essential for accounting purposes and often for legal compliance.

Property and Legal Documents

Deeds, titles, leases, and any legal documents related to church property and assets are kept for legal reasons and for historical reference.

Correspondence

Letters, emails, and other forms of correspondence can be important records of the church's relationships and activities.

Historical Documents

These may include foundational documents, such as the church's charter or constitution, historical writings, photographs, and other items that preserve the history of the church and it's community.

Liturgical Documents

Texts used in worship services, such as hymnals, prayer books, service bulletins, and sermons, are often kept as part of the church's liturgical record.

Newsletters and Bulletins

Regular publications, such as newsletters, bulletins, and event flyers document the ongoing activities and announcements of the church community.

Educational Materials

This includes curriculum for Sunday school, bible study materials, and other educational resources used in the church's teaching programs.

Reports and Strategic Plans

This could include annual reports, strategic planning documents, and other reports that outline the goals, achievements, and future plans of the church.

Get in Touch



 

If you would like further details on our document storage services, please click here for a quick quote or reach out to us on 08081 454647.

Store your ecclesiastical files safely with our Document Storage service

Other Physical Document Storage FAQs

What sort of boxes do we need to use for storage?

Boxes should be of sufficient construction for stacking on pallets and should not contain material that weighs more than 20kg for each box. We can advise clients on suitable boxes if required. We retain the right to reject boxes delivered to our facility if overweight or of poor construction.

All boxes must be marked by number by client (min 2 box ends) in order for tidy stacking and database entry. Numbering / colour-coding can be used as required by client.

 

Where are boxes stored?

For over 20 years we have had a separate document storage warehouse facility based near Kings Ripton, Huntingdon, which is CCTV monitored, secure, and alarmed, with intruder and fire/smoke detection. Boxes are rack mounted on pallets.

How do we handle the secure storage of documents?

We can arrange collection in bulk or in smaller quantities, of properly constructed boxes or, the client can arrange for delivery themselves.

Firstly, as boxes are stored in tiered racking in our document storage facility, clients need to use appropriate box size and construction to retain integrity, especially over a long storage period, before filling with files (paper weighs a lot!). We can provide advice on the correct specification and even arrange for the purchase of suitable boxes if required.

Next, all paper-based boxes should be labelled with the minimum requirements being the marking of box ends with the same relevant box number. A list of boxes to be collected for document archive storage should also be emailed in advance, to act as a check list on delivery.

Once received, we check the boxes in and enter the details such as bay location onto our database. We also confirm receipt and notify the client of any boxes that don't meet the agreed storage standards.

How quickly can boxes be returned from storage?

Options include a standard 48 hour turnaround from client retrieval request, or an emergency 24 hour service for more time-sensitive retrievals. Boxes will be delivered via our secure courier service.

Is there a minimum contract period?

Yes, the minimum contract period for storage is two years.

Do you provide a confidential shredding service for records that are beyond their required storage lifespan?

Yes, assuming the client can provide accurate information (i.e. advance notice of destruction dates for stored boxes). We will then add this information to our database and schedule these for confidential on-site shredding. However, we will always send a destruction order for the client to sign off at least 1 month before the scheduled destruction date.

Costs for this service are based on weight, which will be quoted on an ad-hoc basis.

Enquire today about our document storage services

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