LCMS Convention Proceedings St. Louis, Missouri — 1979, Page 161

Transcription machine transcription, uncorrected

⤓ Download .txt · copy text

162 SPECIAL AND SUNDRY MATTERS

increased facilities, increased services are also noted in
the report.

WHEREAS, God has blessed the Concordia Historical
Institute with continued growth and expanded services
to the church; and

WHEREAS, There is need to bring the Handbook of the
Synod more in line with the current activities of the
Concordia Historical Institute; and

PRESENT WORDING

15.51 Transfer

a. The President, the Vice-Presidents, the Board
of Directors, and all other official boards, standing
committees, and agencies serving the Synod shall
transfer correspondence, records, and other papers
from their respective offices to the archives when
they are no longer of current operational value.

b. The protocols, records, correspondence, and
other archives of officers, boards, committees, and
departments of the Synod shall be transferred to the
archives at the expiration of not more than 15 years,
unlegs such records are still open.

c. Temporary committees of the Synod shall upon
their dissolution transfer to the archives all records
and material relating to their work.

d. Copies of official documents of the Districts,
such as articles of incorporation, constitutions, by-
laws, convention proceedings, and other official publi-
cations shall be filed in the archives of the Synod.

e. Institutions, congregations, and organizations
that are disbanding permanently (not merging) are
requested to transfer their records and other histor-
ical material to the archives for preservation and
future reference.

WHEREAS Itis desirable that all historical records be
centralized; therefore be it

Resolved, That the Synod give thanks to God for His
blessing through the Concordia Historical Institute;
and be it further

Resolved, That the following revision of Bylaw 15.51
of the Handbook dealing with the transfer of official
records to the Institute be adopted:

PROPOSED WORDING

15.51 Transfer

a. The President, Vice-Presidents, Secre-
tary, and Treasurer, the Board of Directors and its
officers and staff, the Council of Presidents; and all
other synodical boards, commissions, committees,
and other entities related to the Synod shall transfer
correspondence, records, minutes, reports, and other
files from their respective offices to the archives when
they are no longer of current operational value.

b. Such minutes, files, records, and reports shall
ordinarily be transferred to the archives at the expira-
tion of not more than 15 years after their creation
unless such records are still currently being used by
the officer or board. If the latter is the case, this shall
be reported to the archives.

c. Temporary committees, task forces, and other
entities serving the Synod shall immediately on their
dissolution transfer to the archives all of their files
containing the correspondence, records, minutes, and
reports relating to their work.

d. Copies of official documents of the Districts,
such as articles of incorporation, constitutions, by-
laws, convention proceedings, and other official publi-
cations, shall be filed in the archives of the Synod.
Each District shall also establish the office of “Archi-
vist-Historian” and pattern the responsibilities of the
office after those of the synodical archives and en-
courage this officer to work in close relationship with
the synodical archives.

e. Institutions, organizations, and agencies re-
lated to the Synod or to any of its structure or work
that are disbanding permanently are urged to trans-
fer their files, correspondence, records, reports, and
other historical materials to the archives.

f. All auxiliary agencies and interchurch
councils and structures related to the Synod or in
which the Synod holds membership shall file copies
of all official documents, including articles of incorpo-
ration, constitutions, bylaws, convention proceed-
ings, official publications, minutes, and other mate-
rials, with the archives on a regular basis.

g. Synodical colleges and seminaries shall estab-
lish departments of archives and history for the
preservation of their records and shall transfer by-
laws, handbooks, minutes, and official publications
to the archives of the Synod. The job description of
the college or seminary archivist shall be patterned
after that of the synodical archivist; such archivist
shall also be directed to work in close cooperation
with the synodical archives.

h. Congregations. permanently disbanding (not
merging) are urged to transfer all of their records,
such as registers of official acts, minutes, and other
historical materials, to the archives.

Action: Adopted (8).