Cleaning out the clerk's office

Discuss basic duties of stake and ward clerks, including where to begin.
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aebrown
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Re: Cleaning out the clerk's office

#21

Post by aebrown »

lajackson wrote:I think, though, that once the annual membership audit is completed, and it has been verified that all ordinances are recorded on membership records, it is no longer necessary to retain the paperwork longer than the normal retention period.
Although this makes sense, it is often impossible or very difficult to do. Many of the young men who are ordained elders move out of the stake soon after (or sometimes even before!) the ordination is recorded on their membership record. This makes it impossible for a clerk to examine the membership record and verify that the ordinance was recorded. And such ordinations are by far the ones with the highest probability of having problems with being recorded properly.

There are other ways to verify that the ordinance was recorded, but they are substantially slower, more difficult, and less dependable. Nonetheless, if the recording of the ordinance has not been verified, it's always possible that the paperwork will still be needed at some point in the future.
jirp
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Location: Greybull WY

Re: Cleaning out the clerk's office

#22

Post by jirp »

Our records for the year are being put in the manual box the priesthood/RS manuals come it. It is always the same size and holds the records for a year with a little room to spare and can be easily burnt without even opening when the process is done and time expired.
Gary_Miller
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Location: Emmett, Idaho

Re: Cleaning out the clerk's office

#23

Post by Gary_Miller »

jirp wrote:Our records for the year are being put in the manual box the priesthood/RS manuals come it. It is always the same size and holds the records for a year with a little room to spare and can be easily burnt without even opening when the process is done and time expired.
How do you secure the box.
lajackson
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Re: Cleaning out the clerk's office

#24

Post by lajackson »

Since posting to this topic, I have been looking for the official retention policy for materials other than Finances. I found it. It was updated just over a week ago.

Keep in mind what aebrown said, that it is important to verify that ordinance information actually made it to the membership record.

And in answer to the question cabrooksby asked, if you run across any very old Melchizedek Priesthood ordination information, there is still an effort in progress to make sure the names of those performing the ordinations are recorded, especially from the time period in the 1990s when they were not.

Enjoy.
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