?? for one time elders or co's

If you want to know what records they keep on you, just read chapter 7 of the Branch Organization Manual:

http://www.davidgladden.com/jw/Docs/branch_organization_manual_bo-e.pdf

Chapter 7

Files and Filing

It is necessary to keep some permanent records of

the branch

’s activity. These should be filed properly in

manila file folders, or whatever is reasonable in cost in

your country, and never destroyed, so that they can be

looked into for reference many years later. We have

bound volumes of The Watchtower and Yearbooks, but

these records do not deal with all the service matters or

financial records and other things that are needed.

2. BRANCH PERMANENT FILES: A permanent

folder should be kept for each year with copies of all the

annual reports together including the write-up. The

monthly field and financial reports, etc., can be kept

separate from the annual reports rather than clipped together.

All of the annual reports should be kept as a part

of the permanent file, but monthly reports may be kept

just three years and then discarded, unless for some

reason it is desired to keep them longer and you have

plenty of filing space that will permit this. Monthly inventories

and filled orders can be kept two years and then discarded,

unless for some reason you feel it is advantageous

to keep them longer. For financial reports and

related files, please see 6:62-65.

3. There are other permanent records that a Branch

Committee coordinator may want to keep, such as for

big events like international, national, or district conventions,

and the contracts, printed forms, advertising, copies

of programs and things of this nature in connection

with these events. After four or five years have gone by

the file can be sorted out so that just two copies of each

thing, like the program, advertising material and other

matters, would be kept. This would thin out the file, give

you more space and you would have the essentials for

this permanent file.

4. TEMPORARY CONGREGATION FILES: Much

material comes to the Correspondence Desk that can go

into a temporary congregation file. But to keep it permanently

or even for seven years would take many filing

cabinets. So for the Correspondence Desk the following

system is adhered to.

5. Make out a folder with the name of the congregation

on it. In this you should file congregation order blanks

(S-14), congregation magazine requests (M-202) and

general information concerning the congregation that

can be discarded within a year’s time. As opportunity

affords, someone can go through these files and discard

material usually over a year old.

6. PERMANENT CONGREGATION FILES: Make out

a folder for material that is to be saved indefinitely. Toward

the back of the permanent file folder is the Congregation

Disfellowshipping or Disassociation Record

(S-80). Although entries are no longer made on this form

it contains information on persons who were disfellowshipped

prior to the introduction and use of the new S-77

form. It should be retained as part of the file. The S-77

forms should also be kept toward the back of the file

folder for easy access to mark reinstatements. The Congregation

Application (S-51) should also be in the back

of the permanent file folder. If the Congregation Application

is not in the file, then the oldest circuit overseer’s

report should be stamped "Do Not Destroy." The current

copy of the Congregation Territory Assignment (S-54)

should be kept attached to the previous copy. All others

can be thrown away. All correspondence (except disfellowshippings)

is kept in date order, with previous correspondence

dealing with a specific case being stapled

together and filed according to the date of the latest correspondence.

The last circuit overseer’s report prior to

the elder arrangement should be stamped "Do Not Destroy"

and retained as part of the permanent file. On rare

occasions we may refer to this report. Correspondence

with regular pioneers may also be kept in this file.

7. The latest S-2 form or S-52b appointment letter

showing the appointment date and capacity of all elders

and ministerial servants currently serving is to be kept in

the permanent file. The S-2 form showing the appointment

for the current presiding overseer is also to be retained.

The last five copies of Report on Circuit Overseer’s

Visit With Congregation (S-303) with the S-2 form

attached are to be kept. As each new set of forms is put

in the permanent file, the oldest set may be removed and

destroyed. Any S-52b letter(s) for appointments made

between visits of the circuit overseer should be with the

more recent S-2 form. For those involved in an adulterous

marriage, child molestation, or other scandal, this

material should be marked "Do Not Destroy." All other

S-2 forms and S-52b letters and correspondence dealing

with appointments and deletions can be destroyed, unless

there is a reason for retaining them.

8. The annual S-10 report on the congregation may go

in this file. General letters may be disposed of after one

year. Correspondence about disfellowshipped or disassociated

persons can be retained five years after the

person is reinstated, unless the branch feels it advisable

to keep the correspondence on a particular case for a

longer period.

9. Probably every two or three years, when time permits,

a competent person working on the Service Desk

can go through these files and weed out correspondence

that is no longer needed, such as older S-303 and S-2a

forms, general letters, etc. But things marked "Do Not

Destroy" should be retained in the files.

10. GENERAL FILES: Thousands of individual persons

write to the branches. This material is filed in what we

call a general file. These are files where everything is put

away alphabetically according to the last names of the

individuals. This includes general correspondence that

does not concern a congregation or a pioneer. The files

are set up in four-month periods of alphabetical files from

A to Z, and in large branches you can break it down and

have folders for letters like Ab-Ad, Ae-Al, Am-An, and so

forth, for easy filing. All the correspondence that comes

through from September to December inclusive is filed in

one four-month alphabetical file. Beginning with January

1, up to and including April, a second set of files is used,

and so forth. In smaller branches just one folder may

suffice for the current year and one folder for the previous

year. Hold the old files for one year while you make

up a new year’s files. Then when a four-month file for the

new year is complete you discard the corresponding

four-month file of the previous year. In that way you have

one full year’s file plus the current four-month file. There

is hardly any need for having more. Usually if someone

has ordered a publication he will make reference to it or

write about not receiving it within a month, and it is easier

to find it if you know in what period of months the correspondence

was carried on. The contents of the file being

discarded can be cut up in half-inch (15 mm) strips and

sold as wastepaper or be burned and the folders used

over.

11. In these general files you can put letters pertaining to

general complaints that you have handled, small orders

from individuals and anything that is not filed under a

congregation or a pioneer. If letters are written to any

individual, then the carbon copy of the letter is attached

to the letter from the individual and this correspondence

is filed in the general file.

12. Letters regarding donations to the branch are put in

separate folders in the general file and held for seven

years, or according to the Statute of Limitations requirements

in your country. Such letters should be marked

"Donation" in red pencil so they will be filed in the right

section of files.

13. As the Congregation Analysis Reports (S-10) are

received, the information on the front is tallied and then

these S-10 forms are put in alphabetical order according

to state (province), city, and congregation in the congregation

file. General letters may be disposed of after one

year. Correspondence about disfellowshipped or disassociated

persons can be retained five years after the

person is reinstated, unless the branch feels it advisable

to keep the correspondence on a particular case for a

longer period.

14. LABEL FILE: After an order has been filled by

Shipping, the carbon copies of the labels are filed under

the month the orders were received and made out by the

correspondence clerk. Under each month the stubs are

grouped alphabetically according to the first letter of the

individual’s name. Stubs are retained for one year and

then discarded.

15. PIONEER FILE: A file folder is made out for each

special pioneer and circuit and district overseer or for

each married couple who are both in special full-time

service. The files are arranged alphabetically. The Questionnaire

for Prospective Special Pioneer (S-208) and, if

a traveling overseer, the Questionnaire for Prospective

Circuit Overseer (S-323) are a permanent part of the file.

Personal Qualifications Reports (S-326) from the current

and previous visits of the circuit overseer should be kept

in the special pioneer’s personal file. Personal Qualifications

Reports from the district overseer on the circuit

overseer are kept in the circuit overseer’s file. The personal

files of special pioneers should contain the current

congregation assignment. Items such as order blanks

(S-14) (which pioneers would use only when they are not

associated with a congregation and need supplies directly

from the branch), letters asking for information,

and other general matters, are kept in the file for about a

year. General correspondence that is more than a year

old may be disposed of when the files are cleaned out.

When someone goes on the special pioneer list whose

mate is already a special pioneer, they should share the

same file folder.

16. When a special pioneer goes off the list, the file

folder is put in the removed file. Removed files are held

for one year after the special pioneer is removed. Such

files should have the original application, and recent Personal

Qualifications Reports (S-326), as outlined above,

and other correspondence in connection with the special

pioneer’s removal. Anything put in the removed file concerning

a special pioneer’s questionable conduct might

be held indefinitely if felt advisable. Such information

should be marked "Do Not Destroy" when it is filed in the

folder so it will not be thrown out when the files are discarded

after one year. The Volunteer Card (S-217) is

kept indefinitely.

17. At the end of one year the branch will determine if

"Do Not Destroy" material from the pioneer’s file is to be

discarded or retained. A special "Do Not Destroy" file

may be kept in alphabetical order for pioneers and other

individuals if this will make it easier to find things in the

future rather than having them in a congregation file. In

such case "DND" should be written on the Volunteer

Card.

18. ISOLATED PUBLISHER FILE: Wherever practical,

isolated publishers are put in touch with nearby congregations

so they can report through the congregation, also

receive information and Our Kingdom Ministry through

the congregation, etc. However where this is not feasible

due to distance, we still want to care for such publishers.

In this case a folder for each isolated publisher group

that cannot be formed into a congregation is arranged

alphabetically according to the name of the place where

the publisher receiving mail for the group resides. In this

file goes all correspondence from and copies of letters to

the group, also reports on isolated groups from the circuit

overseer. When a group is established as a congrega-

tion, the name of the folder is changed and it is placed in

the congregation file. A file folder is also made for isolated

pioneers. The S-4 field service report from isolated

pioneers is kept for a year in the folder.

19. FILES FOR CIRCUITS AND DISTRICTS:

A file

folder is made out for each district. In this is put information

regarding the particular district. This will usually be

correspondence from the district overseer involving the

district and anything that pertains to the district as a

whole.

20. A file will be made out for each circuit and in this will

be put reports from the district overseer on the circuit’s

activity (S-313) which will be kept for one year. General

information letters may be disposed of after one year.

The current appointment letter (S-325b) for the assembly

overseer and assistant assembly overseer will be retained

in the file. If correspondence from the circuit or

district overseer pertains to his personal field activity or

his own personal affairs, then such correspondence

should be put in his personal folder. The S-326 report

that the district overseer submits on the circuit overseer,

along with the file copy of any letter written to the circuit

overseer pertaining to the report, should be put in his

personal folder rather than the folder for the circuit.

21. FILES FOR DISFELLOWSHIPPED OR

DISASSOCIATED PERSONS:

A file of disfellowshipped

or disassociated persons should be kept (filed alphabetically),

for which the branch prints cards called Record of

Disfellowshipping or Disassociation (S-79a and S-79b).

The S-79a card is orange in color and the S-79b is tan in

color. This card file provides a ready reference as to who

are disfellowshipped or disassociated in the country, the

congregation that handled the case, date of the action

and the reason the person was disfellowshipped or disassociated.

Along with the S-79a and S-79b cards the

judicial committee sends the branch a Notification of

Disfellowshipping or Disassociation form (S-77) in a special

colored pre-addressed envelope with the branch

address. This form provides information needed for the

file about the basis for action taken. The congregation

keeps a copy of this form in its confidential files. After the

action is checked in the office, the S-79b card is date

stamped and returned to the congregation, and the congregation

retains this card until such time as the person

is reinstated. At the same time a replacement supply of

the S-77 form and the S-79a and S-79b cards is sent to

the congregation. The office should stamp the S-77 form

"Do Not Destroy" and attach related correspondence, if

any, behind it. It should be filed in the congregation’s file

folder.

22. When the person is reinstated, the S-79b card is

mailed back to the branch office by the congregation,

giving the date of reinstatement. If necessary, the congregation

can supply additional information in a letter

attached to the card relative to the reinstatement. The

card is to be signed by the person indicated. The congregation’s

copy of the Notification of Disfellowshipping

or Disassociation form (S-77) should also be marked to

show the date of reinstatement. As a general rule the

congregation that did the disfellowshipping does the reinstating,

even if the person moves out of the territory.

This may mean dealing with the matter by mail between

the disfellowshipping congregation and the congregation

to which a disfellowshipped or disassociated individual

may have moved.

23. Receiving notice of reinstatement, by means of the

returned Record of Disfellowshipping or Disassociation

card (S-79b), the branch office removes the S-79a card

from the alphabetical file of disfellowshipped or disassociated

persons and replaces it with the S-79b card,

showing that the person has been reinstated. The S-79a

card may then be destroyed. The S-77 form is marked to

show the date of reinstatement. There is no need to

have a separate card file for reinstated persons.

24. After one has been reinstated a full five years, if the

branch feels there is no longer any need to keep the "Do

Not Destroy" material on the case in the congregation

file, it can be destroyed. If the branch concludes the

material should be retained, then it can be kept indefinitely,

or as long as the branch feels the material should

be kept. Though the correspondence marked "Do Not

Destroy" may be destroyed after five years from the date

of reinstatement, at all times the S-79b (Record of Disfellowshipping

or Disassociation card) is retained as a

permanent record.

25. CONGREGATION REPORT CARD FILE: The

Congregation Report cards (S-1) are not posted. They

are kept for a month or two and then thrown out. However,

before this the branch will want to be sure that they

have received a report from each congregation. Once it

has been determined which reports are missing, a record

can be kept of these and the congregations checked off

as their reports are received. It will not be necessary to

post Memorial attendance figures for the individual congregations.

After the Memorial attendance for the country

has been compiled the individual congregation Memorial

reports can be destroyed.

26. FIELD SERVICE REPORTS FROM ISOLATED

PUBLISHERS AND ISOLATED PIONEERS:

Reports of

field service (S-4) from isolated publishers and isolated

pioneers are not posted. These can be kept for a year in

their folders and then disposed of after appropriate figures

are added to the totals of the Congregation Analysis

Report (S-10). When the correspondent for an isolated

group sends in the monthly report for the group, using

the S-4 form, he can show the total number of publishers

for the group on the bottom of the report slip.

27. OFFICE RECORD OF FIELD SERVICE: A record

of field service activity for district overseers and their

wives, circuit overseers and their wives, and special pioneers,

should be maintained. Branches that have the

Branch Administration computer program can keep

these records up to eight years in a computer. Smaller

branches that do not have this program can keep the

Monthly Report (S-301) forms and Special Pioneer Report

(S-AB-212) forms in an alphabetically arranged file

according to last name for eight years. In either case, an

eight-year record of field service activity should be on

hand for use when needed.

28. VOLUNTEER FILES:

The branch keeps a computer

record or Volunteer Card (S-217) for each person

in special full-time service alphabetically arranged. (No

card is made out for regular and auxiliary pioneers.) In

large branches with many in special full-time service,

such records may be kept in a computer file. This alphabetically

arranged file includes active district overseers

and their wives, circuit overseers and their wives, special

pioneers, missionaries and members of the Bethel family.

Some larger branches may find it convenient to keep

the various categories under separate sections. When

one is removed, the removal date and reason are shown

on card S-217 or computer record and it is put in the removed

file alphabetically arranged and kept permanently.

When the person returns to special full-time service, the

Volunteer Card (S-217) or computer record is brought up

to date with any additional full-time service as a regular

pioneer and then is put back in the active file. Entry dates

are shown at the left and removal dates at the right. If he

has been off for less than a year, his file folder will be on

hand and can be put back in the active file too.

29. REGULAR PIONEER APPLICATION FILE: When

a new application is approved it is filed alphabetically in

the active regular pioneer file. When the pioneer goes off

the list, the removal date is posted on the application

form and it is filed alphabetically, with any former applications

attached, in the inactive regular pioneer file. If the

person reapplies later, the new application will be filed in

the active file. (Be sure that there is some indication on

the form that there was previous full-time service.) In

such cases there will be application forms for the person

both in the active and inactive regular pioneer files. If the

pioneer should later go off the list again, the newer application

should be attached to the older one(s) in the removed

file.

30. COUNTY FOLDER FILE: Two folders can be kept

for each county or similar territory division having unassigned

territory. Into one set of these folders, kept in

state or province order and filed alphabetically within the

state or province, go any material to be sent to the congregations

or pioneers who work the territory. This keeps

such material separate from the master maps and other

office information that are filed in separate permanent

county folders. When the territory is assigned to a congregation

or pioneers, the items for the towns assigned

are taken from the file and sent to the pioneer or the

congregation. By having the extra set of folders it is not

necessary to sort through the files for appropriate material

to send to those sharing in the isolated territory campaign.

31. FILE EFFICIENCY: Your filing should be kept up to

date so you can find letters when you need them. Always

file letters to the front of the file as you will then know

where the latest material is. Periodically, when the office

is less busy, those who are capable and experienced can

go through the files and clean out what is no longer

needed. That which is cleaned out of the files can be

destroyed either by burning or by cutting into half-inch

strips. In large branches if cut into half-inch strips from

top to bottom so that nothing can be read, it can then be

sold as waste paper.

32. PERMANENT CONGREGATION ADDRESS

STENCILS OR CARDS:

A stencil is made for each congregation,

and these are placed in alphabetical order

according to state (province), city and congregation. In

small branches where stencil equipment is not used

small cards are used instead. Changes in congregation

presiding overseer addresses, adjustments in Our Kingdom

Ministry supply, and so forth, should be made as

soon as you get the changes, so the stencil or card file

will always be up to date. In the upper right-hand corner

of the stencil or card is shown the congregation number.

Then a few spaces after the congregation presiding

overseer‘s name is shown the number of Our Kingdom

Ministry sent to the congregation. Under that the number

of the circuit is shown, and finally, where needed, in the

lower right-hand corner is shown the parcel-post rate and

shipping information. Some branches may find it practical

to maintain separate addresses for mailing literature

supplies from what is used for general correspondence.

Cards for city overseers may also be kept in this file.

33. ADDRESS STENCILS OR CARDS FOR

ISOLATED PUBLISHERS:

A stencil or card is made out

for each isolated publisher group, using the name and

address of the brother or sister who receives supplies for

the group. These stencils or cards are filed alphabetically

according to the names of the places where the individuals

live. The number of Our Kingdom Ministry sent is

shown a few spaces after the individual’s name.

34. ADDRESS CARDS FOR CIRCUIT NEWS

REPRESENTATIVES:

Brothers serving as news representatives

will be selected by the circuit overseer in the

same manner that other circuit volunteers are chosen.

The circuit overseer will send the branch the Circuit

News Service Representative card (S-304) providing the

name, address, telephone number, congregation, and

date appointed. This card will be filed alphabetically or by

circuit number within state or provincial divisions. Each

time a change takes place, or if there is a change of address,

the circuit overseer will send a new card which will

replace the existing one in the file. A blank S-304 form is

then sent to the circuit overseer for future use.—See

21:4.

35. PERMANENT FORM FILE: You should have a

permanent file of all sample forms supplied to branches,

for your own reference and that of the zone overseer

when he visits. As new forms are sent to you, you should

place these in your permanent file, keeping only the latest

copies in this file. File them according to the symbol

found in the lower left-hand corner.

36.

When forms are discontinued the United States

branch will inform you of this and you will remove the

form from your file. If a form is reprinted and it has the

same number as the form you already have, then remove

the old form and put the new in its place. If the

date on the form is different from the one in your file, it is

because some change was made in the form. The latest

forms printed locally in English or other languages can

be filed in place in this form file. Thus you will also always

have here a record of what you have printed.

37. Files containing correspondence with Brooklyn may

be weeded out after three years. Annual reports should

be kept along with other items that are of value such as

correspondence or newspaper clippings relating to bans,

matters of consequence regarding individuals, property

and building information, policy matters, legal matters,

appointment letters, important financial transactions, etc.

?? for one time elders or co's

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