Records and Information Management

Together, as of May 2026, the Record Retention Schedule and the 'How to complete a record review' guide replace ‘Keep Or Bin’ and similar guidance that was available in the past, as this had become out of date and didn’t cover all current record types.

Some of the main things that have changed are:

• more types of records are listed
• record retention periods and rationales are updated to comply with current regulations
• now incorporates (with no changes) the guidelines for safeguarding records that were published in 2024
• regularly revised to keep it up to date: always access the latest version on the Church of England website
• [record types for parishes, dioceses, cathedrals and other church bodies are all on the same document – you can click on the tabs at the bottom of the Excel sheet to focus on what’s relevant to you]

The new guidance can help you more easily comply with legal, contractual, GDPR and safeguarding requirements for record retention, and care for records of historical value.

The Record Retention Schedule was tested with 70 testers from across the church. For questions and feedback, or to join the Information Management Working Group please contact [email protected]

It is recommended for parishes, diocesan offices, bishops’ offices and cathedrals to: 

• adopt the Records Retention Schedule as the standard guide for records management (update any web links pointing to older guidance to point to this new version)
• review existing records over time to ensure they are managed in line with the schedule (there is an accompanying guide ‘How to complete a record-keeping review’.)
• apply the schedule to new records as part of normal working practice 
• ensure that those with responsibility for records, information governance, or administration are aware of and able to use the schedule 

Implementation may be phased and proportionate, reflecting local circumstances. 

Each church body oversees its own data, so the national church cannot formally require you to do anything in relation to your data. However, the law does require you to do certain things. It’s often hard to work out what legal rules apply to data, which is why the national Church has made the Record Retention Schedule to make your life easier – they’ve done that research, so you don’t have to. 

Good information management involves keeping the right information, in the right place, for the right reasons, for the right amount of time.

This can help you with: 

• compliance – helps you comply with legal, financial and contractual requirements, including GDPR
• caring for your people – ensuring any details of local people and church members are kept appropriately
• efficiency and accessibility – making it easier for you to find the information you need when you need it
• storage space - reducing the amount of redundant information in storage releases space for other things
• getting the most out of your data – information can be more effectively used when it is well managed
• preserving history – keeping what is valuable for the historical record.

Here are just a few examples of the types of information, data and records that the Retention Schedule covers: 

• newsletter subscribers/mailing lists
• accident reports, first aid reports, for adults and children
• records relating to the management of Gift Aid
• records relating to the safeguarding matters that have been deemed to require No Further Action
• records relating to the testing and maintenance of equipment such as lifts and other lifting equipment, electrical items etc
• records relating to the liaison with funeral directors
• formal registers in which Baptisms, Confirmations, Weddings and Funerals are recorded.

For each type of record, the Retention Schedule says how many years to keep them; from when this time is counted; and why – whether the reason is Legal, Administrative or for Historical Record. If Legal, it cites the legislation.