use and retention of MLS printouts

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opee
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use and retention of MLS printouts

Postby opee » Sun Dec 09, 2007 8:18 pm

Does anyone know what the proper procedure is for keeping/disposing of MLS printouts that are common, like "Member Transaction Report", "Financial Transaction Report", summary from member transactions, etc.?

The Use and Retention form that shows what to keep and throw away does not specifically talk about MLS reports.

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thedqs
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Postby thedqs » Sun Dec 09, 2007 9:26 pm

I can just tell you the mission rules which was a 10-year retention for those transmission reports but that was Brasil. I think here in the USA it is 5-years.

Can never go wrong with keeping them around as long as you have space.
- David

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Postby russellhltn » Sun Dec 09, 2007 9:39 pm

thedqs wrote:Can never go wrong with keeping them around as long as you have space.


And keep them secure. I think for financial transactions, it's 3 years plus current year. But that should be spelled out somewhere.

I think in reality they get cleaned out when the newly called ward "cleans house". :o

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JoshuaK-p40
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Postby JoshuaK-p40 » Sun Dec 09, 2007 9:41 pm

When I called clerk support about this they told me that all Financial records/reports are to be kept for 3 years plus the current year for the U.S. and 5 years plus the current year for Canada. Membership records/reports are to be kept for as long as the member is in the ward and as long as they are needed. You would dispose of them by destroying/shredding them.

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opee
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Postby opee » Mon Dec 17, 2007 9:19 pm

JoshuaK wrote:When I called clerk support about this they told me that all Financial records/reports are to be kept for 3 years plus the current year for the U.S. and 5 years plus the current year for Canada. Membership records/reports are to be kept for as long as the member is in the ward and as long as they are needed. You would dispose of them by destroying/shredding them.


Does the "all Financial Records/Reports" include the printouts from MLS when transactions are made to SLC?

Do the reports that you have the option of printing for membership transactions count too?

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Skyhawk-p40
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Postby Skyhawk-p40 » Mon Dec 17, 2007 10:23 pm

opee wrote:Does the "all Financial Records/Reports" include the printouts from MLS when transactions are made to SLC?

Do the reports that you have the option of printing for membership transactions count too?


Question 1 - Yes. They can be kept for auditing purposes, to verify that the transmission was successful.

Question 2 - Refer to JoshuaK's response (as long as the member is in the ward, and/or as long as they are needed). For further instruction on this one, see the Handbook of Instructions on record keeping and consult with the bishop, since he is the one that has stewardship over the membership records.

Hope that helps!

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Postby SR Ward Clerk-p40 » Sun Dec 30, 2007 12:06 am

When I was trying to find the answer to this very question, I came across a wonderful document that can be downloaded directly from the Distribution Services site. It's called "Use and Retention of Records and Reports-2006". I'm sure it is still valid because there is no other document that says "2007", nor does it say it is only valid for 2006. You can also order printed copies from Distibution Services, and I think it's in the catalog.

It says it is for wards and branches in the United States, so I don't know if there are resources for our brethren in the rest of the world.

jkarras-p40
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Postby jkarras-p40 » Sun Dec 30, 2007 9:00 pm

The document SR Ward Clerk is referencing is shipped in the curriculum order automatically. So you should have recieved 3 of them if I remember correctly from my order.

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Postby SR Ward Clerk-p40 » Tue Jan 01, 2008 4:22 pm

jkarras wrote:The document SR Ward Clerk is referencing is shipped in the curriculum order automatically. So you should have recieved 3 of them if I remember correctly from my order.


I didn't even realize they were shipped automatically with the curriculum. I thought I had ordered them. :o Thanks!

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Postby jkarras-p40 » Wed Jan 02, 2008 8:28 am

SR Ward Clerk wrote:I didn't even realize they were shipped automatically with the curriculum. I thought I had ordered them. :o Thanks!


Yea I think last year it told you what to type into the boxes. This year I think they were prefilled in so everyone just got them.


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