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A Matter of Record

Church Security & Safety Documentation

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This article is based on the Safety Member Certification training module "Safety Team Fundamentals" and is applicable to others [1].

From the Bible

Records were important in Bible times:

And these were the princes which he had; Azariah the son of Zadok the priest, Elihoreph and Ahiah, the sons of Shisha, scribes; Jehoshaphat the son of Ahilud, the recorder (1 Kings 4:2-3).

And there was found at Achmetha, in the palace that is in the province of the Medes, a roll, and therein was a record thus written: "In the first year of Cyrus the king the same Cyrus the king made a decree concerning the house of God at Jerusalem ..." (Ezra 6:2-3a)

On that night the king could not sleep, and he commanded to bring the book of records of the chronicles; and they were read before the king (Esther 6:1).

Paul’s advice to the church:

Let all things be done decently and in order (1 Corinthians 14:40).

Introduction -

"The bureau's office runs on paperwork" is an old explanation of how government agencies work, and old-timers remember the sign over a roll of bathroom tissue that said, "The job is not finished until the paperwork is done." These sayings are obviously borrowed from workplaces; but they apply not only to government and business offices, but also to church safety ministries.

On the Web -

The Bible Hub - The Bible has examples of making and keeping records and advises doing the same in both the Old Testament and the New Testament [2].

Overland, Missouri, July 12, 1973 - A fire in the National Archives building for military records destroyed the records of 16 to 18 million members of the armed forces, especially the U.S. Army. This made it difficult for veterans and their families to apply for benefits or verify dates of service, even 50 years later [3].

Northumberland County, Pennsylvania, 1959 - A 1959 fire destroyed the original official records of Himmel's Church in Northumberland County. The church, close to Philadelphia, was founded in 1776. Fortunately for historians and families of church members, the county's historical society has a copy of the records [4].

Boise, Idaho, April 18, 2018 - A church did not follow its own bylaws when selecting a new pastor and when two board members resigned. A lawsuit went as far as the Idaho State Supreme Court, which ruled that the two actions were null and void [5].

Millbrook, Alabama, May 21, 2010 - A company did not follow its own disciplinary policies and procedures when it demoted an employee, who then sued for age discrimination [6][7].

Woodland Hills, California, 2011-2012 - A youth soccer organization had a written policy requiring background and reference checks for personnel, especially coaches. One coach had been accepted without a background or reference check, which showed previous issues concerning how he related to minors. His improper relationship with a 12-year-old girl resulted in her parents suing the organization. The court found for the plaintiffs, because the organization did not follow its own written rules [8][9].

First Citizens Bank, June 28, 2024 - In an article advising churches on how to keep their status as tax-exempt organizations, First Citizens Bank said they should "act like a business" and "keep good records" [10].

Cleveland, Tennessee, February 1990 - Writing on Church Administration for the Church of God (Cleveland, TN), Bill Sumners listed recordkeeping guidelines for local churches. He answered the questions of "Why Keep Records?" and "What Are Records?" One of his sources was guidelines posted by the United Methodist Church [11].

Brotherhood Mutual, September 7, 2022 - Staff at Brotherhood Mutual Insurance Company wrote the article "Records Retention for Ministries" in 2022. Two of the headings are, "Know what to keep; for how long" and, "Documents to Keep." The ones to keep are:

This is for the church as a whole, but in principle it applies to a Church Safety Ministry. Underscoring this use is that the article is shared by the Evangelical Council for Abuse Prevention [12].

Integrity Now Insurance Brokers, December 2, 2022 - A blog on the website of Church Property Insurance (a branch of Integrity Now Insurance Brokers) states that the bylaws of a church may guard against certain kinds of liability, providing that the same bylaws are followed. The writer goes on to tell what provisions should be included in the bylaws.

We can apply this to the church's charter of its safety & security ministry when the organizational structure is specified with stated powers and responsibilities [13].

A Church's Safety Record -

Here's a question: "How can you know a church's safety record if there is no record?" Well, you can ask Deacon So-and-So, Sister Whoever, and Brother What's-His-Name - that is if you can find any of them, if they really knew, and if their memory is complete and accurate. That is exactly why we have and rely on documentation.

What Records Are Needed?

What are the advantages of records for a safety ministry? Here are a few categories:

How Are Records Used?

Organizational Records:

The basic organizational records are a description of the structure of the safety ministry and its offices, a listing of the duties of each office, and general policies and procedures. Usually, the ministry has three levels:

  1. The Safety Committee,
  2. The Safety Director, and
  3. The Safety Team.

Consequently, the offices are

  1. Safety Committee Member,
  2. Safety Director (and Deputy Safety Director in some larger or multi-campus churches),
  3. Safety Team Member, and (in some churches) a Team Leader for each shift.

The Operational Manual will name the qualifications and responsibilities for each office. This establishes both the chain of command and the chain of accountability. These two chains will factor into the evaluation of an incident for the purpose of improving prevention and/or response. If the incident becomes a legal matter, the organizational chart may become evidence.

Administrative Records:

A safety-ministry administration manual will include standards to be met and basic rules to be followed.

A church safety ministry needs some equipment and supplies. The Safety Director will have a budget to procure these. He or she should keep a record of what the ministry has and what it purchases. This record will be available to the Safety Committee and the church leadership.

The Safety Committee will usually submit a report to the congregation's governing board. In most churches this will be each year and may be read in the church's annual business meeting. In some congregations, it may be quarterly.

Personnel Records:

The church safety ministry's personnel records cover

Recruitment,

Recruitment documents do not have to include notices of needing safety-team members. What are needed for the record are

First, these are part of a process of screening candidates for positions in the safety ministry, especially safety team members.

Second, if an incident results in a legal action, these are necessary documents to show that the ministry and the church did due diligence in the selection of a team member.

The same recruitment processes and documentation also apply to positions in other departments and ministries of the church, especially those dealing with vulnerable populations (such as children and youth) and those handling finances.

Training,

Proper training is essential for safety team and medical response team members. Many churches now also include some training for greeters and ushers, who are then either auxiliaries to or members of the safety team.

The key training for a safety team is the Safety Member Certification course with its eight training modules. Taking each class and passing its certification test needs to be documented so the team member can be certified. Since the certification is for two years, documentation will let the Safety Director know when a member needs to be recertified. The certification is also proof of training if that becomes an issue following an incident.

There are other courses for safety team members to take, and they also need to be on the record. This includes life-saving skills, fire control, and unarmed self-defense and control. Participation in drills should also be logged.

Discipline and Evaluation;

The Church Safety Ministry needs a personnel file for each of its members. This will have performance notes and evaluations, including any commendations or negative discipline. A regular evaluation of members will aid the Safety Director in evaluating the management of the team, such as what works and what does not. Close calls ought to be calls for evaluation and adjustment of the current way of doing things.

Site Records:

Patrol Logs,

Observant team members on patrol will note conditions around the church, inside and outside. Does something need to be fixed? Does someone need help? Are other concerns?

Take note of the building's condition.

Patrol logs inform other team members, serve as a record of conditions, and may point to evidence of careless or unlawful behavior, or be proof that the church had done what was needful.

Safety Improvements,

Any safety improvements made to the church building should be recorded. This is evidence that the church does care about safety and it works to make the church a healthier and safer place.

Grounds Conditions,

Inspection of the church grounds with the intent of making it safer should be logged and remedies recorded. Of particular concern are parking lots, walkways, playgrounds, activity spaces, etc.

Incident Reports:

A report should be filled and filed for each incident:

Congregational Interaction Records:

One goal of the church Safety Ministry is to promote safe behavior in the congregation. Two ways of doing this are informational and educational programs and drills with congregational participation. The Safety Committee will use notifications of health and safety concerns. It will also use speakers, forums, and classes to teach health safety topics. Church members will also be invited to audit some of the Certification classes, such as Arson and Fire Safety, Storms and Disasters, and Mass Trauma Emergencies, and to take classes in life-saving skills.

Each of these should be on-the-record. Besides being instrumental in fulfilling the goals of health, safety, and security, they could be evidence that the church did its part.

Protecting the Church in a Litigious Society -

Records are useful for administration of a church safety ministry and church polity. They are also vital in today's litigious society when the church, its staff, or volunteers can be sued or charged with a crime. They can be proof that the church, the ministry, or the individual did what was right.

When it comes to bylaws, policies, and procedures, there is a barb - if these are not followed, someone is liable.

Keeping Records -

Keeping paperwork becomes a space problem after a while. Not all records need to be kept indefinitely, but some do. And nowadays, not all need to be on paper.

It takes less space to store digitized or microfilmed documents. Scanned documents can be printed, complete with signatures and hand-written notes, but this takes more megabytes. Text files, including Word, WordPerfect, PDF, and Excel documents, take less digital space. Sometimes it's the original document which counts as legal evidence. Discretion in which format to use can optimize the saving of documents for later use.

Conclusion -

1 Corinthians 14:40 says, "Let all things be done decently and in order." Documentation is one of the ways a church can conduct its business "decently and in order."

References -

  1. Kris Moloney, "Safety Team Fundamentals," Safety Member Certification, Sheepdog Church Security, © 2020 [https://sheepdog-church-security.thinkific.com/courses/safety-member-certification-2025].
  2. Anon, "The Importance of Record Keeping," The Bible Hub, no date [https://biblehub.com/topical/t/the_importance_of_record_keeping.htm].
  3. Allen G. Breed and Randy Herschaft, "A fire destroyed millions of veterans' records. 50 years later, families are still seeking answers," AP News, July 11, 2023 [https://apnews.com/article/military-records-fire-veterans-2f8337c58bc87c10179a2cf6ee54136a].
  4. Anon, "Himmel's Church History," Himmel's Church, no date [https://sites.google.com/site/himmelschurchorg/himmel-s-church-history-1].
  5. Richard R. Hammar, "Church's Failure to Follow Bylaws Nullifies Actions [Court deems selection of a pastor, board member resignations, and special meeting null and void]," Church Law & Tax, April 18, 2018 [https://www.churchlawandtax.com/legal-developments/churchs-failure-to-follow-bylaws-nullifies-actions/].
  6. Eric B. Meyer, "Not Following Your Written Policies May Be Worse Than No Policy at All," ERE, December 9, 2011 [https://www.ere.net/articles/not-following-your-written-policies-may-be-worse-than-no-policy-at-all].
  7. Mark E. Fuller (District Judge), "Marilyn Norris, Plaintiff, v. City of Millbrook, Defendant, Case No. 2:11-cv-051-MEF (WO)," United States District Court, M.D. Alabama, Northern Division, November 15, 2011 [https://law.justia.com/cases/federal/district-courts/alabama/almdce/2:2011cv00051/44838/23/].
  8. Staff, "Part 3: Can You Be Liable for Not Doing a Background Check?" Telios Law, PLLC, after 2017 (no date given) [https://telioslaw.com/blog/part-3-can-you-be-liable-not-doing-background-check].
  9. "Jane Doe V. United States Youth Soccer Association Inc (2017)," Court of Appeal, Sixth District, California, Decided: February 22, 2017 [https://caselaw.findlaw.com/court/ca-court-of-appeal/1849872.html].
  10. Staff, "Tips to Maintain Tax-Exempt Status for Churches," First Citizens Bank, June 28, 2024 [https://www.firstcitizens.com/commercial/insights/taxes/tax-exempt-status-for-churches].
  11. Bill Sumners, "Vital Church Records," from "Records Management in the Church," Church Administration, Dixon Pentecostal Research Center, February 1990: 30-31 [https://www.dixonprc.org/uploads/1/3/1/6/131606484/recordkeeping_in_the_local_church_edited.pdf].
  12. Staff, "Records Retention for Ministries," Brotherhood Mutual Insurance Company, September 7, 2022 [https://www.brotherhoodmutual.com/resources/safety-library/risk-management-articles/administrative-staff-and-finance/documents-and-data/records-retention-for-ministries/], accessed May 30, 2025 at Evangelical Council for Abuse Prevention [https://ecap.net/records-retention-for-ministries/].
  13. Staff, "How Might a Church's Bylaws Protect It from Liability?" Integrity Now Insurance Brokers, Inc., dba Church Property Insurance, December 2, 2022 [https://churchpropertyinsurance.com/blog/2022/12/how-might-a-churchs-bylaws-protect-it-from-liability/].