Synod Archives

Congregations are responsible for keeping and maintaining key Church records. It is important these records are appropriately recorded, stored and cared for, including archiving these as they become ‘non-current’ or when a congregation closes.

Provided below are some general Q&As on Church record-keeping. Further information and guidance is providing in the “Caring for Church Records” resource and other resources published at the bottom of this webpage.

What records should be retained and sent to Archives?

• All baptism, marriage and death/burial registers
• Membership lists and rolls
• Minutes of Congregational meetings, Church Council, Elders’ Council, Property and Finance committees
• Annual audited financial statements
• Selected correspondence
• Sunday School records (e.g. attendance rolls)
• Legal documents – constitutions, property titles, employment contracts etc.
• Building plans and specifications
• Annual reports
• Newsletters
• Publications such as histories, brochures, anniversary booklets
• Special service orders & bulletins (e.g. installations, dedications, anniversaries)
• Photographs and audiovisual materials (of church buildings, ministers and special events within the life of the congregation)

When should I send records to Archives?

We encourage congregations to periodically review their records and send any ‘non-current’ items to Archives every year or two. This prevents records piling up and becoming challenging to review and manage.

Is the process the same for Tasmania and Victoria?

While the same types of material should be archived, processes for archiving varies between states.

• Tasmania: records for Tasmanian congregations should be archived with the State Library and Archives of Tasmania.
• Victoria: records for Victorian congregations should be archived with the Synod’s Archive Office.

Our church is closing. What should we do with our records?

An important part of the closure and sales process is the transfer of Church records to be archived. The transfer of these records ensures that important evidence of church and congregational activity is preserved for future reference. Please note that church records remain the legal property of the Uniting Church and should not be transferred to local historical societies or other organizations, with the exception of the State Library and Archives of Tasmania.

• Contact the relevant archives office and let them know that you are planning to send records. The Archivist will be able to give you detailed information about the transfer process.

• Pack all records into clean boxes or bags which have been labelled with the name of the originating church. There is no need to do a lot of pre-sorting or organizing – the Archives team will process the records when they arrive at the Archives.

• Organise the transfer of records – by courier, post or personal delivery to the relevant archives. Make sure to contact the Archives by email or telephone to confirm the date of delivery before sending.

Please note that the Synod’s Victorian Archives Office are open on Thursdays and Fridays.

The costs of sending records to Archives must be covered by the originating congregation. Where a property is being sold, in most cases these costs will be met from the proceeds of sale.

Does the Archives collect church furnishings, stained glass or honour boards?

The Archives is not able to store church furnishings, stained glass or honour boards.

For honour boards commemorating war service, please contact your local or state branch of the RSL for advice.

A Certificate of Baptism is issued by the congregation / Minister when a baptism is performed. While a new certificate cannot be issued, a Record of Baptism can be provided based on records kept in Baptismal Registers. This is accepted as proof of baptism by the major Christian denominations in Australia.

The congregation where the baptism occurred should be the first point of contact, provided it is still active. If the relevant Baptismal Register is still held locally, the congregation will be able to provide a Record of Baptism.

If the congregation has since closed, or the relevant Baptismal Register has been archived the process to get a Record of Baptism will depend on whether the Baptismal Register has been archived and in what state. If the Baptismal Registrar is held by Synod Archives, the Archivist will be able to issue a Record of Baptism for a small fee.

Refer to the ‘How to Obtain a Record of Baptism’ guidance document for further information.

The Victorian Archives were established by the Uniting Church Records and Historical Society in 1979. The records were mostly from the Methodist Historical Society Collection with the later addition of some Presbyterian Church materials. Most primary material from Congregational churches was deposited in the Manuscripts section of the State Library of Victoria.

The collection dates back to the earliest years of the Colony of Victoria, featuring many topics of public interest and social relevance.

Historians of most disciplines, secondary, tertiary and post graduate students, genealogists and family history enthusiasts will find useful resources.

Our main collections

Wesleyan Methodist / Methodist

This collection includes manuscript and printed minutes of conferences, districts, circuits, missions, departments, commissions, series of correspondence, building files, plans and photographs. There are holdings of denominational journals, serials and newspapers for Victoria. A wide range of educational materials relates to ministerial training, Denominational Board Schools, Sunday Schools and youth work.

Minor Methodist Denominations, Congregational and Presbyterian

Comprising printed and manuscript minutes, parish records, financial and building records.

Organisations

There are a variety of collections relating to the many denominational and parish organisations created for fellowship, missions, church-aid and moral welfare. Many of these were women’s groups located throughout Victoria.

Ministers

Some personal records are held for ministers of the Independent, Methodist and Presbyterian Churches, including their appointments and stations.

Uniting Church

• Parish and congregational histories, registers, minute books.
• Paintings, prints and photographs.
• Liturgical: Bibles, hymnals.
• Architects plans, specifications for churches, schools, halls and ministers residences.
• Memorabilia and artefacts.

Artefacts – online images collection

This digital resource is used by dozens of other museums and archives across Victoria as a way of sharing photographs and contextual information.

To view the collection, simply click here.

The Uniting Church has an exceptionally rich heritage courtesy of its three legacy denominations (Congregational, Methodist and Presbyterian) and life since 1977.

The society encourages the study of all aspects of church history, from its buildings and people to the story of its theology through the preservation of materials.

It publishes regular newsletters and its meetings feature guest speakers and church tours.

Membership is $45 ($35 concession) and includes subscription to newsletters and the Proceedings journal.

For more information, contact Ken Barelli (president) on 0418 317 942.