There are basically four types of records you should keep.
- Minutes of Meetings: A basic record of the proceedings of missions team meetings especially noting clear decisions and assignment of action items. This doesn’t have to be too detailed; it’s not like a transcript of government or court proceedings. But it is often useful to have enough statement of the flow or rationale of discussion so that the missions team can refer to it later..
- Financial Records: Depending on your churches financial set up, your church financial staff or financial officer may handle much of the routine financial management of missions funds. However, missions specific reports are needed on a month-to-month basis.
- Personnel Records: Every missionary or ministry that is considered as a viable candidate for support and those that are actually supported should have a file folder somewhere with information as to their qualifications, references, projected ministry, when and for how much and for what duration the church is committed to support them. Regular newsletters and prayer requests can be added to the file. Copies of e-mails might become too voluminous; but some note as to who is their primary point of contact or mission advocate within the church could be very useful. Personnel records, including application, contact information, passport data, health insurance info, etc. and personal evaluation of participants in short-term missions can be critical.
- Policies, Guidelines, and Process Documents: Either the leadership of the missions team or some file in the church should have copies of all policies, guidelines, and operational documents of the missions team.
These records are few in the beginning. But, Lord willing, they will grow over time as your missions ministries develop and expand and your church grows. You won’t regret keeping good records!
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