Atlantic Baptist Archives (CBAC Churches)

1. Determine if it’s time to deposit your records

Only inactive files should be deposited in the Archives. Inactive files are those currently not used by the church. Contact the archives if you are unsure if a record is active or inactive.

2. Determine which records should be deposited in the archives

What records are preserved in the Archives?

Administrative:

• minutes of church meetings
• minutes of annual and congregational meetings
• membership books
• annual reports and annual financial statements
• reports and other records of standing, sub-, and ad-hoc committees appointed by the church
• legal documents, insurance, policies, and deeds
• reports and plans regarding church property, architectural plans

Activities:

• records of women's missionary societies, Sunday School, and other church groups
• service bulletins
• church newsletter and other publications
• pastoral letters
• unpublished histories and directories
• photographs (clearly identified and dated) of personnel, committees, buildings, special events, etc.

What records are not collected?

Administrative and Personal:

• invoices, cancelled cheques, bills, and receipts
• bank books, account statements, cash books, daybooks, and financial ledgers
• income tax records
• pulpit or family Bibles (unless they contain important historical information not obtainable elsewhere)
• hymn books
• generic church manuals and handbooks
• artefacts, objects
• genealogical records
• Minister’s records (licensees to preach, sermons, etc. go in Minister’s records)
• Transcriptions not done by church personnel should be donated privately to Archives
• published material (histories, etc.) should be donated to Special Collections

Please note that we are unable to accept born-digital records at this time.

3. Inspect the records carefully for mold and/or mildew

This is especially important if they have been stored in a basement or attic. If either is present, please contact the archives before proceeding.

4: Fill out the Deposit Information form

Fill out information about the church, contact information, and records information. Attach your own file listing or complete the file listing template attached to the information form. Include box numbers as applicable, file dates/date ranges, and record types ^†. Attach additional pages as needed. If personal information is present in the files (addresses, phone numbers, etc.) please flag it for archives staff.

^† Click here for a list of common record types.

5. Send form to archives staff and arrange a deposit consultation if necessary

Once completed, send this form to the Atlantic Baptist Archives at archives@acadiau.ca. Archives staff will review your form and return a copy for you to retain in your records. Do not transport or send material to the Archives until Archives staff have returned the form to you and scheduled the deposit. If necessary, a staff member will follow up with a deposit consultation request through email, telephone, video call, or in person.

6. Prepare the records for deposit

Package the records in a clean, standard-sized banker’s style box, or sturdy envelope (if depositing a smaller number of records). Clearly label the box/envelope with the name of your church and enclose the file list you have created. Please note we will not accept records housed in grocery/reusable bags, or boxes that appear to be dirty or structurally unsound.

7. Deliver your records to the Atlantic Baptist Archives

We accept material year-round. Depositors must complete step 5 prior to delivery of records or records may be refused. Hand-delivery of records is preferred. Please contact a staff member to explore alternate arrangements for delivery if hand delivery is not possible.

8. Complete the Deposit Agreement

Upon receipt and review of the deposit, an archives staff member will mail the Deposit Agreement to the address indicated on the Deposit Information Form. This form is to be filled out by the church and returned to the archives. The archives will return a copy for you to retain for your records.