Researcher Access
Decide which records will be released to the researcher. Can they "self-view" all the records or will a cut-off date be established? A cut-off date is suggested for "self-viewing" records. One way to establish the date is to set it as the same date as the U.S. Census records; presently that date is 1920. Another way is by generation; perhaps by two or three (2-3) generations removed from the date of research. The church archivist, archives committee, or church office should search records after that date.

Privacy and Sensitivity Issues
Many congregations are concerned with the details and records that a parish register provides, such as birth and death information. By developing an access policy that addresses this issue also, the privacy of the members and their families can be protected. For the most recent records pertaining information on current members, perhaps a "Pastor Only" viewing policy should be developed if the congregation expresses concern.

Photocopying Records
Develop a policy for photocopying records based on your access policy. Also consider the condition of the record book. A denial for photocopying can be considered based on the frailty of the book. It is suggested that you stamp each photocopied and self-researched page with the church name and address. If you choose not to photocopy pages, but do provide researchers with information, develop a statement to be used for locating the record. Example: This -baptism- record for -name- can be located in the Parish Register (indicate which register if your congregation has more than one by the span dates of the register) of -your church name- on Page -#-. Then proceed with the -baptismal- record information.

Copyright Statement
Records are protected under the copyright law of the United States (Title 17, United States Code) that governs the making of photocopies or other reproductions. Create a statement regarding copyright law and the intent of the reproduction being furnished solely for "the purpose of private study, scholarship, or research."

Publishing Statement
Other persons or groups may request to publish church records. Use your copyright statement and access policy to develop a publication statement. Limit records to one's familial background, if you wish, but make a clause to take into consideration exemptions. Ask that if one wishes to publish congregational records, that they express that intent in written format, asked for and granted by a designated group within the congregation, such as the archives committee or the church council.

There is no hard-fast rule developed by the ELCA, so this does become your decision. As you develop these policies, adopt and publish them for archive users as well as for the archive and church staff.