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Administration

Updating Member/Nonmember Records


 
eAdventist is the online database we use for managing our member and nonmember records. For each member the following information should be recorded in eAdventist:
  • Full name (including middle initial or name)
  • Date of birth
  • Gender
  • Marital status
  • Mailing address
  • Phone number(s)
  • Email address (if applicable)


For each nonmember it is recommended that the following information be recorded in eAdventist:

  • Full name (including middle initial or name)
  • Date of birth
  • Gender
  • Mailing address


This information is used in the following ways:

  • For member visitation and communication from the church
  • To differentiate between people with the same or similar names when transferring membership from one church to another
  • To determine the percent of different age groups and genders in individual churches, our conference, our division and the world church.
  • To mail Adventist publications to subscribers (see below for more information).
  • To mail or email information to people holding specific church offices.



Concerns Regarding the Use of Personal Information

It's not uncommon for nonmembers, and even members, to be reluctant to give so much identifying information. You can let people with these concerns know that we do our best to protect their personal information including requiring church clerks and secretaries to sign a form saying that they will not give out information from the membership database to unauthorized persons before they are given access to the database.

Others are concerned that they will start receiving a lot of mail from the conference. There are four main types of mail that are sent to the nonmembers and members listed in eAdventist and most of them people can opt out of if they choose.


1. The Union Paper
Called The Gleaner in our union, this magazine goes out monthly to everyone on the subscriber list in the North Pacific Union Conference.
2. Adventist World
This magazine goes out monthly to everyone on the subscriber list in the North American Division but is limited to one copy per address.
3. Promotional material
Promotional mail is sent out periodically to everyone on the subscriber list from organizations that are closely connected to the Adventist Church, such as the Adventist Book Center.
4. Conference mailings
Mail from conference departments is sent out only to people holding specific offices or that meet other specific criteria. For example, children's Sabbath School teachers/leaders will periodically be sent information regarding upcoming events and resources available from the conference. (Note: Holding an office in the church implies that the officer is willing to receive communications related to that office from the conference.)


There are several ways to opt out of any of the first three types of mailings:

  • Ask the church clerk to take your name off the subscriber list
  • Ask the conference clerk to take your name off the subscriber list


Entering Status Changes

Another part of the information that clerks update is a person's membership status. The church clerk is responsible for promptly entering into eAdventist or reporting to the conference clerk the following status changes:

  • A nonmember joins the church by baptism or profession of faith
  • A member is rebaptized
  • A member passes away
  • A member is not able to be located after a thorough search
  • A member is removed from membership because of apostasy


Important note: "No Names Added or Removed Without Vote -- The clerk has no authority to add names to or remove names from the membership record without a vote of the church, which must always voted to add or remove a name, except in the case of the death of a member. When a member dies, the clerk will record the date of the death in the membership record." (Church Manual - 18th Edition; page 80)



Additional Information:
Information sheet about baptisms, professions of faith and rebaptisms (pdf)
Information sheet about missing members (pdf)
More information regarding removing members because of apostasy