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Church archives need two lanes: long-term historical records and restricted confidential records. Preserve public history, approved minutes, bulletins and photographs without mixing pastoral, donor, personnel or member-sensitive information into the same archive.
Choose the capture method around the physical document. Stable loose sheets may suit a flatbed; bound, brittle, oversized or fragile material often needs overhead capture instead. Keep preservation masters, OCR and edited access copies separate.
Large photo collections scale better with stable IDs and metadata than with deep folder trees. Preserve original order, separate masters from edits, describe people and events separately, and never let automatic duplicate or face detection make irreversible decisions.