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Creating and Implementing a Sacramental Records Handbook

Creating and Implementing a Sacramental Records Handbook. By: Claire Galloway Jenkins, C.A. Association of Catholic Diocesan Archivists July 2014. Why have a handbook?. To guide the correct procedure of maintaining these extremely valuable records.

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Creating and Implementing a Sacramental Records Handbook

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  1. Creating and Implementing a Sacramental Records Handbook By: Claire Galloway Jenkins, C.A. Association of Catholic Diocesan Archivists July 2014

  2. Why have a handbook? • To guide the correct procedure of maintaining these extremely valuable records

  3. Step 1: Research other sacramental records handbooks.

  4. Dioceses with Sacramental Records Handbooks • Archdiocese of Cincinnati • Diocese of Dallas • Diocese of Charleston • Archdiocese of Baltimore • Diocese of Fargo • Archdiocese of Atlanta

  5. Components of the Handbook:Foreword • Establishes credibility

  6. Components of the Handbook:Introduction • Overview

  7. Components of the Handbook:General Norms of Canon Law • Canon law governs the use and maintenance of sacramental records • “norms” = the individual rules of the Code of Canon Law

  8. Components of the Handbook:Registers in General • Types: • Baptism (required) • Marriage (required) • Confirmation (required) • Death (required) • First Communion (optional) • Other registers (optional) • Preservation

  9. Components of the Handbook:Data Entry in General • Entries are recorded in chronological order

  10. Components of the Handbook:General Changes and Additions • Data is official and permanent • There is a correct way to make changes • Major changes vs. minor changes • Non-permitted changes

  11. Components of the Handbook:Certificates • Content should be an exact duplicate of the data in the sacramental register • Missing records

  12. Components of the Handbook:Baptismal Registers • Information to be recorded • Source for creating the record = Sacristy Record of Baptism • Changes and additions to baptismal entries • Types of baptism • Adoption and baptism

  13. Components of the Handbook:Confirmation Registers • Information to be recorded • Notify the church of baptism

  14. Components of the Handbook:Marriage Registers • Information to be recorded • Source of data = premarital file • Notify the church of baptism • Convalidation • Sanation • Dispensations and annulments • Premarital files

  15. Components of the Handbook:Death Registers • Information to be recorded • Source of data = funeral director • No need to notify the church of baptism

  16. Components of the Handbook:Communion Registers • Information to be recorded • Not required to be retained or reported

  17. Components of the Handbook:Appendices • Sample entries • Resources

  18. Step 2: Draft a handbook for your diocese.

  19. Step 3: Seek review of the handbook.

  20. Suggested Review Group • Chancellor • Tribunal director • ParishSOFT staff members • Other diocesan archivists

  21. Step 4: Formally approve the handbook

  22. Approval at the highest level • Executive group at your diocese • Archbishop or bishop

  23. Step 5: Promote the handbook.

  24. Outreach • Presentations to business managers • Presentations at deanery meetings

  25. Support • Timely turnaround with reference requests • Develop a good relationship with your Tribunal

  26. Training • Methods: • In-person training • Online videos • Topics: • “Sacramental Records 101” – the basics • “Sacramental Records 201” – advanced • Offer training regularly

  27. Contact Information Claire Galloway Jenkins, C.A. (404) 920-7692 cjenkins@archatl.com

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