By Claire Galloway Jenkins CA Association of Catholic Diocesan Archivists July 2014 Why have a handbook To guide the correct procedure of maintaining these extremely valuable records Step 1 ID: 624623
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Creating and Implementing a Sacramental Records Handbook
By: Claire Galloway Jenkins, C.A.
Association of Catholic Diocesan Archivists
July 2014Slide2
Why have a handbook?
To guide the correct procedure of maintaining these extremely valuable recordsSlide3
Step 1:
Research other sacramental records handbooks.Slide4
Dioceses with Sacramental Records Handbooks
Archdiocese of Cincinnati
Diocese of Dallas
Diocese of Charleston
Archdiocese of BaltimoreDiocese of FargoArchdiocese of AtlantaSlide5
Components of the Handbook:
Foreword
Establishes credibilitySlide6
Components of the Handbook:Introduction
O
verviewSlide7
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 LawSlide8
Components of the Handbook:Registers in General
Types:
Baptism (required)
Marriage (required)
Confirmation (required)Death (required)First Communion (optional)Other registers (optional)
Preservation Slide9
Components of the Handbook:Data Entry in General
Entries are recorded in chronological orderSlide10
Components of the Handbook:General Changes and Additions
Data is official and permanent
There is a correct way to make
changesMajor changes vs. minor changesNon-permitted changesSlide11
Components of the Handbook:Certificates
Content should be an exact
duplicate
of the data in the
sacramental register
Missing recordsSlide12
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 baptismAdoption and baptismSlide13
Components of the Handbook:Confirmation Registers
Information to be recorded
Notify the church of baptismSlide14
Components of the Handbook:Marriage Registers
Information to be recorded
Source of data =
premarital fileNotify the church of baptismConvalidation
Sanation
Dispensations and
annulments
Premarital filesSlide15
Components of the Handbook:Death Registers
Information to be recorded
Source of data = funeral director
No need to notify the church of baptismSlide16
Components of the Handbook:Communion Registers
Information to be recorded
Not required to
be retained or reportedSlide17
Components of the Handbook:Appendices
Sample entries
Resources Slide18
Step 2:
Draft a handbook for your diocese.Slide19
Step 3:
Seek review of the handbook.Slide20
Suggested Review Group
Chancellor
Tribunal director
ParishSOFT
staff membersOther diocesan archivistsSlide21
Step 4:
Formally approve the handbookSlide22
Approval at the highest level
Executive group at your diocese
Archbishop or bishopSlide23
Step 5:
Promote the handbook.Slide24
Outreach
Presentations to business managers
Presentations at deanery meetingsSlide25
Support
Timely turnaround with reference requests
Develop a good relationship with your TribunalSlide26
Training
Methods:
In-person training
Online videos
Topics:“Sacramental Records 101” – the basics“Sacramental Records 201” – advancedOffer training regularlySlide27
Contact Information
Claire Galloway Jenkins, C.A.
(404) 920-7692
cjenkins@archatl.com