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By: Claire Galloway Jenkins, C.A. Association of Catholic Diocesan Archivists July 2014.

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Presentation on theme: "By: Claire Galloway Jenkins, C.A. Association of Catholic Diocesan Archivists July 2014."— Presentation transcript:

1 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

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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

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

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

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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)


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