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

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

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

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

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