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By: Claire Galloway Jenkins, C.A. Association of Catholic Diocesan Archivists July 2014
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Why have a handbook? To guide the correct procedure of maintaining these extremely valuable records
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Dioceses with Sacramental Records Handbooks Archdiocese of Cincinnati Diocese of Dallas Diocese of Charleston Archdiocese of Baltimore Diocese of Fargo Archdiocese of Atlanta
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Components of the Handbook: Foreword Establishes credibility
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Components of the Handbook: Introduction Overview
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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
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Components of the Handbook: Registers in General Types: Baptism (required) Marriage (required) Confirmation (required) Death (required) First Communion (optional) Other registers (optional) Preservation
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Components of the Handbook: Data Entry in General Entries are recorded in chronological order
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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
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Components of the Handbook: Certificates Content should be an exact duplicate of the data in the sacramental register Missing records
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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
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Components of the Handbook: Confirmation Registers Information to be recorded Notify the church of baptism
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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
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Components of the Handbook: Death Registers Information to be recorded Source of data = funeral director No need to notify the church of baptism
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Components of the Handbook: Communion Registers Information to be recorded Not required to be retained or reported
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Components of the Handbook: Appendices Sample entries Resources
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Suggested Review Group Chancellor Tribunal director ParishSOFT staff members Other diocesan archivists
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Approval at the highest level Executive group at your diocese Archbishop or bishop
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Outreach Presentations to business managers Presentations at deanery meetings
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Support Timely turnaround with reference requests Develop a good relationship with your Tribunal
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Training Methods: In-person training Online videos Topics: “Sacramental Records 101” – the basics “Sacramental Records 201” – advanced Offer training regularly
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Contact Information Claire Galloway Jenkins, C.A. (404) 920-7692 cjenkins@archatl.com
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