Notes from the Archivist

Below is a list of records that, once they are no longer in use by the parish, still should be

retained as they have permanent value as a record. This list is a guideline only – please consult

with the Diocesan Archivist if you have any questions. Please note:

-There is rarely need to keep duplicate records (e.g., 5 copies of a report) unless a duplicate

copy contains valuable annotations.

- it is important to include dates and other identifying details with the records that will make the

records more useful in the future.

Registers

-Sacramental registers of baptisms, confirmations, marriages, funerals and burials.

- All completed registers are to be given to the diocesan authorities in accordance with Canon

25. Note: The Canons are available on the Diocesan website.

-A register of the names of all persons who have signed the Declaration of Church Membership.

-Vestry (Service) registers.

Administration and organization

-Annual reports and the minutes of the annual general meeting.

- Parish statistics.

- Planning documents and organizational charts.

-Minutes and resolutions of all parish and vestry meetings, including boards, committees and

organizations, e.g.:Women's Auxiliary, Anglican Church Women, men’s groups, youth groups,

Sunday school, choir, altar guild, outreach, camps, etc.

-Policy statements and procedure manuals.

-Correspondence and memos related to legal or policy issues or important or historical matters.

Finance and property

- Annual audited financial statements.

-Legal documents, including:

-Property deeds, titles, mortgages, bills of sale, memorandums of agreement for

disposition of cemeteries when churches close.

- Consecration documentation.

Capital construction records, including:

- Survey and title searches.

- Contracts (including change orders) and invoices.

- Funding approvals.

- Testing reports and certificates.

- Insurance policy.

- Licenses (use of space, etc.).

- Architectural and engineering plans, surveys, drawings (final and “as built”), and

specifications.

- Maps of parish boundaries, church lots and cemetery plans.

- Inventories of church furnishings, memorials, trusts, wills, and gifts.

- General ledgers.

Parish histories, activities, people, and events

- Parish histories, anniversary booklets, other publications by the parish or

congregation.

- Guest books—dated with details of the events.

- Newsletters and pew/service bulletins.

- Select samples and/or special events if space is limited.

 

- When selecting samples, choose ones that mention events such as baptisms or

marriages as this information could be useful if the register is ever lost or destroyed.

- Parish profiles.

- Scrapbooks and newspaper clippings of congregational activities. See Paper records

for guidance on safely store these items.

- Press releases.

- Parish rolls and membership lists.

- Rolls of Honor.

- Clergy biographies, diaries, special sermons, obituaries.

- Biographical material of key laypersons who have served the congregation.

- Personnel records and screening files.

- These should be kept in a secure and confidential location.

Other media

- Audio and video tapes of parish events produced by the congregation and of historical

importance.

- Make sure that participants were made aware that the event was recorded. Please

contact the Diocese of Athabasca for guidance on providing notification of recordings.

- The recording should be accompanied by the date and location of the event, and a

short description. Key individuals should also be identified.

- Audio and video interviews of clergy or key laypersons.

- Ensure you have written consent by the interviewee that the tape and any transcript

can be held by the archive. Also make sure a date is provided by when the tape and

transcript can be accessed by others, e.g., immediately, or in 20 years, or 10 years after

death of interviewee etc. For guidance on creating consent forms for interviewees,

please consult the Diocesan Archivist.

- Slide or PowerPoint presentations created by the clergy or congregation and of

historical importance.

- Drawings, paintings and photographs that are meaningful to the parish history.

- The creator of the media should be identified and the date of creation provided.

- If you have many photographs documenting an event, keep only the best photographs.

You can discard duplicates or photographs that are blurry or out of focus.

- Certain digital records (that are not also printed) such as blog posts, minutes of

meetings, emails, etc.

 

 

Submitted by:

Dianne Golob

Diocese of Athabasca Archivist