Archdiocesan Offices and Agencies
All records created, received, used, maintained or preserved by an Archdiocesan entity, employee or volunteer of the Archdiocese during the normal course of employment or in the transaction of Archdiocesan business are solely the property of the Archdiocese. No records shall be removed, destroyed, transferred, stored, reformatted (for example, digitized) or otherwise disposed of except in compliance with Archdiocesan policies governed by properly established retention schedules and procedures.
The Archdiocesan Archives and Records program have records that are both institutional and historical. Those records pertaining to the institution or the business side of the Archdiocese are accessed internally by the administration. Access is governed by canonical as well as civil law. Historical records are used in various way s both internally and by the public.
Records include but are not limited to: all recorded information, documents, letters, maps, books, photographs, films, sound recordings, tapes (magnetic and otherwise), records generated in an elecronic format, and any other documentary material regardless of media format or charteristics, that have been created, received, used, maintained, or preserved by an Archdiocesan entity or its employees and volunteers in the course or transaction of its business or pursuant to its legal obligations.
Examples of materials that are not records within the meaning of these policies and procedures include library and museum material made or acquired and preserved solely for reference or exhibition purposes; extra copies of documents that have been preserved for convenience of reference; stocks of publications or blank forms; and similar material not normally included within the definition of a record.
An "Archdiocesan entity" as used herewithin shall include any archdiocesan department, institution, office, parish mission, oratory, shrine, diocesan school, parochial school, or corporation as found in the Archiocese's section of the Official Catholic Directory whether separately incorporated or not. However, nothing herein shall be construed as afffecting the separate corporate nature of any separately incorporated, affiliated entity and "Archdiocese" is used for descriptive purposes only. "Archdiocesan" is descriptive of "Archdiocese". This does not apply to the independent entities listed in the Official Catholic Directory under the Archdiocese but are recognized as Catholic organizations by the Archbishop as Shepherd of the Diocese.
Records are maintained by each separate office of the Archdiocese. Records that are frequently referenced are maintained onsite. However, at certain times, less frequently used inventories are transferred to the Archives and Records Office. The Director of Archives and Records will determine access to each collection on an individual basis in consultation with the originating office or agency. The following form is used by the Archives to identify the record's series title, description, retention period and citation.
Form for Materials Being Transferred to Archives and Records: S:/forms/transfer from rev20100313apn
