Classification of archives and records
Archives and records of the Archdiocese of St. Louis were historically classified into record groups consistent with the then current practice of the National Archives and Records. Permanent materials were transferred by offices and agencies as records became inactive. With the proliferation of technology, the amount of documents generated and received in the normal course of business has increased significantly.
It is no longer viable to wait to identify the permanency of materials until the point of disposition from the creating office or agency. Retention decisions for both analog and electronic records must be made Archdiocesan-wide and from the point of creation by function of material. The sources of archival materials continue to be:
- Archbishops/Bishops (See also Shepherds of the Flock)
- Auxiliary Bishops
- Chancery Office and Curia offices and agencies
- Parishes
- Institutions (including St. Joseph’s Home for Boys 1829-2001)
- Religious Communities
- Catholic Organizations
- Historical Materials
- U.S. Hierarchy
- Historical and Secondary Publications
However, records come in many formats. Analog records can be paper or microform, audiovisual or sound recordings. Electronic records can be digitally born or digitally scanned. Some records are imbedded in email messages or email attachments. These records, regardless of form, belong to the Archdiocese. While all records cannot be retained, no individual is authorized to dispose of records without an approved retention schedule. Records identified as non-permanent are to be disposed of based upon the approved and established retention schedule. A functional classification scheme facilitates this disposition of records. The functions used by the Archives and Records Office are:
- Executive
- Administrative
- Legal
- Finance
- Parish
- Personnel
- School
- Historical
Executive decisions must be documented and retained regardless of the department or agency making these decisions. Business records have the same retention requirements across agencies and offices throughout the Archdiocese. Sacramental records across Parishes have the same canonical requirements.
The Archdiocese is not a federation of agencies but one faith-based organization with a common mission. A functionally-based classification of records (both analog and electronic) promotes a unified organization.