Parishes in Transition
Transfer of Parish Records
In the event of a parish merger, suppression or its evolution into an oratory or chapel, the records of the parish are transferred to the Archdiocesan Archives and Records Office. The following information details procedures for transferring parish records to the Archdiocesan Archives. These instructions should enable parish staff to transfer records from the parish to Archives with a minimum of difficulty and uncertainty.
The following information details procedures for placing parish records in the Archdiocesan Archives and Records Office in the event of a parish closing. These instructions should enable parish staff to accomplish the transfer of records from a parish to the Archdiocesan Archives and Records Office with a minimum of difficulty and uncertainty. Most importantly, this transfer of records will actively contribute towards preserving the historical memory of the parish. Parish records are the property of the Archdiocese of St. Louis and may only be placed with a repository designated by Archdiocesan authorities.
Contacts
The Archives and Records staff can offer you assistance at every stage of the process and stands ready to provide whatever help a parish may require in order to facilitate this process. The Archives and Records staff is available for consultation regarding the records themselves and also to advise on the logistics of packing and moving. If needed, the archives staff will make onsite visits to confer with parish staff on the best methods of completing this undertaking. If questions remain, please contact the Director of Archives and Records at anewcomer@archstl.org or 314.792.7022.
The Records
As you can see from the accompanying outline, the Archives and Records Office acquires a comprehensive range of parish records. These extend from such vital documents as sacramental records, prenuptial information for marriages and the parish seal to the administrative, financial, property, and organizational records as well as memorabilia, parish publications and photographs. Some of these records are essential, all are important in documenting the history of the parish and its community.
Every parish will not have all the records enumerated in the outline, but are encouraged to send what is available. None of the records should be considered worthless or uninteresting. They were created for a purpose, and it is the Archives mission to document that purpose whether it is sacramental, pastoral, or administrative.
Sacramental records and supporting documents are vital parish records. Through them the sacramental life of the parish is documented. Currently the Archives and Records Office maintains sacramental records of approximately one hundred closed parishes. Use is closely monitored and preservation treatment is provided as it becomes necessary.
All sacramental records are to be transferred to the Archives and Records Office including baptism, marriage, first communion, confirmation, sick call registers and death and burial records. Prenuptial information on marriages and the parish seal are also forwarded to the Archives and Records Office. Once a parish is closed, the Archives and Recordsd staff issues the certificates for sacramental and official reasons. No access is granted to records after 1930, except for official church purposes, to anyone other than the person named in the record or his/her guardian without written consent.
In addition to sacramental records the administrative, financial, organizational and historical records including parish bulletins and other publications all provide complete documentation of parish life. Correspondence, minutes of meetings, reports, financial records, photographs, property records and all the other types of material listed in the accompanying outline ensure that the history of the parish can be reconstructed.
The staff of the closing parish is encouraged to be inclusive rather than exclusive in the transfer process. Err on the side of too much rather than too little. Do not purge records of “boring” or “uninteresting” material. This is a decision that will be made by the archivist. When in doubt include it or consult with the Director of Archdiocesan Archives and Records
Note: Active financial and human resource records are sent to the respective departments with the Archdiocese of St. Louis.
Procedures for Packing and Transferring Records
The following guidelines expedite the packing and transfer of records. Additional advantages include enhanced access to records and greater ease of records management.
Sacramental Records
Each volume of sacramental records must be identified. Identifiers should include the parish, the sacrament, and the span dates of each volume. Such information can be penciled on the flyleaf or on a clean slip of paper inserted into the volume. Completed prenuptial forms for marriages should be boxed with identifying labels including parish, dates, and other information necessary to provide easy access.
Administrative, Financial, Organizational and Other Records
When packing these records use economy storage boxes 12”W x 10”H x 15” L which accommodate both legal and letter size files. These boxes can be purchased directly or if preferred, the Archives will make arrangements for them to be delivered to your parish. Please notify the Archives and Records Office with the number of boxes required.
As records are placed in the boxes, respect the order – or disorder – of the files. Pack records according to the existing filing system. Once again, do not attempt to cull from the files “uninteresting” items. Records should be transferred as you have created and maintained them.
Once records have been packed in boxes, prepare an inventory for each box. Use existing folder titles in creating the inventory and enclose a copy in each box. Label all boxes with the name of the parish, contents, and dates of records enclosed. If you enclose photographs, please try to identify the photos by date, event or subject.
Once records arrive at the Archdiocesan Archives and Records Office
They are accessioned, i.e., they are registered as having been acquired by Archives and Records. Eventually they are appraised for historical, legal, fiscal and administrative value. Records are then arranged and described, catalogued and, where appropriate, made available for research. The Archives has an access policy that ensures that confidential and sensitive material does not become open for research until such time as sensitivity is no longer an issue. In some cases records will remain confidential and will be available only to those with a need and right to see them. Also bear in mind that there is a canonical component that determines access and use policies.
Records Management
All records do not have permanent value. By applying accepted records management procedures and retention schedules the Archives staff will determine the ultimate disposition of records. Many of the record types enumerated in the outline are of permanent value. Others will be disposed of according to retention schedules. Rather than add this step to the transfer process, send the files intact to Archives and Records where staff will make these decisions based on appraisal, retention practices and, where necessary, further consultation. These procedures are applied uniformly and no records of permanent value are destroyed.
Consultation with Archivist
The staff at the Archdiocesan Archives and Records is a resource at the parish disposal. If you or any of your staff have questions about records, the transfer process or anything records-related, please feel free to contact us. If you wish an onsite visit, that can be arranged as well. Transitions are a busy and trying time, and we in the Archives will provide whatever assistance we can in order to make this process easier for you.
Records to be sent to the Archives and Records Office of the Archdiocese of St. Louis
A one-page checklist of the documents to be sent to the Archives and Records Office is attached to the end of this set of instructions. Please mark each box with the parish, contents & number, e.g. St. Philip Neri, Box 1 of 10: bound bulletins.
Summary Guidelines for transfer of Records to Archives
A. Pack Records in Boxes
- Notify Archives and Records of the number of boxes you need supplied
- Respect original order (or disorder) of records
- Do not try to separate “important” from “unimportant” records
- Prepare inventory for each box and enclose in the box
- Label boxes: parish, contents, dates of records
- Try to identify subjects of photographs: people, events, dates, etc.
- Identify each volume of sacramental records
B. Contact the Archdiocesan Director of Archives and Records
- The will provide help, guidance, instruction or consultation, and serve as a resource for any archives/records related issues
- The Director of Archives and Records is available throughout the process. Please don’t hesitate to call.
- The Director of Archives and Records will make onsite visits on request
Audrey P. Newcomer, M.S., M.P.A., C.A.
Director of Archives and Records
Archdiocese of St. Louis
Cardinal Rigali Center
20 Archbishop May Drive
St. Louis MO 63119-5738
314.792.7022
Fax: 314.792.7029
Email: anewcomer@archstl.org
Checklist
Records to be sent to the Archives and Records Office of the Archdiocese of St. Louis
- Sacramental Records
- All baptismal, marriage, confirmation, first communion, and death registers. (Make sure name of parish is written inside each book if it is not already so marked.)
- Pre-nuptial Investigations (complete history filed by date)
- Parish Seal
- Canonical Documents
- Establishment of parish, parish boundaries
- Appointments of priests and documentation relating to the Closing of the Parish
- Histories
- Jubilee/dedication booklets; articles on parish, parish history, history of priests or members
- Parish Administration
- Correspondence with Archbishop and/or Chancery Officials; correspondence regarding school administration; parish calendars, announcement books and/or bulletins with dates,
- membership or census lists and annual reports; parish secretary procedure manual
- Parish Organizations (list the name of the organization with the following)
- Organization’s articles of incorporation, constitution, and bylaws with dates
- Minutes of meetings (include dates); names of officers and members;
- financial reports, correspondence, publications, special activities
- Photographs (identify with dates and place or activity)
- Inside & outside photos of church building (pencil on back e.g. 1st church 1865-70)
- Priests appointed at parish; parish organizations (with names if possible) & special activities
- Building Information and Property Records (unless facility is being used by new parish/chapel/oratory)
- Any other building information not already included in the above reports.
- School Information (transcripts go to Education Office)
- History of the school and photo of exterior; other information on its role in educating children of the diocese.
- Legal Documents (building information will remain if facility is being used by new parish/chapel/oratory)
- Articles of Incorporation of Parish; deeds to parish property; construction contracts and other contracts or leases; blue prints; tax reports; any court cases in which the parish or its organization may have been involved
- Financial Records (Personnel and current financial records go to Finance Department)
- Account books and ledgers; financial statements; trust and estate correspondence, collection reports; summary reports (indicate range of dates in all categories)
- Miscellaneous
- Parish Helper files for status animarum information; Other artifacts that would present evidential value about the parish or school or would be of historical value in depicting the life of the church during that period.