Creating and Implementing a Sacramental Records Handbook

By: Claire Galloway Jenkins, C.A.Association of Catholic Diocesan Archivists

July 2014

Why have a handbook?To guide the correct

procedure of maintaining these extremely valuable records

Step 1: Research other

sacramental records handbooks.

Dioceses with Sacramental Records HandbooksArchdiocese of CincinnatiDiocese of DallasDiocese of CharlestonArchdiocese of BaltimoreDiocese of FargoArchdiocese of Atlanta

Components of the Handbook:Foreword

Establishes credibility

Components of the Handbook:IntroductionOverview

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

Components of the Handbook:Registers in GeneralTypes:

Baptism (required)Marriage (required)Confirmation (required)Death (required)First Communion (optional)Other registers (optional)

Preservation

Components of the Handbook:Data Entry in GeneralEntries are recorded in chronological order

Components of the Handbook:General Changes and AdditionsData is official and permanentThere is a correct way to make changesMajor changes vs. minor changesNon-permitted changes

Components of the Handbook:CertificatesContent should be an exact duplicate of the data in the sacramental registerMissing records

Components of the Handbook:Baptismal RegistersInformation to be recordedSource for creating the record = Sacristy

Record of BaptismChanges and additions to baptismal entriesTypes of baptismAdoption and baptism

Components of the Handbook:Confirmation RegistersInformation to be recordedNotify the church of baptism

Components of the Handbook:Marriage RegistersInformation to be recordedSource of data = premarital fileNotify the church of baptismConvalidationSanationDispensations and annulmentsPremarital files

Components of the Handbook:Death RegistersInformation to be recordedSource of data = funeral directorNo need to notify the church of baptism

Components of the Handbook:Communion RegistersInformation to be recordedNot required to be retained or reported

Components of the Handbook:Appendices

Sample entriesResources

Step 2: Draft a handbook for your

diocese.

Step 3: Seek review of the

handbook.

Suggested Review GroupChancellorTribunal directorParishSOFT staff

membersOther diocesan

archivists

Step 4: Formally approve the

handbook

Approval at the highest levelExecutive group at your dioceseArchbishop or bishop

Step 5: Promote the handbook.

Outreach

Presentations to business managers

Presentations at deanery meetings

SupportTimely turnaround with reference requestsDevelop a good relationship with your

Tribunal

TrainingMethods:

In-person trainingOnline videos

Topics:“Sacramental Records 101” – the basics“Sacramental Records 201” – advanced

Offer training regularly

Contact Information

Claire Galloway Jenkins, C.A.(404) 920-7692

cjenkins@archatl.com