PARISH RECORDS, SACRAMENTAL RECORDS AND ARCHIVES

1. Every parish and mission is required to maintain and preserve the following:

1. Sacramental Records
   (Baptismal Register, Confirmation Register, First Communion, Register of Catechumens, book of Elect, Marriage Register, Death Register)
2. Marriage Cases
   Files of all memoranda, notes, letters or data sheets gathered in preparing for marriage or preparing a marriage case for the Tribunal. All relevant correspondence and testimony in connection with an annulment case.
3. Financial records
   Statements, audit reports, bank statements and deposit slips, check records and canceled checks, account records, records of contributions and offertory collections, gifts and bequests, paid bills and receipts, personnel remuneration and benefits records, tax records, Trust fund records.
4. Property records
   Deed files, property inventories and appraisals, architectural drawings and specifications, construction files, insurance records, equipment file.
5. Personnel records.
   Job descriptions, contracts and agreements, personal files.
6. Administrative records

Bulletins and newsletters, census book, “Pastoral Bulletin,” parish council constitution, bylaws, minutes and reports, parish correspondence, finance council charter, minutes and membership, Mass record, documentation concerning parish organizations. Historical notes, e.g. news clippings, photographs, scrapbooks, programs, historical articles or sketches.


2. Every parish is required to maintain and preserve an appropriate archive for the following documents:
1. Sacramental Records
2. Financial Records
3. Property Records
4. Personnel Records
5. Other documents (canonical erection of the parish/mission, formal letters from the bishop, annual parish profile, all legal documents.)
3. Each parish is to possess its own seal. Documents which certify canonical status as well as acts which have juridic importance are to be signed by the pastor and sealed with the parish seal.
4. Any Sacramental Record, property or deed or other document of historical value which is over 100 years old is to be sent to the Diocesan Archives for proper preservation and safekeeping.