sarah patterson diocese of owensboro office of archives & records management the relationship of...
TRANSCRIPT
SARAH PATTERSONDIOCESE OF OWENSBORO OFFICE
OF ARCHIVES & RECORDS MANAGEMENT
The Relationship of Parishes and Diocesan
Archives
Diocese of Owensboro
Created in December 193779 parishes
50 parishes with resident pastors, 29 without
Catholic Population 50K
Image of Archives
Archives established in 1991“Old Stuff”Ingest every record, then make decisions
Kept to itself
Past Archives Outreach
St. Mary in Franklin, KentuckyEstablished a parish archives in 2005Archivist Sister Emma Cecilia Busam,
OSU provided guidanceNew archives space in May 2014
Sts. Joseph and Paul, OwensboroParish established archives
Diocesan History Book
In 2012 the diocese celebrated its 75th anniversary
Worked with Editions du Signe Diocesan history written by archives staffFirst half a general historySecond half one page dedicated to each
parishParishes had the opportunity to submit a
history
Diocesan History Book cont’d
Publisher visited every parish to sell orders
Archives was the intermediary with issues of payment, delivery
Managing Parish Records Manual
Requested by ChancellorCompiled manual by looking at
resources from other religious archives and our diocesan tribunal
First half on establishing a parish archives
Managing Parish Records Manual cont’d
Second half on sacramental registersGeneral guidelines, each particular
registerDuring editing process received input from 4 parishes
Needed to be approved by Priest Council
Parish Presentations
Judicial Vicar suggests presentationTwo presentations offered in Fall 2013
Advertised through email, a mailing and at Presbyteral Day
Targeted priests and parish staff with record keeping responsibilities
Parish Presentations Cont’d
Between the two presentations, we reached 50% of the parishes
Majority were parish staff with a handful of priests and deacons
Followed outline of manualMajority of discussion dedicated to registers
Parish Presentations Cont’d
Presentations enthusiastically received
Goal to make an annual eventAs a result, the archives regularly receives questions regarding registers and records management
Manual is being rewritten to incorporate suggestions
Records Retention Schedule
Retention schedule approved for Catholic Pastoral Center in mid-2013
Needs to include schools, parishes, care homes
Visited sample parishes and schools
Records Retention Schedule Cont’d
Still in the process of being approved
Opening sections will address records management practices
Sacramental Register Copies
Since 1946, diocese has been receiving copies of sacramental registers
Submitted annually to dioceseNow come to the attention of the archives
Set the ground work to scan registers at the parishes
