Policies and Procedures

Mission Statement

The Diocesan Archives is established to preserve the historical patrimony of the Diocese in accordance with norms set out in the Code of Canon Law:

Canon 486

§1. All documents that regard the Diocese or parishes must be protected with the greatest care.

§2. In every curia there is to be erected in a safe place a diocesan archive, or record storage area, in which instruments and written documents which pertain to the spiritual and temporal affairs of the Diocese are to be safeguarded after being properly filed and diligently secured.

§3. An inventory, or catalog, of the documents that are contained in the archive is to be kept with a brief synopsis of each written document.

The purpose of the Archives is to collect, preserve, safeguard, and make available for research the official records of the Diocese and other institutional records that reflect the history and activities of the Diocese. The Archives seeks to promote an understanding of the history and traditions of the Diocese. It provides records management services to assist the Diocesan staff in carrying out their administrative responsibilities.

Access Policy

The Archives Staff is committed to making research materials available to users on equal terms of access. It is the responsibility of the Archives Staff to balance the researcher's need for access with the need for confidentiality of the persons and the institutions whose activities are reflected there. Consequently, the use of some material in the Archives is subject to restrictions. In order to preserve the integrity of the collections and to ensure that the information will be used in the most responsible manner, everyone who uses the resources in the Archives will be required to observe accepted professional archival practices.

Classifications

Official records include, but are not limited to: the records and papers of bishops, auxiliary bishops, Diocesan offices and consultative bodies; the records and papers of parishes, priests, religious orders, hospitals, schools and other such institutions and individuals significant to the history of the Diocese; a limited number of photographs, religious books, artifacts and works of art.

The materials arranged and described in the Archives are classified into one of three categories:

Closed: those materials, which, for a specific period of time or for a specific reason, are available only to the Bishop, the Vicar General, the Archives staff, and the person or office of origin.

Restricted: those materials which, though not open to the public, may be made available, with permission, to persons conducting research for purposes related to their research. The Bishop or the Vicar General, upon the recommendation of the Archives staff, may grant permission.

Open: those materials, which may be made available to the public, including all documents originally intended for public circulation and all materials not otherwise restricted or closed.

All classifications are established with the review and approval of the Bishop upon the recommendation of the Archives staff.

All collections are considered "closed" until they have been adequately reviewed, described and arranged.

All materials containing information, the disclosure of which would constitute a clearly unwarranted invasion of personal privacy or breach of confidentiality are classified "closed" or "restricted, depending on their particular content.

Individual documents or collections that are classified as "closed" are unavailable for research for a maximum of twenty (20) years unless otherwise stipulated in the classification process. However, even in the case where the records are classified as closed, permission may be granted to supply a researcher with basic biographical data and any published or printed material. The Bishop or the Vicar General, upon the recommendation of the Archives staff, must grant permission.

Occasionally, a document containing some confidential information, which is classified as "closed", will be retained in a file classified as "open" or "restricted" because of its overall pertinence to that file. Such documents will be identified both in the file and in the finding aid and will be removed by the Archives staff before a file is viewed. The Archives staff may provide an edited copy of the document if other information in the document is required.

All published and printed materials are classified as "open" with the exception of restrictions due to the physical state of the material.

Special note should be made concerning sacramental, personnel and student records. Public access of these records is closed until fifty (50) years after the death of the individual to whom the record pertains. At that time, these records will be designated as restricted. Sacramental and student records are open the individual or to a family member with proper authorization.

By way of exception, Priest Personnel records remain in the permanent custody of the Bishop of Richmond. Only the Bishop, his delegate, the Vicar General or the priest to whom these records pertain may view them.

Procedures

Those wishing to use the Archives of the Catholic Diocese of Richmond agree to comply with the following Terms of Use:

• Those seeking access to the Archives for research purposes must request permission, in person or in writing, from the Bishop, the Vicar General or the Archivist and must sign a Registration and Statement of Authorization form.

• Anyone seeking permission to consult closed or confidential material must submit a written request to the Bishop of Richmond or the Vicar General. Such requests must specify what materials they wish to consult. They must sign and comply with the terms in a Terms of Agreement form.

• Anyone seeking permission to consult restricted material should submit a written request to the Archivist, who will present the request with recommendations to the Bishop or the Vicar General for approval. Such requests must specify what materials are sought and how these materials will be used.

• Permission to duplicate materials must be obtained from the Archives staff. Only the Archives staff will be authorized to duplicate requested documents. Those doing research in the Archives who desire to have certain materials duplicated will be charged a fee of 25¢ per page for each document. United States copyright laws apply to all duplicated materials. Duplication of material by the Archives staff does not constitute permission to publish. Please note: The Archivist or staff reserve the right not to duplicate material that may be damaged by photocopying.

• Information from the Archives in the form of records, documentation, or detailed research will be provided upon request for a basic service fee of $20.00. This fee will cover the cost of research, retrieval, duplication (up to 10 pages, with an additional charge of 25¢ per page for each additional page), packaging and postage. Those requesting such information are required to submit the service fee together with their request.

• Permission to consult the Archives does not automatically include permission to publish any of the Archives holdings. It is therefore stipulated, in cases where materials are not owned by the Diocese, the researcher is responsible for obtaining the permission of the author or the author's heirs before publishing any material in its entirety found in the Archives. Researchers will be required to sign a Registration and Statement of Authorization Form acknowledging their responsibility. In cases where the Diocese owns the materials, the researcher is required to submit a written request for permission to publish the materials. This request must specify in detail, which collections were used and which items will be quoted. Permission to publish material is granted by the Bishop or the Vicar General.

• In any publication citing material found in the Archives, the author is required to include a statement that the material is being used with the permission of the Diocese.

• At no time may any materials be taken from the Archives facilities without the explicit written permission of the Bishop or the Vicar General.

Collection Policy

Official Diocesan records are defined as all recorded information made or received and maintained by an agent, office, agency or institution of the Diocese pursuant to its legal obligations or in the transaction of its business. Such official records constitute the core collection of the Archives. These records include, but are not limited to, the records and papers of: bishops, auxiliary bishops; Diocesan offices; and consultative bodies.

The records of individuals, institutions and organizations engaged in work that is reflective of the work of the Church in the Diocese of Richmond constitute additional collections held in the Archives. These records include, but are not limited to, the records and papers of parishes, priests, religious orders, hospitals, schools and other such institutions and individuals significant to the history of the Diocese. The records also include a limited number of religious books, artifacts and works of art.

Additional materials will be accepted and collected by the Archives, either as gift or as loan, after an appraisal is made to determine if the materials have permanent, historical, or intrinsic value and are appropriate for the Archives in light of those considerations. These additional materials may be in all types of physical format.

Materials that are deemed unsuitable for permanent archival preservation will be disposed of in an appropriate manner or, in the case they are deposited on loan to the Archives, returned to the owner.

Implementation of Policies

These policies shall become effective with the approval of the Bishop of Richmond. Questions concerning interpretation of these policies and procedures shall be addressed to the Bishop or the Vicar General. The policies will be reviewed regularly to ensure that they continue to reflect professional archival standards, research needs and the directives of the Catholic Church.

APPROVED:

DATE: October 1, 2004