THE VERSCHOYLE PHILIP CRONYN MEMORIAL ARCHIVES

Canon 37 requires the Diocesan Archives Committee, along with the Diocesan Archivist, to care for the collection of parish and diocesan records.

1. The current Wardens are legally responsible for the security of all records in the parish.  (Canon 16).

2. Parishes are encouraged to appoint a parish archivist, or a committee, to take responsibility for parish records, protecting them from fire, dampness and vandalism.

3. The wardens and/or their designate are encouraged to compile a list or catalogue of all documents, registers and other historical materials.

4. The wardens and/or their designate must submit all completed parish registers, vestry books and vestry minutes currently not in use, to the Diocesan Archives.

5. Where appropriate, signatures of the Wardens will be required to transfer parish registers and documents to the Diocese of Huron Archives.  The copyright is transferred to the Diocese of Huron, which assumes the liability for careful maintenance of the records within archival standards.

6. The Diocesan Archives reserves the right to accept or decline collections not suitable to its mandate.

HOURS OF OPERATION

The Archives is primarily an in-house archives caring for the records organized and collected for the benefit of the Anglican community within the Diocese of Huron.  Priority is therefore given to all clergy requests, to all Anglicans and their requests for proof of baptism, marriage, or burial records and research for projects such as the preparation for parish histories and anniversaries.  The Archives is open for church business on Monday, Tuesday and Wednesday from 9:00 AM to 12:30 PM and 1:30 PM to 4:00 PM.

The Archives will be open to the public on Tuesdays only for genealogical and requests,
9:00 AM to 12:30 PM and 1:30 PM to 4:00 PM.

It is strongly recommended that an appointment be made with the Diocesan Archivist before visiting the Archives.  Telephone:  519 - 645-7956   Fax:  519 - 645-8669


GENEALOGY FEE SCHEDULE

1.  The daily fee for visitors seeking genealogy information is: $25.00 Canadian

2.  Genealogy research carried by the Archivist will be done at an hourly rate of: $25.00 Canadian/ $20.00 USA

Before the research is initiated, payment is required.  Please make cheques payable to:

Diocese of Huron Archives
Huron College
1349 Western Road
London  ON  N6G 1H3

3. Photocopy fees 10¢ per copy.

4. The fee for the Archive's Extract Certificate is $15.00.

5. There is no charge for church business.

Pg 4-3...2 Revised April 2001

 Diocesan Archives Recommended Access Policy To Information In Parish Registers:
(subject to request in writing or if in person with satisfactory personal identification.)                                                                                                                                                         

 **N.B.:      The above policies apply to church registers only.  Their intent is to protect the privacy of individuals.

Where the church holds records on behalf of the Provincial Government, their use is governed by the appropriate government legislation.

The purpose of a diocesan archives is to store and preserve material that reflects the work of the servants of God in the Diocese of Huron.  Within the Diocese of Huron there are presently 165 parishes, many of them multiple parishes.  Each church is responsible for the collection and preservation of records, some of which must come to the Diocesan Archives as detailed in the following pages.  The parish makes the decision what it deems necessary to send to the Archives.  The following guidelines are suggestions only.  The amount of material collected in the diocesan archives is naturally limited by the finite space in the Archives.  This collection policy is an attempt to categorize and list the types of material that might be collected in the diocesan archives.  It is not intended to be an exhaustive list.  Ultimately, the selection and choice of any material collected in the diocesan archives will be at the discretion of the Diocesan Archivist.

ITEMS TO BE DEPOSITED IN THE DIOCESAN ARCHIVES

Parish Registers:

These are registers of baptism, confirmation, marriage and burial.

Canon 16, Section 5 states:

“All Incumbents and Churchwardens shall transmit as soon as practicable for safekeeping and deposit in the Diocesan archives all Parish registers and books of record which have been completed or filled up and which are no longer required for reference in the parish.”

Also suggested to be sent to the Diocesan Archives are the documents listed below.

Financial Records:

Annual financial statements and vestry reports should be sent to the Archives.

Property:

Architectural drawings, property deeds and titles, surveys should be sent to the Archives for safe keeping.
Below are recommendations to categorize the work of the church into six broad areas:

1.    Liturgical/musical
2.    Theological/pastoral
3.    Evangelizing/community building
4.    Outreach/communicating
5.    Stewardship
6.    Church government

 Covers everything to do with Sunday and weekday worship in the church.

-pew leaflets/bulletins for diocesan services such as ordinations to the diaconate, priesthood, Synod services, -clergy conferences
-alternate forms of liturgy
-tapes (audio and video) of diocesan services
-sermon notes of the bishops of Huron
-ignificant anniversary service bulletins from the cathedral e.g. 100th, 125th, 150th

 Material that covers the study, teaching and pastoral aspects of church life.

-official papers of the Bishops of Huron
-personal records and papers of the Bishops of Huron
-paper/manuscripts/records of notable Anglicans within the diocese of Huron e.g. Dr. Gwynne-Timothy
-vestry books/preacher's books from the parishes (historical)
-native American materials/records
-Christian initiation records i.e. confirmation (to be disposed after 70 years according to Archives Committee motion February '97 to be reviewed every 5 years)
-Lay readers' association
-clergy photo directories
-parish registers (baptisms, marriage, burials), historical
-parish histories (2 copies)

Activities that draw people into the church and faith in Jesus Christ.

-diocesan Women's Auxiliary materials
-ACW diocesan materials
-ACW parish records (historical)
-diocesan youth groups
-Evangelism Task Force materials
-diocesan children's events e.g. annual spring event
-diocesan Brotherhood of Anglican Churchmen materials

 OUTREACH/COMMUNICATING

Material concerned with outreach to others outside the parish, outside the community or outside the country and also with ecumenical ventures, programmes and events designed to appeal to people outside the parish.

-records of diocesan committees e.g. Huron Hunger Fund, Refugee support programmes.
-Anglican-Catholic-Lutheran ecumenical discussions

Material concerned with the collecting, looking after and spending of money; care of property (churches, halls, rectories and other buildings); cemeteries.

-property deeds and titles; surveys
-sentences of consecrations for buildings
-wills, mortgages
-yearly parish financial statements
-diocesan stewardship programmes/materials
-architectural drawings
-rusts, endowments (inactive)
-diocesan finance and executive committee materials (see separate sheets: Policies regarding financial records - Page 4-4...12-13)

Material concerning the administration, communications and publications of the diocese.

-Great Chapter materials
-deanery clericus minutes/reports
-Archdeaconry Commission reports
-minutes of Diocesan committees and subcommittees
-Synod Journals
-Huron Church News
-constitutions and canons (see separate sheets: Policy regarding official corporation records, page 4-4...12-13)
-list of matrimonial commission applicants
-licenses of clergy
-personnel records
-annual vestry reports

PARISH ARCHIVES COLLECTION POLICY

"Parish records are, like the fabric of the church, not property at our own disposal, but entrusted to us for transmission, unharmed and undiminished to our successors."  Church of England, Guide to the Parochial Registers.

The creating, keeping and disposition of parish records is a responsibility shared by the incumbent and the church wardens.  The division of responsibility, however, is by no means clear and the duties are derived from various sources: custom and tradition of the Anglican church as far back as 1538, the Church Temporalities Act (of Ontario) 1841, canons of the Diocese of Huron, regulations of Revenue Canada from the Income Tax Act.  As well, all requirements of the civil law must be met, e.g. registration of marriages.

There are some records then, according to church canon law and civil law, that the parish must keep.  But there are many other items that a parish may wish to keep as a record for future generations.

In 1995, the newly expanded Diocesan Archives was opened for the Diocese of Huron.  This archives is the repository for parish records that must be retained indefinitely, according to canon and civil law.  However, the Diocesan Archives does not have the space for all 165 parishes to deposit other types of historical records.  Parishes will have to take on the responsibility for storage and care of records they may wish to keep.

This collection policy is an attempt to identify the kinds of materials that parishes might want to retain.  Included will be advice on storage and preservation of those records; responsibilities of incumbents and churchwardens for record keeping; and requirements of Revenue Canada.

To help parish archivists collect and sort materials, the work of the church can be categorized into six broad areas:

1.  Church government
2.  Liturgical/musical
3.  Evangelizing/community building
4.  Outreach/communicating
5.  Stewardship
6.  Theological/pastoral

This collection policy lists under each subject some of the kinds of items that parishes may want to keep.  It is not intended to be exhaustive, but rather suggestive.

For guidelines related to parish items that should be sent to the Diocesan Archives, refer to page 4-4...4-6, identified as “Diocesan Archives Collection Policy”

Diocese of Huron Archives: PARISHES

POLICY REGARDING FINANCIAL RECORDS

CLASS 1. HOLD INDEFINITELY AT PARISH

-General Ledger and Financial Statements

-Trust Ledger and trust documents for Active Trusts (keep, subject to court audit accounting records; destroy following court audit)

-Trust documents for closed Trusts

-Duplicate copies of Tax Receipts issued for capital donations (keep at least 10 years)

CLASS 2. DESTROY AFTER 7 YEARS
(generally records which have value only on a per year basis)

-Cancelled Cheques and File Copies

-Paid Invoices and Accounts payable Records

-Bank Statements and Deposits Information

-Subsidiary Cash Book Records such as:

Annual Parish Budget, Annual Pension Assessment, Petty Cash Books, and Vouchers, GST and PST information and reports, Payroll and Employee Benefits Records

-Financial Report to Diocese (yellow/purple/pink/green form)

-Trust Ledger for closed Trusts (if audited, or formal approval and release of accounting on hand)

CLASS 3. DESTROY AFTER 2 FULL YEARS

·                     Duplicate Copies of Tax Receipts Issued (except for capital donations [see class 1])

CLASS 4. DESTROY AFTER 1 YEAR MAXIMUM

-Church Envelopes (once recorded for donor verification)

Executive Committee motion of June 19, 1970 updated in 1997 (by Archives Committee of the Diocese of Huron and reviewed by the Diocesan auditor) as a guideline for Diocese of Huron parishes as mandated by government restrictions and regulations.