Canon 16, Section 5 states: “The Incumbent and Churchwardens of each Parish shall deposit in the archives of the Diocese all Parish registers, books, documents, records and papers relating to the Parish which are no longer in use and are suitable as archival material”.

Parishes are encouraged to make deposits of materials with the Archives part of routine maintenance rather than accumulating records over the years. Churches that are closing or amalgamating are asked to send records directly to the Archives rather than to other Parishes.

What the Archives Collects:

  • Parish Registers
  • Vestry books
  • Parish Council/Board of Management minutes and materials
  • Preacher’s books
  • Annual financial records
  • Property deeds and all other legal instruments
  • Minutes and reports of committees and groups (ACW, Brotherhood of Anglican Churchmen, AYAP, etc.)
  • Scrapbooks
  • Orders of service for significant events
  • Newsletters
  • Correspondence
  • Photos and audio/visual material
  • Architectural plans and blueprints
  • Maps and surveys of parish boundaries and lots
  • Information on church history including anniversary booklets
  • Cemetery records
  • Information regarding stained glass or significant works of art displayed
  • Parish Lists

What the Archives Does NOT Collect:

  • Weekly service bulletins
  • Financial records that would not be kept past retention policy (cheque stubs, monthly statements, etc.)
  • Bibles, Books of Common Prayer, or hymnals (note: exceptions will be made for books of historical importance such as significant ownership, a dedication, inscription, or historical note, etc.)
  • Sacred vessels
  • Furniture
  • Vestments
  • 3-dimensional artifacts (note: 3D items may be photographed and the photographs entered into the collection)

The Archivist welcomes any questions or concerns regarding what is and is not collected. Please call or email the archives with any inquiries regarding what records should and should not be transferred.

Best practices for keeping your records in good condition before they arrive at the Archives:

  • Store records in a clean, dry place – preferably in drawers or on shelving, not on the floor
  • Try to limit your records’ exposure to light, pests, harsh chemicals, and fluctuating temperatures
  • Write legibly in pen (future researchers will thank you!)
  • Keep your records in chronological order or otherwise organized in a way that makes logical sense
  • Apply appropriate labels and names to files including dates when possible (“ACW Minutes June 12, 2022” is a much better title than simply “Meeting Minutes”)
  • Transfer records to the Archives regularly rather than accumulating boxes of records over time
  • Transfer records to the Archives in banker boxes if possible. If this is not possible, any clean boxes free of pests and debris may be used. Please avoid putting records into plastic or reusable bags, as this can damage records
    • Avoid overfilling boxes – this can damage both the records and the Archivist!
  • When transferring photographs, please try to identify dates, the name of the photographer, individuals in the photos, events, or any other information that may be useful to future researchers. Please include this information on a separate sheet rather than writing on the photographs themselves
  • Be sure to take considerations for digital files as well as physical records
    • Digital files may be transferred to the Archives on a USB stick or as printed hardcopies
    • Ensure that digital files are given appropriate names
  • When transferring records to the Archives, please notify staff of particularly damaged, fragile, or moudly items so they can be given proper care upon receipt