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Amendment to Canon V : Archives

http://archives.anglican.ca/en/permalink/official7169
Date
1998 May 21-29
Source
General Synod. Minutes
Record Type
Act 14
Date
1998 May 21-29
Source
General Synod. Minutes
Record Type
Act 14
Mover
Hon. R. Stevenson
Seconder
Archdeacon J. Boyles
Text
That Canon V - Archives - be amended by :
- deleting sections 2 and 3;
- deleting the words "and in consultation with the Archives Advisory Board" in Section 5;
- renumbering the sections accordingly. CARRIED Act 14
Subjects
Anglican Church of Canada. General Synod. Constitution. Canon V - Archives
Anglican Church of Canada - Archives
Anglican Church of Canada. General Synod. Archives
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Motion to Adjourn as COGS

http://archives.anglican.ca/en/permalink/official10398
Date
2013 March 14-17
Source
Council of General Synod Minutes
Record Type
Resolution
Date
2013 March 14-17
Source
Council of General Synod Minutes
Record Type
Resolution
Mover
The Most Rev. Colin Johnson
Seconder
The Ven. Harry Huskins
Prologue
TRUTH AND RECONCILIATION COMMISSION (TRC) #025-12-13-03 : Document Collection
Archdeacon Thompson welcomed Ms. Nancy Hurn, General Synod Archivist, and Archdeacon Jim Boyles. He spoke about the digitizing of archival documents for TRC, whose mandate it is to gather relevant archival material from all parties involved with the operations of residential schools (including General Synod). This work has commenced but TRC lacks adequate resources to complete it. Archdeacon Thompson advised that money is available in the unrestricted surplus of the Missionary Society of the Anglican Church of Canada. He also emphasized that this work and expenditure is a response to a request from the TRC to the Parties to the Settlement Agreement.
Archdeacon Thompson requested COGS to consider contributing a portion of the reserve funds from the Missionary Society of the Anglican Church of Canada (MSCC) for this work. He thanked Ms. Hurn for her leadership and advocacy and Archdeacon Boyles for volunteering his time to assist with assembly of the documents. [Applause]
Text
That the Council of General Synod adjourn and reconvene as the Missionary Society of the Anglican Church of Canada.
ADOPTED
Notes
Following the meeting of the Missionary Society (MSCC), the Council of General Synod meeting reconvened.
Minutes of the MSCC meeting are attached as Appendix B.
Appendix B
MEETING OF THE BOARD OF MANAGEMENT OF THE MISSIONARY SOCIETY OF THE ANGLICAN CHURCH OF CANADA
Queen of Apostles Renewal Centre, Mississauga, ON
March 14, 2013
PRESENT
The Members of the Council of General Synod
Officers of the Society:
- President and Chair of the Board of Directors – Archbishop Fred Hiltz
- General Secretary – Archdeacon Dr. Michael Thompson
- Treasurer – Ms. Hanna Goschy
Financial Support with respect to Provision of Archival Documents
Moved by: Canon Robert Falby
Seconded by: The Ven. Harry Huskins
That the MSCC make available up to $125,000 from the unrestricted surplus of the Missionary Society of the Anglican Church of Canada for the following purposes:
1. Up to $30,000 to support dioceses in meeting their obligations to provide their archival documents, in fulfillment of their obligations under the Indian Residential School Settlement Agreement.
2. Up to $95,000 to create a digital version of documents provided by the Anglican Church of Canada (in fulfillment of a legal obligation) to ensure that those documents will be accessible through the National Research Centre (in fulfillment of a solemn moral obligation) to former students and their families and communities, as well as to researchers and educators and the general public.
ADOPTED #MSCC-01-03-13
Motion to Adjourn
Moved by: Chancellor David Jones
Seconded by: Ms. Cynthia Haines-Turner
That the meeting of the Board of Management of the Missionary Society of the Anglican Church of Canada be adjourned.
ADOPTED
Subjects
Missionary Society of the Anglican Church of Canada (M.S.C.C.)
Missionary Society of the Anglican Church of Canada (M.S.C.C.) - Grants
Canada. Truth and Reconciliation Commission
National Research Centre for Truth and Reconciliation (Winnipeg, Man.)
Indian Residential Schools Settlement Agreement (IRSSA)
Anglican Church of Canada. General Synod Archives
Anglican Church of Canada - Archives
Electronic records
Digital preservation
Indigenous peoples - Canada - Residential schools - Anglican Church of Canada
Indigenous peoples - Canada - Residential schools - Information resources
Indigenous peoples - Canada - Anglican Church of Canada - 21st century
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Officers of the General Synod - Resolution: 5. Native People and Issues and Annual Gathering of Statistics

http://archives.anglican.ca/en/permalink/official1779
Date
1992 November 17-20
Source
National Executive Council. Minutes
Record Type
Resolution 32-11-92
Date
1992 November 17-20
Source
National Executive Council. Minutes
Record Type
Resolution 32-11-92
Mover
Mrs. A. Newell
Seconder
Ven. D. Woeller
Text
That NEC refer the following Acts from General Synod 1992 as follows:
1. Act #82 related to the review of all past NEC and General Synod resolutions related to Native people and issues to the Archivist for action, in consultation with Program staff who have been directly involved, for presentation to the May 1993 NEC meeting; and
2. Act #56 related to the annual gathering of human and financial statistics to the Strategic Planning Task Force for action, with the assistance of Standing Committees, for presentation to the May 1993 NEC meeting. CARRIED #32-11-92
Subjects
Anglican Church of Canada. General Synod - Resolutions
Anglican Church of Canada. National Executive Council - Resolutions
Indigenous peoples - Canada - Anglican Church of Canada
Anglican Church of Canada - Statistics
Anglican Church of Canada - Finance - Statistics
Indigenous peoples - Canada
Anglican Church of Canada - Archives
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Provision of Archival Documents to the Truth and Reconciliation Commission

http://archives.anglican.ca/en/permalink/official10399
Date
2013 March 14-17
Source
Council of General Synod Minutes
Record Type
Resolution 05-03-13
Date
2013 March 14-17
Source
Council of General Synod Minutes
Record Type
Resolution 05-03-13
Mover
Canon Robert Falby
Seconder
The Ven. Harry Huskins
Text
That up to $125,000, made available to the General Synod by the Missionary Society of the Anglican Church of Canada, be used for the following purposes:
1. Up to $30,000 to support dioceses in meeting their obligations to provide their archival documents, in fulfillment of their obligations under the Indian Residential School Settlement Agreement.
2. Up to $95,000 to create a digital version of documents provided by the Anglican Church of Canada (in fulfillment of a legal obligation) to ensure that those documents will be accessible through the National Research Centre (in fulfillment of a solemn moral obligation) to former students and their families and communities, as well as to researchers and educators and the general public.
ADOPTED #-05-03-13
Notes
The Primate thanked the General Secretary for his leadership. He also noted that the Anglican Church of Canada is now aligned with the United Church of Canada, which has made a similar commitment to offer extra funds for archival work.
Subjects
Missionary Society of the Anglican Church of Canada (M.S.C.C.) - Grants
Canada. Truth and Reconciliation Commission
National Research Centre for Truth and Reconciliation (Winnipeg, Man.)
Indian Residential Schools Settlement Agreement (IRSSA)
Anglican Church of Canada. General Synod Archives
Anglican Church of Canada - Archives
Church archives - Canada
Electronic records
Digital preservation
Indigenous peoples - Canada - Residential schools - Anglican Church of Canada
Indigenous peoples - Canada - Residential schools - Information resources
Indigenous peoples - Canada - Anglican Church of Canada - 21st century
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Repeal and Replace Canon V - Archives

http://archives.anglican.ca/en/permalink/official178
Date
1995 June 1-9
Source
General Synod. Minutes
Record Type
Act 41
Date
1995 June 1-9
Source
General Synod. Minutes
Record Type
Act 41
Mover
Hon R. Stevenson
Seconder
Archdeacon J. Boyles
Text
That Canon V - Archives be repealed and the following substituted therefore:
1. That Archives shall be administered by the Archivist.
2. The Archives Advisory Board shall consist of:
i) three members appointed by the Council of the General Synod
ii) one member of the Information Resources Committee, from among the members of the committee
iii) one member appointed by the Primate.
3. The Advisory Board shall:
a) elect its own chairperson;
b) develop and propose policy for the Archives to the Information Resources Committee;
c) establish, maintain and develop relationships among the archival agencies of The Anglican Church of Canada;
d) encourage, co-ordinate and assist archival programs in the dioceses, ecclesiastical provinces and other church agencies;
e) develop an increased awareness of the need to preserve the heritage of architecture and artifacts significant to the Anglican Church of Canada;
f) promote historical research and writing in cooperation with the Canadian Church Historical Society and other agencies;
g) report regularly to the Information Resources Committee.
4. The Archivist shall be appointed by the Council of the General Synod on the recommendation of the Primate.
5. Under the direction of the Information Resources Committee and in consultation with the Archives Advisory Board, the Archives shall:
a) establish and maintain a records management program for the active records and related papers of the General Synod and its committees, councils, boards and commissions;
b) collect, arrange, describe and preserve the permanent records and related papers of the General Synod and its committees, councils, boards and commissions;
c) collect, arrange and preserve the official papers of the Primate, the General Secretary and all other officers and employees of the General Synod;
d) receive, additional to the archives of the several ecclesiastical provinces, the records of the election, consecration, translation and installation of bishops of The Anglican Church of Canada, and the records of the election and installation of metropolitans;
e) encourage, co-ordinate and assist, in co-operation with their respective archivists, archival programs in the dioceses, ecclesiastical provinces and related agencies, including religious orders, ecumenical coalitions and theological colleges;
f) collect, arrange, describe and preserve any other documents, manuscripts, photographs, films and tapes pertaining to the history and activities of The Anglican Church of Canada.
Amendment
Moved by Mrs. P. Creighton, seconded by Rev. R. Leggett,
That in section 3b) the words "develop and propose" be deleted and the word "formulate" be substituted; and that the words "to the Information Resources Committee" be deleted. DEFEATED
The original motion was then put and CARRIED. Act 41
Subjects
Anglican Church of Canada. General Synod. Constitution. Canon V - Archives
Anglican Church of Canada. General Synod. Archives
Anglican Church of Canada - Archives
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Report of Doctrine and Worship Committee - Matrimonial Commissions

http://archives.anglican.ca/en/permalink/official1551
Date
1991 November
Source
National Executive Council. Minutes
Record Type
Resolution 55-11-91
Date
1991 November
Source
National Executive Council. Minutes
Record Type
Resolution 55-11-91
Mover
Very Rev. D. Wallace
Seconder
Ms. J. Werrun
Prologue
In March 1989, NEC returned a resolution on this topic to the Archives Committee and the Doctrine and Worship Committee for further work. The following joint resolution was presented.
Text
That this National Executive Council recommend the following standards be adopted by the Matrimonial Commissions of the Anglican Church of Canada:
Permanent records shall include:
1. Matrimonial Commission minutes or an equivalent record.
2. A list of the names of all applicants by year, month, and name of the clergyperson making application.
3. The administrative correspondence of the Commission.
4. Stubs of the certificate issued, where available, or, alternatively, a copy of the bishop's letter to the applicants.
Records which should be destroyed after two years:
1. All applications.
2. Photocopies of Court documents.
Procedures:
1. Original Court documents should be returned to the applicant after the case is heard.
2. That Matrimonial Commission Records shall be destroyed by shredding or burning and that when destruction occurs, a certificate be prepared and authorized by the bishop. These certificates shall be retained by the registrars of the Matrimonial Commission. CARRIED #55-11-91
Subjects
Marriage - Religious aspects - Anglican Church of Canada
Anglican Church of Canada - Records and correspondence - Access control
Matrimonial Commissions - Anglican Church of Canada
Anglican Church of Canada - Archives
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Report of the Archives Committee - Permanent Quality Paper

http://archives.anglican.ca/en/permalink/official200
Date
1995 February 28 - March 3
Source
National Executive Council Minutes
Record Type
Resolution 51-03-95
Date
1995 February 28 - March 3
Source
National Executive Council Minutes
Record Type
Resolution 51-03-95
Mover
Archdeacon Jim Boyles
Seconder
Mrs. Amy Newell
Text
That this National Executive Council urges every diocese and ecclesiastical province to produce their official synod journals on permanent quality paper and, also, to ensure that reports of all committees, organizations, chaplaincies, etc., and full financial statements are included. CARRIED #51-03-95
Notes
017-06-95-3
Report to the National Executive Council From the Archives Committee
For Action:
Resolved that this National Executive Council urges every diocese and ecclesiastical province to produce their synod journals on permanent quality paper; and also, to ensure that reports of all committees, organizations, chaplaincies, etc., and full financial statements are included.
Rationale: The Archives Committee is serious concerned about the decline in the paper quality and content standards in many recent synod journals. The documentation strategies working group of the Archives Committee is undertaking a study of the core functions of each level of the Anglican Church in Canada today in order to assist diocesan archivists and others who are developing comprehensive collecting policies. In its preliminary report to the Archives Committee, the working group noted that several dioceses are no longer using permanent quality paper and that some no longer include full minutes, complete committee reports or financial statements in their journals.
Many of the most creative efforts in dioceses today are movement based. Record keeping is not a consistent function of these groups and there [sic i.e. their] contributions will only be known to the future if full records are kept in synod journals.
For Information:
1. The Committee received a report from the Parish Registers Working Group. Guidelines are being developed to assist bishops, diocesan archivists, theological educators and especially parish priests with the care and custody of these vital records. A draft copy of the guidelines is attached to this report. Questions or comments should be addressed to Mrs. Doreen Stephens, archivist of the Ecclesiastical Province of British Columbia at VST.
The Committee has written to the Primate expressing its opposition to the use of loose leaf binder formats for registers of baptism, marriages, and burials.
2. A records management training session will be held in Fredericton, October 11 and 12 [1995]. All diocese in the provinces of Canada are encouraged to attend.
3. A draft deposit agreement between the Ecclesiastical Province of Rupert's Land and the civil province of Manitoba Archives is awaiting approval and signatures.
4. The Canadian Church Historical Society has launched a fund raising effort in honour of Dr. Thomas Millman's lifetime contributions to the Church. The goal of this fund is to raise monies to support the continued publication of the CCHS Journal and other historical publications projects, both Anglican and ecumenical.
5. The Material Heritage Project has received a small grant from the Ecclesiastical Insurance Company to enable it to publish a manual on the caring for and decision-making about church property and artifacts. This topic is proposed as an Information Dialogue session at General Synod.
6. At the request of the General Secretary the Archives Committee has prepared the attached description of its current functions and a review of its activities.
017-6A-95-03
DRAFT: FOR DISCUSSION
A/ "How to Care for Parish Registers/"
1. Registers should be filled and signed by the officiant, at the time of, or as soon as possible after, the pastoral act. This insures that information is not lost.
2. All parts of each entry should be filled in completely.
3. Entries should be accurate, using names as registered with Provincial Vital Statistics (birth certificate names), NOT "nicknames".
4. Entries should be made in chronological order.
5. All entries should be printed legibly, including the names of signatories.
6. "Whited out" areas are unacceptable. If absolutely necessary they should be initialled.
7. No page or entry should be removed from a register. Voided entries should be clearly noted and initialled.
8. Marginal comments are not allowed.
9. Access to Parish Registers should be allowed only according to established diocesan policy.
10. Fees charged for certified copies should follow established diocesan policy.
11. All completed registers are to be kept in a secure location, under the care of the incumbent.
12. All active registers are to be kept in a secure location, under the care of the incumbent.
In the case of a vacancy they should be placed in the care of one of the church wardens, or as diocesan canons provide. The Synod office should be informed of their whereabouts.
B/ "What to do with completed registers."
BAPTISMS, MARRIAGES and BURIALS ARE PUBLIC ACTS. PARISHES AND DIOCESES HOLD THE RECORDS OF THESE ACTS IN TRUST FOR THE PARTICIPANTS AND ARE THEREBY RESPONSIBLE FOR MAINTAINING THE INTEGRITY OF THE RECORDS.
Care and Custody
1. The Diocesan Archives normally will provide care for completed registers and maintain intellectual control over them.
2. Completed registers are to be deposited in the Diocesan Archives.
3. The Diocese is responsible for providing a safe, secure repository for completed registers. Where a parish retains completed registers, wardens must provide assurance to the diocese that the records are safely and securely stored and that access is provided to qualified researchers.
4. Preservation microfilming of parish registers is a diocesan archives program priority. It is preferred that microfilm copies rather than originals are used by researchers. One preservation copy of the film should be stored off site.
The original register is no longer used, except in exceptional circumstances.
Access
1. Generally, records are considered "open" 100 years after the event, and my be issued and/or copied, on a per request basis, to any enquirer, through the diocesan archives.
2. Offers by third parties, [ie. the Mormon Church, genealogical societies] to do free microfilming, in exchange for total access, are not accepted.
3. Microfilm, or any other kind of copies, are to remain under the control of the Diocesan Archives, and are not to be distributed, ie. by inter-library loan, to other repositories or researchers.
2 February 1995
A SUGGESTED ACCESS POLICY TO INFORMATION IN PARISH REGISTERS
BY WHOM TO WHAT PURPOSE WHEN
Subject of record All records re: self Any Immediately
Family of subject Record, per specific request On behalf of subject who is out of town, a child or incapacitated Immediately - with written authorization from subject or legal representative
.... All records re: family member Own family history Death of subject
3rd Party researcher Any record Any purpose 100 years after event
.... Record per specific request On behalf of subject Immediately, with written authorization from subject or legal representative
.... .... On behalf of family or subject Death of subject, with written authorization from family
..... Specific body of records Academic project Immediately, upon signing of document re: privacy of individuals in records
.... .... re"adoption __ years after event; or per Diocesan chancellor's ruling, with legal liability considered.
**N.B.: The above policies apply to CHURCH REGISTERS ONLY
Where the church holds records on behalf of the Provincial Government [i.e. Civil Marriage registers in B.C.], their use is governed by the appropriate government legislation.
017-06B-95-03
ARCHIVES COMMITTEE REPORT ON STRUCTURES
"The faithful of old are commemorated and brought into the life of the present community not only in worship, but in the archives where the records of their witness are preserved. Because of its very nature, the archives has a special responsibility to proclaim what God has done in Jesus Christ for His people both in the past and in the present". [Footnote 1]
[Footnote. (1) Richard Virr, "Proclaiming the Good News: church archives, church history and the mission of the church". Journal of the Canadian Church Historical Society, Vol. XXXVI, No. 1, April 1994, pp. 58-70.]
The choice of option two by NEC leads us to reflect on the role of the Archives Committee in the ongoing structural reevaluation of the church. Option two does not envision major changes to the role of the Archives division. The mission of the archives remains to collect, arrange, describe, conserve and make available the records of the General Synod and related agencies.
We might briefly characterize the Archives as a place where we can ask questions about Anglican heritage and identity and find sensible answers.
The Archives Committee was re-established in 1980 by General Synod. The original archives committee had been established in 1934 and was dissolved with the acceptance of the Price Waterhouse report. It now operates as one of the smaller committees in the national church structure and acts primarily as a focus for the Anglican and other archival networks. The committee's functions include co-ordination, stimulation, continuity and communication. As such it provides important support for the ongoing operations of the archives of the Anglican Church across Canada both on a professional and interpersonal level. This is achieved through the membership of the committee, policy development and project planning.
This committee holds annual workshops for archives and records management training which sustains its ongoing work. Planning and follow-up work through the committee has proved to be crucial to the success of these events.
Diocesan archives canons normally include provision for a committee to undertake functions reflected at the national level.
Membership
Policy development and program management of an archives require specialized expertise from a number of different fields. The committee membership, while fairly reflecting the four ecclesiastical provinces, uses the skills of professional archivists, amateur (but trained) archivists, academic researchers, as well as church representatives. All of the professional expertise provided by these people comes to the church on a volunteer basis. This is expertise we could not afford at current consulting rates.
Networks
Each of these members brings with a network of associations with others in their respective field. While these others may not work directly on this national committee, some have contributed to task forces and working groups and workshops in dioceses and at the national level. Diocesan archivists, secular provincial archivists, overseas archivists (in the U.K., U.S. and Australia), and religious archivists in other denominations can all be linked through these networks. A wider range of expertise is made available for the work of the church at all levels, again on a volunteer basis. Through these associations Anglican diocesan and provincial archives have gained access to significant amounts of funding for specific projects, and are enabled to provide training within each of the ecclesiastical provinces.
Policy
The work of the archives committee has been strongly focused on policy development not only for the General Synod Archives but on behalf of the diocesan and provincial archives. Many of these archives are smaller, volunteer-based and benefit from access to networks created and on assistance and advice from professionals in the field.
Much of the policy work of the archives committee is developed by ad hoc task forces. Currently three task forces are at work.
The Descriptive Standards Task Force has taken the relatively complex Rules for Archival Description, adapted them to the particular Anglican Church needs, and simplified them for use by volunteers in local church archives. Accession forms and disaster recovery plans have been developed in one diocese, modified for national use by the committee, and distributed to other dioceses.
The Documentation Strategies Task Force is undertaking planning and priorities work on behalf of the committee. They are examining the activities of the church to recommend the kinds of collections [that] would best represent those functions. This is to guide the archives across Canada about the kinds and types of material they should be collecting and where these collections might best be housed.
The Materials Heritage Project is working on a manual to assist all levels of the Church with decision-making processes in the areas of redundant churches; historical artifacts and abandoned properties.
Earlier task forces on matrimonial commission documents and canons have been disbanded now that their work has been completed.
Other task forces have produced models which dioceses and parishes can adapt to their own specific needs. Accession forms and disaster plans have been developed in one diocese, modified for national use, and distributed to other dioceses.
Staff Support
In the same way as a parish council provides advice and support to rectors the six members of the archives committee support the archives staff.
Conclusion
The work of the archives committee focuses on what we need the national church to do well. The national church is at its best when it communicates with, co-ordinates and stimulates the efforts in dioceses and parishes.
Glen Kent chair; David Adams, Nancy Hurn, Stephen Sharman, Doreen Stephens, Chris Trott.
Subjects
Anglican Church of Canada - Archives
Millman Endowment Fund
Anglican Church of Canada - Records and correspondence
Records - Management
Permanent paper
Anglican Church of Canada. Archives Committee
Parish registers - Anglican Church of Canada
Anglican Church of Canada - Records and correspondence - Access control
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7 records – page 1 of 1.