"Marion Beyea, Anglican Church archivist since the retirement of Dr. Thomas Millman in 1975, says the [General Synod] archives continues to receive new acquisitions as its need become known. 'We want all kinds of papers and records, she says. 'They don't have to be old now, but they will be someday and they will then provide valuable information'." 'The job of an archivist is more than acquiring records and data. It is also knowing where to find existing information. To this end, Ms Beyea is broadening co-operation with her office and diocesan archivists, many of whom have valuable historic materials in their possession. ... 'What I see as the ideal program for Anglican archives in Canada is a network consisting of diocesan archives, General Synod archives, parish and cathedral archives and the archives of the ecclesiastical provinces', Ms. Beyea says".
The Anglican Foundation has made a grant to the Diocese of the Arctic to enable the archival preservation, arrangement and description of 75 boxes of material recently transferred to the General Synod Archives. The Diocese of the Arctic synod office is moving from Toronto to a location within the diocese.
"The Diocese of the Arctic archives project is continuing the arrangement of the previous project, which described two series of the records, for the episcopates of Bishop Archibald Fleming and Bishop Donald Marsh. The third series is the records of Bishop John R. Sperry (1974-1990)."
"The Spring 2002 Number of the 'Journal' is devoted to papers from the '(Re)Making Anglican Tradition(s) in North America' conference celebrating the tercentenary of the Society for the Propagation of the Gospel in Foreign Parts that was held at Trinity College, Toronto, Ontario, from 23 June to 27 June 2002. .... The papers [in this issue] represent most of the topics of the conference and range from the fully developed research papers, to dissertation outlines, to portions of books in preparation to brief surveys of the historical discussion" (p. 5).
"The position paper on the future of the Anglican Archives Network 'You Are My Witnesses: The Future of the Anglican Archives Network' written by the Archivist of the Ecclesiastical Province of Canada [Richard Virr] and the Archivist of General Synod [Terry Thompson] with the assistance of the other three Provincial Archivists is published in this number of the 'Journal'. Both Dr. [Christopher] Trott's letter and the position paper are indicative of how the historical and archival communities are trying to deal with the on-going financial crisis in the Anglican Church of Canada due to the unresolved Residential School legation [sic]" (p. 6).
Letter dated 14 June 2002 and addressed to members of the Canadian Church Historical Society. "Over the past year, the CCHS has been going through a number of important organizational changes .... As of the Annual General Meeting on May 27, 2002 the Society has become independently incorporated as a charitable non-profit society. Please see the appended By-Law #1 of the Society [printed on pages -188 of this issue and separately indexed]. Since the Strategic Plan of 1995, the Society has gradually been moving into an 'arms length' relationship with the Anglican General Synod. The incorporation of the CCHS completes this process. The Board is presently applying to register as a charitable organization under the Canada Customs and Revenue Agency in order to issue tax receipts. The Annual General Meeting also adopted a strategic plan. This plan authorizes the Board to negotiate the purchase of the General Synod Archives from the Anglican Church of Canada, and to establish the means to provided operating funds for the Archives once they have been purchased".
"The Anglican Archives Network has been developed over the past twenty-five years to provide a means of communication, training and support for the diocesan and provincial archivists of the Anglican Church of Canada. This development has been largely the result of the work of the Archivist and archives staff of General Synod resulting in a 'from the top down' model. However, the General Synod support staff that has been available in the past is no longer available to the same degree that it has been due to the financial crisis overtaking General Synod. Therefore, oven both the present stage in the development of the Anglican Archives Network and the situation at General Synod, this would seem to be an opportune time to consider the future direction of the Anglican Archives Network. This position paper provides some historical background on archives, some current information and proposes a model for the future development of the Network" (p. -164). The Anglican Archives Network began in 1975 and "includes all the dioceses of the Canadian Church. The activities of the Network fall under five headings: 1. Training of diocesan archivists; 2. Records management instruction; 3. Information exchange on policies and developments; 4. Support to archivists and dioceses; 5. Coordination of activities" (p. 168).
Paper divided into sections: The Present Situation -- Archives and the Church -- History: Anglican Archives in Canada -- Canadian Church Historical Society -- Anglican Archives Network -- Who We Are -- General Synod -- General Synod and the Anglican Archives Network -- The Future -- Conclusion.
Position paper written by the Archivist of the Ecclesiastical Province of Canada (Richard Virr) and the Archivist of General Synod (Terry Thompson). In addition, the paper "has been commented on and endorsed by: Trevor Powell, Archivist, Ecclesiastical Province of Rupert's Land; Mary-Anne Nicholls, Archivist, Ecclesiastical Province of Ontario; Doreen Stephens, Archivist, Ecclesiastical Province of British Columbia and Yukon and James Sweeny, Chair, Information Services Subcommittee" (p. 177).
"The diocesan archivists from the Ecclesiastical Provinces of Ontario and Canada met in Montreal on 25 and 26 October 2002. .... This meeting was so successful that the [archivists of the ecclesiastical provinces] of Canada and Ontario have decided to meet together in the future. The next joint session is planned for October 2003 in Ottawa (p. 91)".
"Shirley Campbell Spragge, recently retired archivist of Queen's University, archivist of the Anglican Diocese of Ontario and Past President of the Canadian Church Historical Society died on 11 August  in Kingston [Ontario]". "The funeral was at St. George's Cathedral, Kingston on 15 August and the following eulogy was given by Terry Thompson, Archivist of General Synod" (p. ). "In the early 1980s Shirley was serving on the staff of the Queen's University archives. She arranged her time to assist the fledgling network of Anglican archivists. This network's first major project was the publication of a series of Guides to the holdings of Anglican archives for each of the ecclesiastical provinces" (p. 138). "In 1989 Shirley served as a member of the General Synod for the Diocese of Ontario, and worked from 1989 to 1992 as a member of the Inter-Church Inter-Faith Relations Committee. Her energy and commitment to the ecumenical tasks were inspiring. These were high energy years for her. I still remember her expression of surprise when I had to tell her that she couldn't serve on ICIFRC and the General Synod Archives Committee at the same time. More recently, Shirley served as president of the Canadian Church Historical Society, providing leadership and support in a time of stressful transition to the General Synod Archives, the Society and the archive network. Her work on behalf of the Millman Endowment Fund will continue to assist the publication of Anglican and Ecumenical history" (p. 138).
"'The Guide to the Archives of the Ecclesiastical Province of Canada' has just been published. It provides listings of the holdings of the Provincial Archives and of the archives of the seven dioceses of the Province: Nova Scotia, Fredericton, Quebec, Montreal, Eastern Newfoundland and Labrador, Central Newfoundland and Western Newfoundland. It is the fourth volume in the Anglican Records Series. Guides to the archives of the Provinces of Rupert's Land, Ontario and British Columbia and Yukon were published earlier. Copies of the Canada Guide are available at $25.00 from General Synod Archives, 600 Jarvis Street, Toronto, Ontario, M4Y 2J6". [Complete text of Note.]
"The Social Sciences and Humanities Research Council (SSHRC) has awarded a Research Tools Grant for a project to be supervised jointly by the Ecclesiastical Province of Ontario and the Ontario Diocesan Archives, in consultation with the General Synod Archives. This project is the preparation and publication of a guide to the holdings of the Archives of the Ecclesiastical Province of Ontario as well as those of the archives of the seven dioceses of the Province (Toronto, Niagara, Huron, Ontario, Ottawa, Algoma and Moosonee)". "The award, for a period of two years, is in the amount of $144,500. The supervisory team will be the diocesan archivists who will meet four times a year. The central office will be in the Archives of the Diocese of Toronto, and the co-ordinator will be Mary-Anne Mihorean, the archivist for the Diocese of Toronto. Two archivists have been hired for the project, Ken Wilson of Ottawa and Matthew Szybalski of Toronto. They began their work on 1 February 1988, and will travel together to the eight Archives in the Province and (where appropriate) to the archives of the Cathedrals and Theological Colleges. Their work will be based on the preliminary survey completed by Kelly Gormely in 1987 (also on a grant from SSHRC)".
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.
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
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
Report to the National Executive Council From the Archives Committee
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.
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 . 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.
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.
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.
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.
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.
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.
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.
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.
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.
1. The Archives Division shall be administered by the Archivist of the General Synod under the direction of a committee which shall consist of:
a) three members, each of whom shall be elected by the National Executive Council for a three year term which may be renewed once;
b) two members, each of whom is a provincial synod or diocesan archivist, appointed by the Primate for a three year term which may be renewed once;
c) the General Secretary;
d) the Archivist, who shall serve as Secretary of the Committee.
2. It shall be the duty of the Committee and it is hereby authorized and empowered:
a) to elect its own Chairperson;
b) to develop and propose policy for the Division to the General Synod or the National Executive Council as appropriate;
c) to establish, maintain and develop relationships among the archival agencies of The Anglican Church of Canada;
d) to encourage, co-ordinate and assist archival programs in the dioceses, ecclesiastical provinces and other church agencies;
e) to report to each session of the General Synod and to the National Executive Council at the request of either the Committee or the Council.
3. The Archivist shall be appointed by the National Executive Council on the recommendation of the General Secretary, and be accountable to the General Secretary.
4. Subject to the authority of the General Synod or the National Executive Council, the Division shall:
a) collect, arrange, describe and preserve the records and related papers of the General Synod and its committees, councils, boards and commissions;
b) collect, arrange and preserve the official papers of the Primate, the General Secretary and all other officers and employees of the General Synod;
c) be the depository, additional to the Archives of the several ecclesiastical provinces, of 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;
d) 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;
e) 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.
5. The Division shall be supported by the Assessment.
6. The National Executive Council may from time to time make, alter or replace Regulations for the Division. CARRIED IN ALL ORDERS by the required majority Act 28
Archbishop Walter Jones presented the report and called upon Archdeacon Gordon Hendra to present "the pronouncement of Algoma" to Archbishop John Bothwell for the Diocese of Algoma.
Archdeacon Harry Hilchey spoke to the written report of the Museums Policy Tasks Force, which was established by the National Executive Council in May 1987. The major work of the committee included identification of Anglican heritage sites and development of an inventory of artifacts.
That this National Executive Council urge each diocese, cathedral and parish to maintain an accurate record of its material heritage. This record should include a statement of ownership, the names of creators, dates of creation, and the dates of gifts or acquistions. CARRIED #07-03-89
Archbishop Jones presented a joint resolution from the Archives Committee and the Sub-committee on Marriage and Related Matters, as follows:
Moved by: Most Rev. W.H. Jones
Seconded: Ms. M. Olson
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.
Original Court documents should be returned to the applicant after the case is heard.
There was considerable discussion, during which Mr. Ernest Fisher urged defeat of the motion which would allow him to present an alternative motion.
The motion was put and DEFEATED.
Moved by: Mr. E.H. Fisher
Seconded by: Canon W.V. Graham
Applications shall be retained for a minimum of seven years.
An amendment to the above motion was put:
Moved by: Dr. D.N. Maybee
Seconded by: Mrs. A. Newell
That the words "but may be destroyed after that time" be added at the end of the sentence ending "retained for a minimum of seven years". DEFEATED
Following discussion it was:
That the original motion, jointly proposed by the Archives Committee and the Sub-committee on Marriage and Related Matters, along with the new motion, be referred back to these committees for clarification/revision. CARRIED #09-03-89