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)."
"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.]
"Thomas Reagh Millman, priest, historian and archivist died in Toronto on Friday 22 November 1996". "While in the Diocese of Montreal, Dr. Millman along with the Reverends S.B. Lindsay and R.K. Naylor and Professor J.I. Cooper, was one of the founders of the Montreal Diocesan Archives. Dr. Millman was the first archivist of General Synod of the Anglican Church of Canada (1955 until 1974), a founder of the Canadian Church Historical Society and a Canadian church historian of the first rank". "The Most Reverend Michael Peers, Primate of the Anglican Church of Canada, said of Dr. Millman, 'As well as being a scholar with a deep knowledge and love of the Canadian Church, he was a gentle, gracious man with an unfailing smile and a joy in both teaching and learning. In 1995, in honour of Dr. Millman's ninetieth birthday, the Canadian Church Historical Society established the Millman Endowment Fund. Income from this fund will help to support the continuation of the Society's programme of publications and other activities".
Cover title: Guide to the holdings of the Ecclesiastical Province of Ontario.
"[B]y the Archivists of the Ecclesiastical Province of Ontario".
"The 1711 entries in this Guide represent the complete holdings of the seven dioceses in the Ecclesiastical Province of Ontario, the Anglican Church of Canada as of October 1, 1989, along with the holdings pertaining to the Ecclesiastical Province and the Diocese of Moosonee held at the General Synod Archives in Toronto. Selected holdings held in the archives of Wycliffe College and Trinity College are also included. The material listed in this guide, broad in scope, varying considerably in the amount and type of material available, gives tremendous insight into the history of the Anglican Church in the Ecclesiastical Province of Ontario and the history of Ontario and Northwestern Quebec in general. An inventory of material, important to Canadian church history is now under greater archival control and is more readily accessible". -- Technical Intro.
Contents: Preface / John Bothwell, Archbishop of Niagara and Metropolitan of Ontario, Anglican Church of Canada -- Acknowledgements dated Spring 1990 / Mary-Anne Nicholls, Project Co-ordinator, Ontario Guide Project -- Technical Introduction / John Dirks -- Archival Collections -- Addresses -- Glossaries -- Biographies -- Names Index -- Places Index.
Archival Collections section contains: The Ecclesiastical Province of Ontario -- Algoma, Diocese of -- Huron, Diocese of -- Moosonee, Diocese of -- Niagara, Diocese of -- Ontario, Diocese of -- Ottawa, Diocese of -- Toronto, Diocese of -- Trinity College -- Wycliffe College.
Cover title: Guide to the archives of the Ecclesiastical Province of British Columbia and Yukon
"[B]y the Archivists of the Ecclesiastical Province of British Columbia and Yukon".
"Published by the Anglican Church of Canada, General Synod Archives, 600 Jarvis Street, Toronto, Ontario M4Y 2J6. Copyright 1993 by the Anglican Church of Canada, General Synod Archives. ... Printed by the Printing House, 181 University Avenue, Toronto". -- verso of t.-p.
Contents: Preface / Douglas W. Hambidge, Archbishop of New Westminster, and Metropolitan of British Columbia and Yukon, Anglican Church of Canada -- Acknowledgements dated March 1993 / Doreen Stephens, Project Coordinator, B.C. and Yukon Guide Project -- Technical Information / Mark Epp -- Maps -- Archival Holdings -- Addresses -- Glossaries -- Biographies -- Personal Names Index -- Geographic Names Index.
Archival Holdings section contains: Ecclesiastical Province [of British Columbia and Yukon] -- Diocese of British Columbia -- Diocese of Caledonia -- Diocese of Cariboo -- Diocese of Kootenay -- Diocese of New Westminster -- Diocese of Yukon -- Vancouver School of Theology.
Cover title: Guide to archives of the Ecclesiastical Province of Canada.
"[B]y the archivists of the Ecclesiastical Province of Canada".
"The Ecclesiastical Province of Canada is composed of the seven dioceses of Nova Scotia, Quebec, Fredericton, Montreal, Eastern Newfoundland and Labrador, Western Newfoundland and Central Newfoundland. This is the oldest part of the Canadian Church and the records begins in the mid-eighteenth century." -- Intro.
"Like the three previous guides in this series ... the purpose of this work is to provide an overview of the fonds ... and collections available, with basic information about the kinds of records held and some information about their creators and contents. This guide is not designed to replace more detailed finding aids at the different archives, but to direct researchers to the appropriate archive." -- Technical Intro.
Contents: Foreword / Most Reverend S. Stewart Payne, Archbishop of Western Newfoundland, Metropolitan of Canada, Anglican Church of Canada -- Introduction dated Lammas Day [i.e. 1 August], 1995 / Dr. Richard Virr, Project Coordinator, Canada Guide Project -- Technical Introduction -- Archival Holdings -- Addresses -- Glossary of Ecclesiastical Terms -- Glossary of Technical Terms -- Personal Names Index -- Geographical Names Index.
Archival Holdings section contains: Ecclesiastical Province of Canada -- Diocese of Fredericton -- Diocese of Montreal -- Diocese of Central Newfoundland -- Diocese of Eastern Newfoundland and Labrador -- Diocese of Western Newfoundland -- Diocese of Nova Scotia -- Diocese of Quebec.
"This conservation manual originated in a plan of action for preserving the archival records of the Anglican Church of Canada." -- Intro.
Contents divided into three main sections: Introduction -- Products of the Environment -- Protective Custody (with visitation rights).
Contents: To conserve or to preserve ? -- When in doubt, read the manual ! -- House and Home (Building and Maintenance) -- "Molly Maid" (Housekeeping) -- Weather Forecast (Temperature and Relative Humidity) -- No Light Shows, Please ! (Light) -- Acidity: Everywhere ! (Acid) -- Science Experiments (Fungi, Mould, and Mildew) -- Don't Bug Me ! (Insects and Rodents) -- Midas-ize it ! (Pollution) -- Caution ! Danger Ahead (Disaster Management) -- Specials Needs Class -- Signed, Sealed, and Delivered -- Visitation Rights -- Exhibitionists and Mercenaries (Display and Loans) -- Intimate Apparel (Enclosures) -- Cedar Chest and Mothballs (Storage Equipment and Location) -- Salvaging the Wreckage (Conservation) -- Hark ! Who Goes There (Security) -- Supplies and Suppliers -- Bibliography -- Conservation Policy Survey.
First published as: Archives Environment and Custody: A Conservation Manual. Toronto: General Synod Archives, 1997. OTCH also has 1997 edition.
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.
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.
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.
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
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
"This conservation manual is a plan of action for preserving the records of the Anglican Church of Canada." -- Intro.
Contents divided into three main sections: Introduction -- Products of the Environment -- Protective Custody (with visitation rights).
Contents: Introduction: To conserve or to preserve ? : When in doubt, read the manual ! / Laurel Parson, Project Archivist -- House and Home (building and maintenance) -- "Molly Maid" (housekeeping) -- Weather Forecast (Temperature and Relative Humidity) -- No light shows, please ! (Light) -- Acidity: Everywhere ! (Acid) -- Science experiments (Fungi, Mould, and Mildew) -- Don't bug me ! (Insects and Rodents) -- Midas-ize it ! (Pollution) -- Caution ! Danger Ahead (Disaster Management) -- Specials Needs Class -- Signed, sealed, and delivered -- Visitation rights -- Exhibitionists and mercenaries (Display and loans) -- Intimate apparel (Enclosures) -- Cedar chests and moth balls (Storage equipment and location) -- Salvaging the wreckage (Conservation) -- Hark ! Who goes there ! (Security) -- Supplies and suppliers -- Bibliography -- Conservation Policy Survey.
Later republished as: Taking Care: Managing Your Heritage Environment / Laurel Parson. Toronto: Anglican Book Centre, 1998. OTCH also has 1998 edition.