Karen Warren Diocesan Archivist
R
ecently our Diocesan Chancellor, Don Allison, contacted me in regard to historical records of our parishes. He is currently working on a large project for our diocese— namely the work of obtaining Articles of Incorporation with the Commonwealth of Massachusetts for some 30 of our parishes. In the early ‘80s at the request of our sixth bishop, the Rt. Rev. Andrew Wissemann, some parish records were brought to the diocesan office, microfilmed, and returned to the respective parishes. Microfilms held in our archives include parish registers, sacramental records, and vestry minutes, although they are incomplete. The word “archives” likely conjures up thoughts such as these: old, dusty, moldy, damp, yellowed and crumbling paper, smelly books, and last but not least… “who cares about old records?” Our chancellor’s request is a perfect example of who cares: our diocese cares! Why keep old records, you might ask. Canon Rich Simpson and I discussed this a few weeks back—the answer is the importance of documenting our history. At the time, I didn’t have an answer to the question of why but here are some good reasons: • It is a good thing to be incorporated. This act can limit liability and protect assets. Incorporation requires proof that a business has existed continuously. Meeting minutes of governing bodies from your parish’s beginning is especially important to achieve this. • Lessons learned from history and re-thinking the past: saving our records, and knowing what and how things were done or handled in the past can lead us to a deeper understanding of how we ought to do things today. Some continuity is good. Some change is also good.
• Recording decision making plans, especially the wording of votes taken by committees and governing bodies. Keep your parish’s committee meeting minutes, as well as financial, personnel, property, insurance, and sacramental records. One day you will need some of this information. • Interest in the history of your parish. People are interested. Do you have a written history? If so, has it been updated recently? Our records here in the administrative offices of the diocese are very limited in comparison to our neighboring dioceses in Province One. Unfortunately, we sometimes think that today’s work is simply today’s work, not realizing that one year, five years, or 50 years from now, what we worked on today becomes our history. Have we recorded it? It is my guess that in the early days of our diocese, offices were either not well organized, did not exist, or did not have the staff to organize records. People did the best they could at the time. However, I’m quite certain that many records likely were kept in individuals’ homes. This is a bad practice. Please keep your parish records in your parish office, labeled, organized, well preserved, secured, and accessible to those who are authorized to search and view them. Also, a finding aid is indispensable. Are the records kept in order by year? Alphabetically? Who in your parish knows where they are located? Of the 10 years that I have kept records of diocesan archival inquires, the information requests have come from a variety of people: our chan-
From the Archives
Keeping Historical Records
cellors, parish priests, diocesan staff, professors working on research, former parishioners, relatives of an early archdeacon—even a local medical center. Sixty-four inquiries are recorded in these 10 years. It has been gratifying to furnish the requested information if available. Inquiries of the diocesan archives include information on: the history of the town of Greenfield; baptismal records; the history project of a parish; confirmation dates for parish transfer; articles of incorporation; parish property history; votes on mergers of parishes; research on mission work; and even history of the furniture donated by our diocese, now in the chapel at a local medical center. It is our hope that someone at your parish is keeping records of the business and history of the parish. On our website, you can find Records Management for Congregations: An Archives Manual for Episcopal Parishes and Missions, published by The Archives of the Episcopal Church. This may be used as a guide and resource. No one’s archive is expected to be perfect. Let me know if I can help in any way. ♦
Karen has served as diocesan archivist since 2010.
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