Archives, Catholic Diocese of Charleston South Carolina

It is the policy of each diocese to identify, properly arrange, maintain, and safeguard records required to conduct its spiritual and temporal affairs. Each parish is obligated, under Canon Law, to have parochial registers of baptisms, marriages, and deaths, and any other registers prescribed by the conference of bishops, or the local bishop. It is the obligation of each pastor to see that these registers are accurately inscribed and carefully preserved (Canon 535), and it is the responsibility of the diocese, acting in and through the pastors of the various parishes, to supervise how these records are used, by whom, and for what purpose.

The publication of the Sacramental Records Handbook of the Diocese of Charleston is intended to help parish clergy and personnel satisfy the serious obligation of properly maintaining, recording, and preserving sacramental records. While it is not being promulgated as particular law, its provisions should be observed. Of course, the dictates of Canon Law, as well as federal and state law, always apply.

Please note that forms referenced in the manual are available for download from the Documents & Forms page of this website.

The Office of Archives has developed a draft General Records Management Policy for the departments of the Diocese of Charleston.  In conjunction, Archives has also compiled draft general and office record retention schedules that have been reviewed by legal, financial, and canonical counsel.  The Office of Archives is currently moving to implement the policy, including the use of the retention schedules, on an office by office basis.  In the the process we are identifying and correcting any issues or concerns that develop. Since the policy and the schedules are still in draft form and are undergoing changes, they are password protected to deter premature distribution.  The most current files, however, are posted here for access by offices that have already adopted the policy and schedule.

General Records Management Policy (MS Word)

General and Office Records Retention Schedules (MS Excel)

Guidelines for the development of a parish or school records management program, including records retention schedules, are found in the Records Management for Parishes and Schools manual compiled by David P. Gray.  Due to copyright restriction, this manual is password protected.  Please contact Archives with your request for a password.