Table of Contents Chapter 5: The Sanctifying Office in the ...

Chapter 5 November 2, 2010

5.12.1.9. Generally, sacramental records are considered private between the
individual and the Church. Individuals have a right to their own records and parents have a
right to the records for their minor children. However, the passage of time changes the
sensitivity and therefore privacy of records. It is recommended that the church establish
some guideline for records that are available for public purview and records that are
considered confidential. An appropriate guideline to follow is that of the federal census
records: records older than 87 years can be considered available for public purview; records
younger than 87 years should be considered confidential and not available for public
purview. When issuing updated copies of sacramental records to individuals, care should
be taken that the person receiving the certificate is, in fact, the person on the record. It is
appropriate to ask for photo identification before releasing a baptismal or other sacramental
certificate.

5.12.1.10. Access to the Archives will be by appointment only with the
Archivist. Prospective historical researchers and genealogists will need to fill out an
“Application for Use of the Archives” form before being granted an appointment. No
general permission for unsupervised examination or copy of archival materials will be given.
Only the Archivist may search the original records for the particular manuscript or
information requested. Admission to the Archives is at the discretion of the Archivist. The
Archivist reserves the right to deny access to collections under certain conditions, including
but not limited to:

a. Condition of collection

b. Legal issues including canon caw, privacy and copyright

c. Irreplaceability of material

d. Unprocessed state of collection

e. Donor restrictions

f. Availability of material elsewhere

The Archivist will supervise the researcher at all times. Archival material will not be
duplicated in any form without written permission from the Chancellor. Examination of
personal Episcopal correspondence requires written permission from the Archbishop of
Denver. The Archives may charge a fee for the Archivist to do extensive personal or
historical research for patrons unable to physically come to the Archives as well as a fee for
any permissible duplication of materials located in the Archives.