PEP Argument Briefing Paper
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Title:
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Archives Left without Supervision or Support
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Applicable
to:
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2008 Changes to Canon XI
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Author:
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Joan R. Gundersen
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Date:
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10/27/2007
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Summary
The proposed revision of Canon XI
represents a complete restructuring of the diocese’s approach to history and
record keeping, eliminating the Commission of Archives and History, removing
all duties from the historiographer, and vesting all functions in the
archivist.
Background
·
In its efforts to keep track of
its own records and history, The Episcopal Church (TEC) first created the
office of Registrar/Historiographer. Many dioceses followed suit. In some
dioceses, the historiographer is an elected office; in others it is appointed.
More recently, dioceses have also added archivists to their staffs. While some
historiographers serve as archivists, more often, the two are separate.
Archivists are concerned with the preservation and cataloging of records, and
historiographers are concerned with promoting and writing history. The two
positions are normally complementary. Archivists and historiographers together
created their own organization, National Episcopal Historiographers and
Archivists (NEHA), one of three historical organizations associated with TEC.
·
The Episcopal Diocese of
Pittsburgh had a model program for history and its archives before 2003. The
diocese began building this program with the appointment of a
Registrar/Historian and then created a Commission on Archives and History. The
Commission members included those with graduate training in history or related
disciplines, parish historians, genealogists, and professional archivists or
librarians. The Commission then consulted with the bishop on the hiring of an
archivist and provided oversight of and support for the archivist, the
archives, and the historiographer. The Commission drew up an RFP that led to
the hiring of the person currently completing a history of the diocese.
However, as church controversy intensified, the Commission found it increasingly
difficult to recruit members, and it was eventually unable to function. The
proposed canon change dismantles the model system, leaving all responsibility
in the hands of the archivist, including duties originally assigned to the
historiographer. The current historiographer is a retired priest who has long
been working on a series of short parish histories for the diocese. The current
archivist is a professional, well versed in her field and is employed by the
diocese part-time.
Argument
·
The proposed change leaves no one
to advocate for history or the archives except a part-time archivist. A
part-time employee is not in the same position as a strong commission to
advocate for better facilities, budget, space, or additional staff.
·
An archivist’s perspective on
records is different from an historian’s. Whereas archivists sometimes prepare
exhibits or write history, and historians sometimes catalog collections or
collect and reserve records, the perspectives of these professionals are
different. Archivists will put preservation of records first; historians will
concern themselves first with the use of those records. Elimination of the
Commission eliminates the user’s perspective in the development of policies for
the collections of the diocese. It also provides no one with appropriate
background in archives and history to oversee the work of the archivist.
·
The proposed changes to Canon XI
eliminate several sections that set up basic policy for the archives and cover
such things as guaranteeing access to the collections, appropriate time-certain
sealing of records to maintain confidentiality in personnel matters,
de-accessioning of duplicate or inappropriate items, and the scope of the
duties of the archivist. It is standard practice for boards of directors of
archives, libraries, and museums to approve such policies, working closely with
the professional staff (i.e., the archivist). The revision eliminates the
Commission that served the function of a board of directors. This leaves the
professional staff person to set such policy unilaterally, without consultation
with knowledgeable people or stakeholders, or to have policy dictated to the
archivist by those in the diocesean office who lack such background or
perspective.
·
The revised canon makes the historiographer
an optional office. It assigns to that office “safekeeping and preservation of
all Diocesan records not otherwise under the custody of the Archivist,” duties
more appropriate to an archivist. On the other hand, the archivist is assigned
tasks more appropriate to an historiographer (“historical documentation of the
Diocese and Parishes.”)
Conclusions
The proposed revision
accurately describes the situation the diocese is now in respecting its
archives, but represents a step backward from the model program it once had.
The changes include troubling omissions of basic policies and permissions and
confuse the role of the historiographer and archivist, leaving the
historiographer with no meaningful role.
Supporting Documents
Canon
XI, Showing Proposed Additions and Deletions
(Additions are underlined, and
deletions are struck out.)
Canon XI
Of the History and Archives of the Episcopal Diocese of Pittsburgh
Registrar/Historiographer
Section
1. Election. At each
annual session of Convention, a Registrar/Historiographer
shall be elected to serve for
one year.
Section
2. General Duties. It
shall be the duty of
the Registrar/ Historiographer to provide for
the safekeeping
and preservation
of the
Diocesan records and other
materials that relate to the history of
the Episcopal Church
in this
Diocese and any parish
therein, and to transmit such materials
into the custody
of the
Diocese
to be
kept in the Diocesan
Archives.
Section
3. Duties at Trials
and Inquiries.
The Registrar/Historiographer
shall act as clerk at
all ecclesiastical trials
and inquiries
held in the Diocese.
Section
4. Convention Responsibilities. The Registrar/
Historiographer shall serve as custodian
of records
for the
Constitution and Canons of
the Diocese;
shall see that all changes or additions to the
Constitution or Canons
authorized at any convention are entered in the
official copy of the Constitution and Canons
which the Registrar shall place
in the
Diocesan Archives, and
that a current copy of
the Constitution
and Canons
as revised
be supplied to the President of
the Convention,
the Chancellor of the Diocese, the
Secretary of the Convention,
and the
Committee on Canons.
Section
5. Preservation
Ordination Records. It shall be
the duty
of the
Registrar/Historiographer to preserve in
a proper
registry book a record of
the ordination/consecration of the
successive bishops of the
Diocese, designating accurately the time
and place
of the
same with the names of the ordaining/ consecrating bishops and the others present
and assisting, and
to record
such additional facts as
may be
worthy of preservation.
Section
6. Historical Responsibilities. It shall be the responsibility of the Registrar/Historiographer to note
any facts
which illustrate important aspects of
diocesan and parish history. Such historical
information may be reported
to convention
each year.
Section
7. Appointment.
There shall be a Diocesan
Archives and Historical Commission appointed by the
Bishop with the approval of
the Diocesan
Council. The members shall be
persons concerned with and
knowledgeable about the keeping of
diocesan records. The chairman shall be
designated by the Bishop. The Registrar/ Historiographer shall be ex officio
voting members of the Commission.
Section 8. General Duties.
The Commission
shall set policy for the
Diocesan Archives. It shall nominate the
Diocesan
Archivist and set forth the
terms and conditions with regard
to the work of the Diocesan
Archivist. It shall also serve
as a
committee of advice and
support for the
Registrar/Historiographer and for individual parishes. The Commission shall
adopt such procedures consistent with the Constitution and Canons of this Diocese for
its organization and functioning
and shall
establish such plans and mission
objectives that will advance an appreciation
of the
recorded history of the Episcopal Church in this Diocese. The Diocesan Archives and Historical Commission shall report to the Diocesan Convention.
Section
9. Appropriation
for the
Diocesan Archives. The diocesan convention may
each
year make an annual
appropriation toward the expense of
the Diocesan
Archives
as recommended by the
Diocesan
Archives and Historical
Commission.
Archivist
Section
10. Selection. The
Chairman of the Diocesan Archives and Historical
Commission, with the consent of
the Commission, may nominate to
the Bishop a
person trained in archival management. The Bishop may appoint the
person nominated as the Diocesan
Archivist.
Section
11. General Duties.
The appointed Archivist shall
be responsible
for the
direct day- to-day supervision
of the
Archives and management of
all aspects
of that
work,
and shall
propose policies and make other
recommendations as appropriate.
Section
12. Archival and Records Management Duties. The
Archivist shall organize and preserve the
journals, files, papers, reports and
other documents that have been deposited in and
are under
the custodianship of
the Diocesan
Archives. The Archivist shall also
undertake responsibility for managing the non-current records of the
Diocese by carrying out records retention
and disposition
practices in consultation with the creating officers
and agencies.
Section
13. Certification of Records. It shall be the
duty of the Archivist to
issue, on request, proper
certification of records in the Archives including, but not limited to the
following: Consecration, Ordination, Baptism, Confirmation, Marriages
and Burial Records.
Records
Section
14. Diocesan and Parish Records.
The Archivist shall document and
preserve the history of the Diocese
and
Parishes which provides for
historical continuity and promotes
an understanding of our common life.
Section
15. Closed or Dissolved Churches. Records, including
vestry minutes and parochial registers, of
officially closed or dissolved missions
and parishes
shall revert to the custody of and
be preserved
in the
Diocesan Archives.
Section
16. Disposition
of Records.
The Archivist, with
the consent of
the Diocesan
Historical Commission, may dispose
of duplications
and other
materials which do not
fall within the scope of the
established
Collection Agreement.
Section
17. Confidentiality
of Diocesan
Records. The Bishop may direct
that
documents, which for pastoral or
other reasons should be kept in confidence,
shall be placed under seal.
The Bishop shall specify
for what
period each security
shall continue, who shall have
access, and for what purpose.
Section
18. Accessibility.
All books,
papers, and documents in the
Archivist’s charge, not previously sealed under Section 16,
shall be subject to the
call of the Convention and shall be
open to the inspection
of the
Bishop, the Standing Committee,
and any
committee or officer of the Convention
or Diocese.
Section
1: The Bishop may appoint an
Archivist who shall administer the Diocesan archives, including the historical
documentation of the Diocese and Parishes, and perform such other duties as
directed by the Bishop or Standing Committee. It shall be the duty of the
Archivist to issue, on request, proper certification of records in the archives
including, but not limited to, Consecration, Ordination, Baptism, Confirmation,
Marriage and Burial Records.
Section
2: The Bishop may appoint a
Historiographer who shall provide for the safekeeping and preservation of all
Diocesan records not otherwise under the custody of the Archivist, and perform
such other duties as directed by the Bishop of Standing Committee.