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by Doreen Stephens
A bit of background - the Anglican Church in Canada consists of 30 geographical areas called dioceses, each with incorporated bodies called synods. Except in a few instances, these diocesan synods create their own canons (laws) and set their own policies. I am writing as the archivist for one of these incorporated dioceses - the Diocese of New Westminster - situated in the Lower Mainland.
The Archives routine is for users to register once a year and sign in each time they visit the repository. Inquiries are also accepted by mail, email and, by far the most numerous, by telephone. In response, an inquiry form is sent to the caller on which the details of the request are to be listed. Once this form and an initial search fee are resumed, the research will be undertaken by the archivist or by a volunteer, as time permits.
The goal of the Archivist is to provide access to the records in the archives that is consistent with usual standards, with as few restrictions as possible.
Provincial Government FOI Legislation
This legislation applies to our holdings only with regard to government marriage records. Diocesan clergy are licensed, both by the Bishop and by the provincial government, to perform marriages in B.C. These marriages must be entered into a government register provided for the purpose and a Marriage License and Registration of Marriage form must be completed, signed, and sent to Victoria. The marriage register "...remains the property of the British Columbia Vital Statistics Agency and is subject to audit or recall at any time...." Access to these registers is closed to everyone but the bride and groom for 75 years.
In my diocese, the Canons (laws) state that the parish should also maintain a church marriage register, but, in reality, this was often not done. The resulting effect is that the Church has lost immediate access to records of one of its own activities. Researchers are similarly denied access to the wealth of family history information found in these registers - including, in earlier registers, whether the couple could read or write!
Children of the bride and groom often act on their parents' behalf when proof of marriage is required to arrange for special anniversary greetings or when applying for death benefits. In these cases, if the civil register is the only one available, the information is provided upon receipt of a signed statement from the child noting their relationship to the principals and the intended use of the document.
Official Church Records
Official church records, such as minutes, reports, correspondence, etc. are open, after distribution, with a few exceptions. Records of the Marriage Commission are subject to specific restrictions, as approved at the national Anglican Church level. Correspondence designated confidential and personnel records are subject to time restrictions before access is permitted to other than authorized church officials.
Parish registers are also official church records and are similarly open to researchers for use in the Archives. The information the registers contain is of special interest to family history researchers and is frequently requested.
However, making copies from these registers is restricted. Certified copies of a specific entry, usually for legal purposes, can be obtained for a fee. Simple copies of specific entries are also available to genealogists for the cost of photocopying. But, the copying of entire registers is not permitted, nor is distribution of our microfilm copies allowed. Offers by third parties to film or index our registers have been rejected.
Personal papers
Personal papers are only accepted into the Archives if access restrictions are clearly stated and are reasonable. These limits are established before acceptance of any personal material, regardless of its format.
The Archives also has copies of diocesan newspapers, magazines, parish histories, parish newsletters and the like available to researchers, plus a library of published material about the church or its geographical area and peoples. Access to this material does not include copyright permission, but copying of small portions of such material has been permitted in the past. In the future, copying permission will be dependent on the new federal copyright legislation.
In summary, subject to some restrictions, access to Anglican Church records in this diocese is straightforward and granted equally to all researchers.
Quote from: Religious Representatives' Handbook on Registration of Marriages in B.C. Vital Statistics British Columbia Vital Statistics Agency, June 1996, page 15.
Information re: access and restrictions is based on Access and Restrictions Policy for the Anglican Church Archives prepared by the national Anglican Church Archivist and approved by the National Executive Council of the Anglican Church of Canada, March, 1989.
Doreen Stephens is the Archivist for the Anglican Diocese of New Westminster Archives.
Reprinted from the AABC Newsletter, Winter 1998, Vol. 8, No. 1.
© 1998 Archives Association of British Columbia