Church Admin Corner: Who Can Request and View Records?

In the last few weeks, we talked about archival records and what should be kept by the parish. This week, it is time to review what information parishes can and cannot share with those who may request it.

As a general rule, we follow the same policies as the Provincial Archives of Alberta. As such, only the main individual listed in the record can request to view it. For example, only the baptized individual can request to see their baptismal record. There are exceptions for children who are still minors, as their parent can request their records, but even mothers of adult children cannot request the child’s baptism record.

Death records are sealed for 50 years, so death information (from the date of death up to 50 years) may only be shared with the next of kin. Marriage records are sealed for 75 years but can be shared with the named bride or groom.

With all that in mind, it should come as extra encouragement to send your completed registers and other archival information to the Synod Office for proper sorting. They will send such items on to the Provincial Archives staff, who know the legislation and timelines and are equipped to reply to requests.