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The Archives Staff is committed to making research materials available to users on equal terms of access. It is the responsibility of the Archives Staff to balance the researcher’s need for access with the need for confidentiality of the persons and the institutions whose activities are reflected there. Consequently, the use of some material in the Archives is subject to restrictions. In order to preserve the integrity of the collections and to ensure that the information will be used in the most responsible manner, everyone who uses the resources in the Archives will be required to observe accepted professional archival practices.
Official records include, but are not limited to: the records and papers of bishops, auxiliary bishops, Diocesan offices and consultative bodies; the records and papers of parishes, priests, religious orders, hospitals, schools and other such institutions and individuals significant to the history of the Diocese; a limited number of photographs, religious books, artifacts and works of art.
The materials arranged and described in the Archives are classified into one of three categories:
Closed: those materials, which, for a specific period of time or for a specific reason, are available only to the Bishop, the Vicar General, the Archives staff, and the person or office of origin.
Restricted: those materials which, though not open to the public, may be made available, with permission, to persons conducting research for purposes related to their research. The Bishop or the Vicar General, upon the recommendation of the Archives staff, may grant permission.
Open: those materials, which may be made available to the public, including all documents originally intended for public circulation and all materials not otherwise restricted or closed.
All classifications are established with the review and approval of the Bishop upon the recommendation of the Archives staff.
All collections are considered “closed” until they have been adequately reviewed, described and arranged.
All materials containing information, the disclosure of which would constitute a clearly unwarranted invasion of personal privacy or breach of confidentiality are classified “closed” or “restricted, depending on their particular content.
Individual documents or collections that are classified as “closed” are unavailable for research for a maximum of twenty (20) years unless otherwise stipulated in the classification process. However, even in the case where the records are classified as closed, permission may be granted to supply a researcher with basic biographical data and any published or printed material. The Bishop or the Vicar General, upon the recommendation of the Archives staff, must grant permission.
Occasionally, a document containing some confidential information, which is classified as “closed”, will be retained in a file classified as “open” or “restricted” because of its overall pertinence to that file. Such documents will be identified both in the file and in the finding aid and will be removed by the Archives staff before a file is viewed. The Archives staff may provide an edited copy of the document if other information in the document is required.
All published and printed materials are classified as “open” with the exception of restrictions due to the physical state of the material.
Special note should be made concerning sacramental, personnel and student records. Public access of these records is closed until fifty (50) years after the death of the individual to whom the record pertains. At that time, these records will be designated as restricted. Sacramental and student records are open the individual or to a family member with proper authorization.
By way of exception, Priest Personnel records remain in the permanent custody of the Bishop of Richmond. Only the Bishop, his delegate, the Vicar General or the priest to whom these records pertain may view them.
Those wishing to use the Archives of the Catholic Diocese of Richmond agree to comply with the following Terms of Use:
Official Diocesan records are defined as all recorded information made or received and maintained by an agent, office, agency or institution of the Diocese pursuant to its legal obligations or in the transaction of its business. Such official records constitute the core collection of the Archives. These records include, but are not limited to, the records and papers of: bishops, auxiliary bishops; Diocesan offices; and consultative bodies.
The records of individuals, institutions and organizations engaged in work that is reflective of the work of the Church in the Diocese of Richmond constitute additional collections held in the Archives. These records include, but are not limited to, the records and papers of parishes, priests, religious orders, hospitals, schools and other such institutions and individuals significant to the history of the Diocese. The records also include a limited number of religious books, artifacts and works of art.
Additional materials will be accepted and collected by the Archives, either as gift or as loan, after an appraisal is made to determine if the materials have permanent, historical, or intrinsic value and are appropriate for the Archives in light of those considerations. These additional materials may be in all types of physical format.
Materials that are deemed unsuitable for permanent archival preservation will be disposed of in an appropriate manner or, in the case they are deposited on loan to the Archives, returned to the owner.
These policies shall become effective with the approval of the Bishop of Richmond. Questions concerning interpretation of these policies and procedures shall be addressed to the Bishop or the Vicar General. The policies will be reviewed regularly to ensure that they continue to reflect professional archival standards, research needs and the directives of the Catholic Church.