Permanent Parish Records Diocese of Belleville, Illinois

The Diocese of Belleville requires that sacramental records be recorded on paper in bound volumes. Parishes are allowed to use electronic sacramental records management programs, but they must maintain the paper copies of each register.

Under no circumstances are original copies of sacramental registers to be discarded. If the parish is unable to care for the records for any reason, the records can be moved to the diocesan archives for permanent retention.

All pre-nuptial investigation files should be kept permanently.

The parish seal should be kept permanently.

Documents detailing:

• The establishment of the parish;
• Parish boundaries; and
• Documentation relating to the closing of the parish.

Published or non-published items that describe the history of the parish or document important events in the parish’s history. Includes:

• Jubilee/dedication booklets and programs;
• Articles about the parish;
• Parish histories; and
• History of priests or parish members.

Documents and correspondence regarding the administration of the parish. Includes:

• Correspondence with the Bishop and/or chancery officials;
• Documents and correspondence regarding parish school administration;
• Parish calendars;
• Parish bulletins;
• Membership lists or censuses;
• Parish annual reports; and
• Meeting minutes

These should be organized in files by the name of the organization:

• Articles of Incorporation, Constitution, and Bylaws;
• Meeting minutes;
• Lists of members and officers;
• Financial reports;
• Correspondence;
• Publications (newsletters, etc.); and
• Records of specialevents.

Photos should be labeled for easy identification. Label the backs of photos in pencil or acid-free pen.

• Photographs of the interior/exterior of church building;
• Priests appointed at parish (with names);
• Parish organizations (with names, if possible);
• Special events; and
• Parish schools.

• Account books and ledgers;
• Insurance policies;
• Trust/estate/endowment correspondence and files;
• Annual financial reports;
• Annual budgets;
• Pension records; and
• Audit reports.

Please note: there are other financial records that do not need to be kept permanently – this is just a sample of some of the general financial records found at parishes.

• Student transcripts;
• School histories;
• Yearbooks; and
• Information on students families.

• Articles of Incorporation ofParish;
• Deeds to parish property;
• Contracts, invoices, paid bills, etc. for construction projects;
• Other contracts and leases;
• Blueprints;
• Tax reports;and
• Records regarding court cases in which the parish is involved.

• Artifacts of historical value.