PEP Argument
Briefing Paper
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Title:
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Change Strikes
Balance
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Applicable
to:
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Canonical
Change 5 (Canon XI)
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Author:
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PEP Board of
Directors
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Date:
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10/7/2009
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Background
This
canon deals with the archivist and historiographer of the diocese. It had been
a model canon that created a professional board to provide advice and support
for both the archives and the historiographer. Canon XI was much too detailed, however,
particularly in its including archival policy into the canon itself. The 2007
change to the canon went too far in the other direction, eliminating even essential
elements. The proposed canon attempts to strike a balance, particularly in
light of the diminished size of the diocese.
Argument
·
In
the 2007 rewrite of Canon XI, the advisory board was eliminated and all policy
statements were stripped from the text. The effect was to leave the archivist
alone to defend good policies and advocate for proper and professional handling
of the archives. The changes virtually eliminated any role for the
historiographer.
·
The
current proposal attempts to find a middle path between pre- and post-2007
versions of this canon. It establishes a smaller oversight board of experts
than formerly, and it creates a process for setting policy, rather than
defining a fixed policy.
·
The
old board had term limits. These are not included in the current proposal
because we are now a smaller diocese and have a smaller pool of experts to draw
on.
·
The
proposal gives the board an advisory voice in the personnel review of the
archivist, which seems only appropriate.
·
Note
that the roles of the archivist and historiographer are complementary but
different. The roles could both be filled by the same person, or the archivist
and historiographer could be different people.
Supporting
Information
Resolution
(from Preconvention Journal 2009, pp. C-11–C12, http://www.episcopalpgh.org/wp-content/uploads/file/Documents/2009%20DioConv/2009DioConventionPacketV3.pdf):
5. Canon XI, Of the
History and Archives of the Episcopal Diocese of Pittsburgh
Registrar/Historiographer, shall be restated in its entirety as follows:
Canon XI
Of the History and Archives
of the Episcopal Diocese of Pittsburgh
Section 1. There shall be a Commission on Archives and History
composed of six members drawn from the Laity and Clergy of the Diocese. The
members shall serve three-year terms, so arranged that two terms shall end each
year. The Commission shall elect its own Chairperson. Members of the Commission
shall be appointed by the Bishop and shall have special expertise as
archivists, librarians, historians, or genealogists. The Commission shall
provide general oversight and advice on matters related to the history and
archives of the diocese, and, in consultation with the Archivist, recommend to
Diocesan Council for adoption a records management plan and archival policies,
including matters related to the accession and deaccession of materials,
development of special collections, access to the collection, and proper care
and housing of materials. The Commission shall make an annual report to the
Convention and shall be consulted on any personnel review of the Archivist.
Section 2. Upon recommendation of the Commission on Archives and
History, the Bishop may appoint an Archivist, who shall administer the Diocesan
Archives and perform other such duties as directed by the Bishop. 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 3. The Bishop may appoint a Historiographer, who shall
encourage the development of materials such as exhibits, articles, books, and
pamphlets related to the history of the Diocese, its parishes, and other
Episcopal organizations and ministries.
Section 4. The Archivist and Historiographer shall
be, ex officio, members of the Commission on Archives and History with voice.
Rationale: In 2007, the diocese replaced a long,
detailed canon defining the duties of Archivist, Historiographer, and
Commission on Archives and History with a short canon that eliminated the
Commission and all policy statements, and changed the duties of the Archivist
and Historiographer. This canon restores a small Commission to form a board
with appropriate expertise to provide oversight of the Archives. The canon also
provides a method for setting archival policy that ensures appropriate
professional guidance on archival policies while giving representatives of the
whole diocese a voice in setting that policy. The current wording of Canon XI
to be replaced is the following:
Canon XI
Of the History and Archives of the Episcopal Diocese of Pittsburgh
Registrar/Historiographer
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 or Standing Committee.
Canon XI (from 2004 Constitution & Canons, Rules of Order, and
Financial Regulations, pp. 14–16, http://www.episcopalpgh.org/wp-content/uploads/file/Documents/edopregs2004.pdf):
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.