A Member of the Division for Evangelization and Catechesis

Diocese of Buffalo

Department of Lifelong Faith Formation

A member of the Division for Evangelization and Catechesis

Sacramental Records & Parish Catechetical Leaders

Each parish is required to keep the following sacramental registers: Baptism, Confirmation, Marriage and Death (CIC, c. 535). Sacramental registers are to be maintained and preserved in such a way as to assure their reliability, permanence, accuracy and authenticity. Sacramental registers are permanent records and are confidential information. They must be protected and kept in a secured location such as a safe, vault, or a locking, fireproof filing cabinet in the parish. Although computerized files may be useful for indexing needs, they are NEVER to be considered an acceptable alternative for the original handwritten registers. The original handwritten sacramental registers are to be kept permanently and areNEVER to be destroyed. These are maintained by the parish office, overseen by the pastor, and coordinated by the parish secretary.

Parish Catechetical Leaders should work collaboratively with the parish secretary and/or pastor to be sure they collect the proper data from families enrolled in sacramental programs. They can help to be sure that the data is recorded according to canonical requirements but understanding what should be collected and providing documentation in a timely manner. Parish personnel who record data in the parish sacramental registers are legally and canonically bound to ensure that the information placed in the register is accurate, reliable, protected and that any certificates issued reflect the public record.This person is often the parish secretary or, in some cases, the pastor.

Parish catechetical leaders who coordinate First Communion or Confirmation must attend to these items in a timely manner:

• A recent copy of the baptismal certificate must be provided to the parish if baptized at a different parish. Be sure to collect this well-in advance of the celebration of the sacrament. Families who must contact other parishes may take time.
• Soon after the celebration of the sacrament, the parish catechetical leader must provide to the parish secretary a complete list of those who received the sacrament, including the date(s), clergy member, and sponsor name (confirmation only). The secretary will record the data in the appropriate Sacramental Register according to canonical guidelines.
• Copies of baptismal certificates from other parishes must be returned to the parish with a letter indicating: the parish where the sacrament was celebrated, the sacrament, the date of the celebration, the minister of the sacrament (and the sponsor, if confirmation) with instructions that the recently celebrated sacrament be noted in the person's Baptismal Record.A verification reply that the record has been entered should be returned to the sending parish. It is also important that the baptismal records of those baptized at their parish and receiving subsequent sacraments there must also be updated in the Baptismal Register.

Oct. 2016 MV