September 29, 2003
The General Synod Archives has several kinds of records which require privacy protection.
The General Synod Archives holds parish registers for the Diocese of the Arctic (mostly microfilm, but some originals) and the Diocese of Keewatin. Parish Registers are restricted from general browsing. Specific requests can be fulfilled by filling out a Parish Register Inquiry Form.
- These are mostly in microform but we do have a couple registers in book form. Microfilm is stored in the microfilm cabinet and the registers are in the stacks to which researchers do not have access.
- The private information includes baptismal records, which record birth dates, place of birth, parents names; and burial records, which record death dates, place of death, and cause of death.
- Access governed by the Suggested Access Policy to Information in Parish Records. Access determined by age of the records and the purpose of the researcher. This policy was developed by the Anglican Archives Network in the mid 1990’s.
- The Archives receives personnel files from directors and other management officers in the building. These are marked with a red sticker on the file and the outside of the box. They are kept in the storage area, which is locked when staff is not present.
- Personal information includes hiring letters, reviews, salary range, health, etc.
- Access governed by Personnel Records Policy, approved by NEC, 1989.
National Office and General Synod Records
- The records of the General Synod held in the Archives and the records created by the departments of the national office are not flagged as restricted unless they are rated as sensitive or confidential by the creating office. If they have a restricted rating they are marked with a red sticker on the file and the outside of the box. They are kept in the storage area, which is locked when staff is not present.
- Files requiring protection include personal information, sensitive issues, in-camera sessions of meetings, etc.
- Access is governed by Draft document Security Classification and Access to Current Records in National Office Departments, 1996.
- The Archives collects personal contact information on researchers. Original form filed in the filing cabinet and the data is entered in the MSaccess researchers database. Only staff have access to these files and database, but not secure in anyway.
- Confidential information requiring protection includes addresses, phone numbers, e-mail addresses.
- Access governed by privacy laws, but no policy in place yet.