Frequently Asked Questions about Sacramental Records

General Information

What are sacramental registers?

• Sacramental registers are permanent records documenting the administration of the sacraments, including baptism, confirmation, marriage, and Christian burial.
• These records are legally and canonically required and must be carefully maintained.

Which registers are required by Canon Law?

• According to Canon Law (cc. 535, 877-878, 895, 1121-1123), every parish must maintain:
  • Baptism Register – Includes name, birth date, baptism date, parents, godparents, and minister.
  • Confirmation Register – Records confirmation details, including sponsor and parish information.
  • Marriage Register – Records all Catholic marriages, dispensations, and convalidations.
  • Death Register – Records funeral services and burials conducted at the parish.
  • Reception into Full Communion Register – Records adults received into full communion, including any baptisms.
• The Diocese of Raleigh recommends that parishes keep a First Communion Register, but it is not required.
• The Diocese recommends that parishes keep separate registers for each sacrament rather than combined books.

How long should sacramental registers be kept?

• Sacramental registers must be permanently retained. They should never be destroyed or discarded, even if they become full or a parish closes.
• Currently, it is the recommendation of the Diocesan Archivist that the sacramental records of a closed parish are transferred to another parish in the same territory. Registers older than 75 years or in poor condition should be transferred to the Diocese of Raleigh Archives.

Recording Entries

Who is responsible for entering information in the registers?

• The pastor is responsible for the sacramental registers, and he must be the one to sign the register.
• The pastor may appoint a surrogate, such as a parish secretary or other parish staff member to make accurate and timely entries, but the pastor must sign the entry.

How should entries be written?

• Use permanent black ink. The Diocese of Raleigh recommends the Pigma Micron 8.
• Write clearly and legibly to ensure long-term readability.
• Record information immediately after the sacrament is administered.
• Enter records in chronological order, leaving no blank spaces.
• The pastor is responsible for signing the entry himself.

What information should be recorded in the Baptism Register?

• Each entry should include:
  • Full name of the person baptized as recorded on the official birth certificate. A certificate of live birth from a hospital is not an official document.
  • Date of birth and date of baptism
  • Parents’ full names, including mother’s maiden name
  • Names of godparents
  • Name of the pastor
  • Annotations (e.g., confirmation, marriage, ordination)

What should be recorded in the Marriage Register?

• Each entry should include:
  • Names of both spouses
  • Date and place of marriage
  • Names of witnesses
  • Name of the pastor
  • Notations for dispensations, convalidations, or annulments
  • If the sacrament is performed in a different parish than the baptism, notify the original baptismal parish.

What should be recorded in the Reception into Full Communion registers?

• Each entry should include:
  • Name
  • Date
  • Parents full names, including mother’s maiden name
  • Sponsor
  • Priest
  • Date, place, and minister of baptism
  • Any appropriate remarks

• If the person was baptized in another Christian denomination:
  • For a person who has received a baptism deemed valid in another Christian denomination, it is unnecessary to document this event in the baptismal records.
  • An appropriate notation (place, date, minister of baptism) is made in the marginal notes of the Book of Profession of Faith.
  • The same applies to the marginal notes in the Book of Confirmation (date, place, minister of baptism).
  • In the future, when that person is to marry, their certificate of profession of faith and confirmation is sufficient to prove their status of freedom and eligibility to marry in the Catholic Church.

Corrections & Annotations

What should I do if I make a mistake in a register?

• Do not use white-out, erasers, or correction tape.
• Draw a single line through the incorrect entry, write the correct information nearby (preferably above the change), and initial and date the correction.
• Major corrections require pastor or diocesan approval.

What should I do if there is a legal name change?

• Verify the name change with official legal documentation. The reason for the name change is irrelevant.
• Draw a single line through the incorrect name, write the correct information nearby (preferably above the change), and initial and date the correction.
• Keep a copy of the official document in the individual’s sacramental file.

What should I do if a sacrament is missing from the register?

• Once it has been verified that the sacrament did take place, enter the appropriate information in the next available row.
• Add the name of the person receiving the sacrament in the index indicating the correct page.

What are annotations, and when should they be added?

• Annotations are marginal notations made in the Baptism Register when an individual later receives a sacrament, including confirmation, marriage (including annulments or dispensations), and ordination
• Marriage and ordination records should reference the original baptismal entry.

Security & Access

Who is allowed to access sacramental registers?

• Sacramental registers are not public records. Only authorized personnel (pastors, parish secretaries, and diocesan officials) may access them.

Who can request a sacramental certificate?

• Certificates may be issued to:
  • The individual named in the record
  • Parents or legal guardians (for minors only)
  • Clergy or diocesan officials (for canonical purposes)
  • Third parties with written authorization

Can genealogists or researchers access sacramental records?

• Genealogical access is restricted based on diocesan policy.
• Records less than 100 years old are not publicly available.
• Older records may be accessible upon request, but access is at the parish’s discretion.

Preservation & Storage

How should sacramental registers be stored?

• Keep registers in a locked, fireproof, and waterproof safe when not in use.
• Store in a cool, dry place (temperature: 60-70°F, humidity: 35-50%).
• Do not store sacramental registers in attics, basements, or sheds.
• Avoid exposure to direct sunlight, high humidity, or fluctuating temperatures.
• Do not store sacramental registers with food, chemicals, cleaning products, or paint.

Can we store the sacramental registers offsite?

• No, sacramental records in any format, or copies or data of such, are never to be removed or transferred from parish premises without the written permission of the Bishop of Raleigh and under the oversight of the Chancellor and Diocesan Archivist.
• If a parish or mission is closed, the registers and all other parochial records should be closed with a notation after the last entry. Registers and records should be transferred to the parish that assumed the territory of the closed parish or mission under the supervision of the Diocesan Archivist.
• Some select sacramental registers are stored at the Diocesan Archives for preservation purposes. These are registers over 75 years old or in fragile condition.

Can sacramental registers be reproduced?

• Yes, reproductions can be made through digitization, transcription, microfilming, or photocopies. Do not reproduce registers before consulting with the Diocesan Archivist about best practices and standards.
• The original, handwritten registers are considered the only authentic copy of sacramental records and therefore may never be destroyed or discarded.
• Digital copies should be securely stored on diocesan-approved servers with restricted access.
• Duplicates are not intended for public access and the same restrictions apply to copies as to the original records.

What kind of sacramental register books should we use?

• Special bound registers using handwritten entries are required. These are available from several vendors.
• The Diocese recommends that parishes keep a separate baptismal, confirmation, marriage, death, and reception into full communion register. If this is not possible, combined registers are permitted.
• The pages of the register should be made of acid-free paper and should be alkaline buffered.

Additional Questions

What should we do if a sacramental register is lost?

• Contact the Chancellor and the Diocesan Archivist immediately.