Page 45 - Presbyterian Connection

Connection
HISTORY
Where Do Your Records Go?
Understanding the Role of the Archives When a Congregation Dissolves
presbyterian.ca
SPRING 2023
“Before” and “after” images of what records look like when they first arrive at the Archives, and then what they look like once they’ve been prepared for archival storage.
our collection, staff and research- ers safe.
While moving through the pro- cess of organizing the records, the congregation inquired about a quilt crocheted in the 1950s by members of the Women’s Auxil- iary. Artifacts are not considered archival but rather more suitable for the Presbyterian Church Herit- age Centre (previously the National Presbyterian Museum). Please consult their website for additional information pcheritagecentre.ca.
The congregation copied their digital files onto a hard drive which was included in the boxes containing record books and pho- tographs. Bubble wrap was used to fill in any gaps and ensure the records were protected for the journey. An appointment was scheduled to deliver the records to the national office, home of the Archives. Rather than shipping the material via courier like most congregations, this congregation was fortunate enough to have someone willing to make the drive to Toronto.
The records arrived neatly packed in numbered boxes, each containing a listing of what was inside (bonus points!). The archi- vist reviewed the materials and ensured that everything matched their list. Recent financial records were placed in separate boxes marked with a shredding date in accordance with government regulations. Paper records and photographs were placed in acid- free folders, labeled with a unique ID number and description, then placed into their appropriate stor- age containers. Digital files were uploaded onto backed up, secure servers. Archivists then added the details of the material to da-
worship in the church basement. The former upstairs sanctuary will be renovated into an exhibit hall.
The renovated building will include a replica chapel of the 1850s, an enlarged version of what was in the earlier museum in Toronto. Accommodating about 30 people, the replica can be used by the Carlisle congre- gation and for occasional wed- dings. The only condition is that, when visitors tour, it will be necessary to hide the church’s large electric organ. After all, no
By Kim Arnold and Nicole D’Angela, Presbyterian Church Archives
For those of you who have experi- enced dissolution of a congrega- tion, or may be going through it now, you know how overwhelm- ing it can be to address admin- istrative tasks while wanting to preserve the years of friendship, worship and stewardship. Your congregation’s place in both your community and the denomina- tion is reflected in the tangible evidence of your church regis- ters, certain minute books, legal documents, financial records, select administrative records and labelled photographs.
The Presbyterian Church Ar- chives holds the records of the national office and other sectors of the church, including dissolved congregations.
The process of organizing and transferring congregational re- cords may sometimes be a chal- lenge, especially for those with a long history. The Archives team is here to help! Recently, a congrega- tion in southern Ontario dissolved
the hamlet of Carlisle, near Ailsa Craig in Middlesex County. (Car- lisle is approximately 30 minutes northwest of London, Ont.)
Formerly the National Presby- terian Museum, the PCHC was located in St. John’s Presbyterian Church in Toronto from 2002 to 2021. But that church is currently being renovated into condomini- ums, forcing the Heritage Centre to find a new home. The new lo- cation will be this quaint country church built in 1879.
Like many congregations, the Carlisle church started out in an
and a member reached out to in- quire about how to manage their records. Archives staff were able to ask questions to better under- stand the congregation’s material and offer helpful resources. It is important to note that not all the records you have accumulated over the years will come to the Archives. The congregation gath- ered all their material together, set aside those records that were on the Archives’ A Guide for Dissolv- ing Congregations list (found at presbyterian.ca/archives-dissolved- list) and then began to organize them chronologically and within each category—baptisms togeth- er, Session minutes together, etc. Records that the archives con- firmed did not fit within their col- lection policy were either discard- ed (recycled or shredded) or sent off to the community archives. As asked by the archivists, a very important quality control “sniff test” was performed to ensure none of the records smelt like mildew or mould. If your records have a strong odour, ask the ar- chivists for next steps—there is a strict no mould policy that keeps
earlier building. Carlisle Presby- terian Church was founded in 1858 in a more primitive struc- ture, replaced as soon as funds became available. The congrega- tion joined the United Church of Canada in 1925.
But recently, like many rural congregations in the 21st centu- ry, Carlisle United has been strug- gling. With 19 members left in the congregation, continued use of the building was becoming im- possible. Having the PCHC move in has brought new life to these folks, even though they’ve had to
An example of the types of records received by dissolved congregations.
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tabases, making records search- able, and listing them in a finding aid (inventory) that is available to researchers. A time-consuming process, but one that creates the perfect conditions for preserva- tion and access to information. The records of that congrega- tion are now securely housed and available for years to come through the Archives...the con- gregational history lives on!
Please reach out to Archives staff for further direction. Con-
instrument of any kind was pre- sent in the strict services of yes- teryear! So the plans will have to include a method of disguising that organ.
The PCHC is scheduled to open in 2024. For more infor- mation about the Presbyterian Church Heritage Centre, visit pcheritagecentre.ca.
sultations are available via phone, email and online. Visit presbyterianarchives.ca for a comprehensive overview of the Archives mandate, services and collection highlights. It is also important to make early contact with your respective presbytery clerk and the following depart- ments at the national office: Don Muir, General Assembly Of- fice, dmuir@presbyterian.ca and Oliver Ng, Financial Services, ong@presbyterian.ca.
If your congregation is amalgamating, your records should be transferred to the newly formed congregation and viewed as part of your now shared history. Active congregations are to keep their own records, with the recommendation of microfilming or digitizing them so that they are preserved and accessible within the Archives.
The PCHC received a $100,000 grant from The Presbyterian Church in Canada to finish the relocation and renovation of the Heritage Centre.