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The Director of the Diocese of Covington Archives is Tom Ward. Deacon Phil Racine assists as a volunteer. The archival collection contains files pertaining to the Bishops, Clergy, Religious, Parishes, Schools, Diocesan Offices and Lay Organizations of the Diocese of Covington, as well as many photographs. Visits to the Archives are by appointment only. Requests for an appointment can be made by calling the Archives (859) 392-1500 or by e-mail (click the “Contact us” link). Office hours are Monday, Tuesday, & Thursday 1:00 to 5:00 p.m.; Friday 8:30 to 11:30 a.m. The Most Rev. Roger J. Foys approved new policies for the Diocese of Covington Archives in 2009. For the convenience of those seeking service form the Archives online, the following policy summaries and release of information forms are provided on the Archives website.
Archives Services and Policies
SACRAMENTAL RECORDS RELEASE POLICY
The Diocese of Covington Archives retains DVD copies of early sacramental records and bound copies of annual parish sacramental registers from 1945 to the present. Sacramental records after 1930 are closed to the public and sacramental certificates can be obtained only upon completion of a signed Sacramental Record Release Authorization. This form is not required for sacramental records prior to 1930 because these records are open to the public. (See separate policy for genealogical research).
Certificates for sacramental records after 1930 will be released only to the following persons:
to the person of record on whom the sacrament was conferred
to a legal guardian of the person of record, if under 18
to next of kin if the person of record is deceased
to officials of the Diocese of Covington or authorized officials of other Dioceses
to parties identified in a court order or subpoena.
Any of the above, except diocesan or court officials, to whom a sacramental certificate or any information is issued, must first sign a Sacramental Record Release Authorization form found on the link below.
A person seeking a sacramental certificate should first contact the parish in which the sacrament was conferred. A certificate should be requested of the Archives only if the parish of original record does not have the requested record or the parish is not known. Persons requesting a sacramental certificate from the Archives will be asked to complete and sign a Sacramental Record Release Authorization for each sacrament. There is no charge if the certificate is required for a sacramental purpose, such as a baptismal certificate for a confirmation or marriage; for other purposes there is a charge of $5.00.
Persons wishing to obtain sacramental certificates according to the above conditions can print the release form (a hard copy must be sent to the Archives), fill in the requested information, sign and date it, and mail it to the Archives. No sacramental certificates will be issued without a completed and signed form when required.
GENEALOGICAL RESEARCH POLICY
The Diocese of Covington Archives recently had its microfilm copies of early sacramental records transferred to DVD. The Archives’ sacramental records up to 1930 are open to those doing genealogical research on their ancestors and to genealogists doing research on behalf of other parties. Persons desiring to do genealogical research in the Archives should first make an appointment with the Archivist. The Archivist will allow researchers to view copies on DVD of the sacramental records of the requested parishes, with the stipulation that access is permitted only for records up to 1930. Microfilm records up to the 1920s for the parishes of the current Diocese of Covington are available at the Kenton County Public Library in Covington. Persons doing genealogical research who live in or will be visiting the Northern Kentucky area can go there to do searches on their own.
Persons who do not live in the Northern Kentucky area, nor will be visiting here, can request that the Archives staff search for the needed records. They should supply as much information (especially approximate date of sacrament and probable church in which it was conferred) as is known that will help the Archives staff find the parish records as quickly as possible. Staff will determine what is a reasonable time to spend searching for records not readily found. If part or all of the information requested is found, a fee of $25 per hour will be charged for the time that staff spent doing the genealogical research; if no information is found, the requesting party will be asked to make a donation for the staff’s time. The information obtained from sacramental records will be sent by mail to the requesting party, rather than by email, even if the initial request was made that way. Copies can be made from the DVD records upon request.
Although records after 1930 are closed to the public, Archives staff will research records after 1930 for genealogical purposes on behalf of the next of kin of deceased persons of record. The next of kin must first complete and sign a Sacramental Record Release Authorization (see Sacramental Record Release Policy) certifying that he/she is related to the deceased person of record before any information or a sacramental certificate will be issued for records after 1930. The same fee applies.
ACADEMIC TRANSCRIPT RELEASE POLICY
The Diocese of Covington Archives contains transcripts from some diocesan schools that are closed. Persons requesting copies of their transcripts will be required first to complete and sign a Transcript Release Authorization found below or a release of information form supplied by a potential employer or academic institution indicated by the requesting party. When a signed release form is received, the Archivist will only make copies of that portion of the person’s school record that contains the transcript of academic grades and graduation date. The copy of the transcript will be mailed to the party to whom it was authorized on the release form. There is a $5.00 charge for supplying a copy of a transcript.
Persons wishing to obtain academic transcripts according to the above conditions can print the release form on the following page (a hard copy must be sent to the Archives), fill in the requested information, sign and date it, and mail it to the Archives. No transcript copies will be released without a completed and signed form.
Transcript Release Request
HISTORICAL RESEARCH POLICY
The Diocese of Covington Archives is open to legitimate researchers (students/academicians, journalists, parishioners writing parish histories, etc.) studying various aspects of the history of the Diocese of Covington. A researcher must first make an appointment with the Archivist and explain the nature and purpose of the research, and whether the researcher’s work will be published. The Archivist will then ascertain which files the researcher will need to view for his/her purpose. The Archivist will let the researcher know beforehand which of the records that he/she might want to see are not accessible. The Archivist has discretion to restrict certain documents in otherwise accessible record groups.
The researcher should read this research policy ahead of time. He/she can print the Research Agreement found below, date and sign it, and bring it to the appointment, or it can be filled out upon his/her arrival. (If the researcher only requests to view materials of public record, such as issues of the Messenger or parish jubilee booklets, etc., it is not necessary for him/her to sign a Research Agreement).
When the researcher comes to the Archives on the appointed date, he/she must present some form of credential to identify his/her association with a school, newspaper, etc. The researcher will set up in the research room, and will be asked to leave with the Archivist any bags or other containers into which documents could be secretly deposited. The researcher may not use ink pens. Only the Archivist will go into the record storage rooms to get requested files. The Archivist will make photocopies at $.10 per copy if a researcher requests them. If the Archivist deems that there is some sensitive information in certain papers that are otherwise permissible to photocopy, individual names and personal information that should remain private will be covered over before copying. By signing the Research Agreement the researcher agrees that any necessary copyright permissions are his/her responsibility to obtain, not the responsibility of the Archives, and agrees to all other stipulations stated on the Research Agreement.
NOTE: The Diocese of Covington has intellectual proprietorship of all records created in the course of all operations under its jurisdiction. The Diocese of Covington reserves the right to declare certain records retained in its Archives to be confidential and closed to the public. The Diocese of Covington also desires to make its records accessible to the general public as far as possible while giving due regard to the privacy of individuals and its own welfare. The Diocese of Covington will fully comply with all federal and state statutes as directed by the courts during cases of discovery for litigation.
When materials or documents from non-diocesan sources are donated to the Archives, the donor will be asked to fill out a Deed of Gift form found below. The form can be printed and filled out by the donor ahead of time or filled out at the time the donation is made. But it should be signed in the presence of the Archivist. This signed form is proof that the donor relinquishes all rights of ownership of the donation, which thereby becomes the property of the Diocese of Covington. The Diocese of Covington maintains the right at a later date to dispose of any donation that is not designated for permanent retention on the Deed of Gift form.
Any donor who asks for a donation to be returned must receive written approval from the Chancellor or the Vicar General for Administration before any items then in the possession of the Diocese of Covington will be returned on a permanent basis. Permission, if granted, will be obtained by the Archivist.
Deed of Gift
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