What are the basic do’s and don’ts for parish secretaries?

DO show patience and courtesy, especially when answering inquiries. Your answers serve not only to inform, but also to cathechize.

DO consult your parish priest for matters not familiar to you, especially those concerning canonical matters. You may also call the Chancery Department for clarifications.

DO your work quickly, but efficiently. Time is precious and you cannot bring back lost time.

DO remember to serve with a smile.

DON'T make compromises with document requirements for sacramental rites. Very often couples or applicants forget things when their business is done.

DON'T just deal with marriage coordinators. It is important to request for the bride and groom's presence.

DON'T let name dropping affect your dealings with people coming to your parish office.

DON'T mishandle cannonical books. These are not only private, but also holy records, and should be handled with utmost care by authorized personnel.

Does the Chancery Office have any plans for centralized archiving of church records such as baptismal, confirmation and marriage certificates, just like the NSO of the government? It can always require the parishes to submit a copy of these records for this purpose.

The functions of the Archdiocesan Chancery Office is described by the Canon Law and as of now, it does not cover any centralized archiving of church records such as baptism, confirmation and marriage certificates. Besides, it is always easier to search for information or documents on a parish level than on a diocesan level because there are less number of records. The basic information about a Catholic individual’s baptism, confirmation and marriage records are very important elements of the person’s Catholic Cultural Heritage. Thus, during Catechism before the sacrament is given, role of parents as archival custodians of the church records of their children should also be stressed.