Prot. H/09/2026

This policy outline is aligned with both the Manitoba Vital Statistics Act and the Code of Canon Law, which governs the civil registration of births, marriages, and deaths in the province.

Effective Date: April 23, 2026

Subject: Access, Privacy, and Issuance of Sacramental Certificates

1. Purpose

This policy establishes the procedure for the protection and release of sacramental information (Baptism, Marriage, Burial/Funeral) held by the Archeparchy. It ensures compliance with the Manitoba Vital Statistics Act regarding public access timelines and respects the privacy rights of the faithful under the Personal Information Protection and Electronic Documents Act (PIPEDA).

2. General Principles

• Ownership: Sacramental registers are the property of the Parish/Archeparchy. They are ecclesiastical records, not public civil records.
• Privacy: Information in these registers is considered private. Access is limited to the person named in the record, their parents (if a minor), or authorized ecclesiastical authorities.
• Accuracy: Changes to records (e.g., notations for annulments or adoptions) must follow Canon Law and require authentic documentation.

3. Access Timelines (Alignment with Manitoba Law)

To align with the provincial standards for “unrestricted access” for genealogical purposes as defined in the Manitoba Vital Statistics Act, the Archeparchy adopts the following release schedule for historical research:

Record Type	Restricted Period	Public/Genealogical Access
Baptismal Records	100 Years from date of birth	After 100 Years
Marriage Records	80 Years from date of marriage	After 80 Years
Burial/Death Records	70 Years from date of death	After 70 Years

Note: If a record is within the restricted period, it will only be released with the written consent of the individual named or proof of their death (subject to approval).

4. Release Protocols for Living Individuals

A. Baptismal Certificates

Authorized Recipients: The person named, or the parents/legal guardians if the person is a minor.

Requirements: A written request and valid photo identification.

Content: Certificates will include the name, birth date, baptismal date, parents’ names, and sponsors as given in the original entry.

Notations: Notations of subsequent sacraments (Confirmation, Marriage, Holy Orders) are included for canonical purposes (e.g., preparing for marriage).

B. Marriage Certificates

Authorized Recipients: Either spouse named in the record.

Civil Registration: While the Parish issues a sacramental certificate, individuals seeking a civil marriage certificate for legal purposes (passports, etc.) must be directed to the Manitoba Vital Statistics Branch.

C. Burial/Funeral Records

Authorized Recipients: The executor of the estate or the immediate next-of-kin.

Note: The Church records the funeral/burial rite. The official Death Certificate must be obtained through the Province of Manitoba.

5. Requests for Genealogical Research

Restricted Records: Requests for records less than 70–100 years old (as per the table above) for family history will be denied unless the requester provides written consent from the person named or proof that all parties are deceased.

Fees: A research fee of $25.00 (or the amount determined by the Chancery) applies to each search and is payable in advance.

Document Format: Historical records are issued as transcripts or “Genealogical Extracts” rather than official sacramental certificates.

6. Security and Custody

Registers must be kept in a fireproof, locked safe at the Parish.

Direct Access Prohibited: Under no circumstances are members of the public allowed to browse the original registers. All searches must be conducted by the Pastor, Parish Secretary, or Archivist.

Approved by:

Metropolitan Lawrence Huculak, OSBM