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The People of God » The Hierarchical Constitution of the Church » Particular Churches and Their Groupings » The Internal Ordering of Particular Churches » The diocesan curia » The chancellor, other notaries, and the archives
Canon 482. §1 In each curia a chancellor is to be appointed, whose principal office, unless particular law states otherwise, is to ensure that the acts of the curia are drawn up and dispatched, and that they are kept safe in the archive of the curia.

§2 If it is considered necessary, the chancellor may be given an assistant, who is to be called the vice-chancellor.

§3 The chancellor and vice-chancellor are automatically notaries and secretaries of the curia.

§1. In qualibet curia constituatur cancellarius, cuius praecipuum munus, nisi aliter iure particulari statuatur, est curare ut acta curiae redigantur et expediantur, atque eadem in curiae archivo custodiantur.

§2. Si necesse videatur, cancellario dari potest adiutor, cui nomen sit vice-cancellarii.

§3. Cancellarius necnon vice-cancellarius sunt eo ipso notarii et secretarii curiae.
Canon 483. §1 Besides the chancellor, other notaries may be appointed, whose writing or signature authenticates public documents. These notaries may be appointed for all acts, or for judicial acts alone, or only for acts concerning a particular issue or business.

§2 The chancellor and notaries must be of unblemished reputation and above suspicion. In cases which could involve the reputation of a priest, the notary must be a priest.

§1. Praeter cancellarium, constitui possunt alii notarii, quorum quidem scriptura seu subscriptio publicam fidem facit quod attinet sive ad quaelibet acta, sive ad acta iudicialia dumtaxat, sive ad acta certae causae aut negotii tantum.

§2. Cancellarius et notarii debent esse integrae famae et omni suspicione maiores; in causis quibus fama sacerdotis in discrimen vocari possit, notarius debet esse sacerdos.
Canon 484. The office of notary involves:

1° writing acts and documents concerning decrees, arrangements, obligations, and other matters which require their intervention;

2° faithfully recording in writing what is done, and signing the document, with a note of the place, the day, the month and the year;

3° while observing all that must be observed, showing acts or documents from the archives to those who lawfully request them, and verifying that copies conform to the original.

Officium notariorum est:

1° conscribere acta et instrumenta circa decreta, dispositiones, obligationes vel alia quae eorum operam requirunt;

2° in scriptis fideliter redigere quae geruntur, eaque cum significatione loci, diei, mensis et anni subsignare;

3° acta vel instrumenta legitime petenti ex regesto, servatis servandis, exhibere et eorum exempla cum autographo conformia declarare.
Canon 485. The chancellor and the other notaries can be freely removed by the diocesan
Bishop. They can be removed by a diocesan Administrator only with the consent of the college of consultors.

Cancellarius aliique notarii libere ab officio removeri possunt ab Episcopo dioecesano, non autem ab Administratore dioecesano, nisi de consensu collegii consultorum.
Canon 486. §1 All documents concerning the diocese or parishes must be kept with the greatest of care.

§2 In each curia there is to be established in a safe place a diocesan archive where documents and writings concerning both the spiritual and the temporal affairs of the diocese are to be properly filed and carefully kept under lock and key.

§3 An inventory or catalogue is to be made of documents kept in the archive, with a short synopsis of each document.

§1. Documenta omnia, quae dioecesim vel paroecias respiciunt, maxima cura custodiri debent.

§2. In unaquaque curia erigatur, in loco tuto, archivum seu tabularium dioecesanum, in quo instrumenta et scripturae quae ad negotia dioecesana tum spiritualia tum temporalia spectant, certo ordine disposita et diligenter clausa custodiantur.

§3. Documentorum, quae in archivo continentur, conficiatur inventarium seu catalogus, cum brevi singularum scripturarum synopsi.
Canon 487. §1 The archive must be locked, and only the Bishop and the chancellor are to have the key; no one may be allowed to enter unless with the permission of the
Bishop, or with the permission of both the Moderator of the curia and the chancellor.

§2 Persons concerned have the right to receive, personally or by proxy, an authentic written or photostat copy of documents which are of their nature public and which concern their own personal status.

§1. Archivum clausum sit oportet eiusque clavem habeant solum Episcopus et cancellarius; nemini licet illud ingredi nisi de Episcopi aut Moderatoris curiae simul et cancellarii licentia.

§2. Ius est iis quorum interest, documentorum, quae natura sua sunt publica quaeque ad statum suae personae pertinent, documentum authenticum scriptum vel photostaticum per se vel per procuratorem recipere.
Canon 488. It is not permitted to remove documents from the archive, except for a short time and with the permission of the Bishop or of both the Moderator of the curia and the chancellor.

Ex archivo non licet efferre documenta, nisi ad breve tempus tantum atque de Episcopi aut insimul Moderatoris curiae et cancellarii consensu.
Canon 489. §1 In the diocesan curia there is also to be a secret archive, or at least in the ordinary archive there is to be a safe or cabinet, which is securely closed and bolted and which cannot be removed. In this archive documents which are to be kept under secrecy are to be most carefully guarded.

§2 Each year documents of criminal cases concerning moral matters are to be destroyed whenever the guilty parties have died, or ten years have elapsed since a condemnatory sentence concluded the affair. A short summary of the facts is to be kept, together with the text of the definitive judgement.

§1. Sit in curia dioecesana archivum quoque secretum, aut saltem in communi archivo armarium seu scrinium, omnino clausum et obseratum, quod de loco amoveri nequeat, in quo scilicet documenta secreto servanda cautissime custodiantur.

§2. Singulis annis destruantur documenta causarum criminalium in materia morum, quarum rei vita cesserunt aut quae a decennio sententia condemnatoria absolutae sunt, retento facti brevi summario cum textu sententiae definitivae.
Canon 490. §1 Only the Bishop is to have the key of the secret archive.

§2 When the see is vacant, the secret archive or safe is not to be opened except in a case of real necessity, and then by the diocesan Administrator personally.

§3 Documents are not to be removed from the secret archive or safe.

§1. Archivi secreti clavem habeat tantummodo Episcopus.

§2. Sede vacante, archivum vel armarium secretum ne aperiatur, nisi in casu verae necessitatis, ab ipso Administratore dioecesano.

§3. Ex archivo vel armario secreto documenta ne efferantur.
Canon 491. §1 The diocesan Bishop is to ensure that the acts and documents of the archives of cathedral, collegiate, parochial and other churches in his territory are carefully kept and that two copies are made of inventories or catalogues. One of these copies is to remain in its own archive, the other is to be kept in the diocesan archive.

§2 The diocesan Bishop is to ensure that there is an historical archive in the diocese, and that documents which have an historical value are carefully kept in it and systematically filed.

§3 In order that the acts and documents mentioned in §§1 and 2 may be inspected or removed, the norms laid down by the diocesan Bishop are to be observed.

§1. Curet Episcopus dioecesanus ut acta et documenta archivorum quoque ecclesiarum cathedralium, collegiatarum, paroecialium, aliarumque in suo territorio exstantium diligenter serventur, atque inventaria seu catalogi conficiantur duobus exemplaribus, quorum alterum in proprio archivo, alterum in archivo dioecesano serventur.

§2. Curet etiam Episcopus dioecesanus ut in dioecesi habeatur archivum historicum atque documenta valorem historicum habentia in eodem diligenter custodiantur et systematice ordinentur.

§3. Acta et documenta, de quibus in §§1 et 2, ut inspiciantur aut efferantur, serventur normae ab Episcopo dioecesano statutae.

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