6. PRIEST PERSONNEL RECORDS

Section 6 requires the Diocese to maintain a unified priest personnel record keeping system to enable those responsible for ministerial assignments to consider the full record of a priest. Under the unified system, the record of a priest will commence upon his entry into seminary training and continue to be maintained throughout his career.

6.1 Priest Personnel Record Keeping

Policy:

The Diocese shall maintain a unified priest personnel record keeping system to enable the Bishop and other responsible persons to consider the full record of a priest in the making of ministerial assignments. The record of each priest shall commence upon entering seminary training and continue to be maintained throughout the career of the priest.

Procedure

Diocese policies and procedures shall provide the administration of the unified priest personnel record keeping system consistent with law and sound personnel records management. For the purposes enunciated in these policies and procedures, the record shall include records of formational assessment, psychological evaluation, the record and disposition of any proceedings of the Review Board and any other information suggesting a propensity for sexual abuse of minors.

6.2 Transfer of Information

Policy:

Upon completion of ministry training, a summary of material information shall be sent to the Bishop for review with the Chancellor and the Vicar for Priests and Deacons. The entire file shall be given to the Vicar for Priests and/or the Chancellor upon request. This will be incorporated into the priest personnel record keeping system.

6.3 Confidentiality of Records

Policy:

All records maintained pursuant to this Section shall be confidential. Information contained in a priest's personnel record may be disclosed by the Chancellor to the Bishop and in the following instances:

Upon request for consideration by the Placement Board in making assignments;

Upon request of the Administrative Investigator as contemplated in Sections 4 and 5 of these policies and procedures;

Upon request of a priest subject to conditions and limitations set forth in applicable policies and procedures; and;

All such disclosures shall be made in a manner consistent with applicable law and sound personnel records management.

Procedure

The Chancellor and an appropriate file system established shall provide secure provision for the records.