HAVE A QUESTION?

Please refer to the REFERENCE REQUESTS section below.

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STAFF:

Archivist:  S. Mary Serbacki, osf, c.a.

Assistant:  S. Verona Weber, osf

PURPOSE:

            The archives is first and foremost an arm of the administrative body.  Thus, its primary function is to serve the needs of the ongoing activity of that body by preserving and making readily available the materials comprising its permanent and temporary record.   The second or research function of the Archives arises from the value of a document which often goes beyond the original purpose for which it was created.

            The Archives is the official depository for all documents and materials of any form, made or received by the Province in the pursuit of its religious and legal obligations and in the transaction of its business.  These documents, etc., reflect the internal development of the Province, the conduct of its affairs as a corporation, the individual and personal lives of its members and those served through the various forms of ministry.  Accounts of the functions, policies, decisions, procedures, operations, and other activities which provide information about the life of the Province shall be deposited in the Archives.  These include not only the official papers of past administrative officers, but also material reflective of the life and work of the sisters.

HOLDINGS:

            The province archives contains the records of the Sisters of St. Francis of Penance and Christian Charity from their establishment in Buffalo, N.Y., as a mission of the German house, through their growth and development in the U.S.  The records include central administrative, financial, and personnel records of the sisters in the U.S. 1874-1939; in the eastern/Holy Name Province 1939-present.  There are also records pertaining to the institutions run by the sisters and the local convents where they resided.  The materials include manuscripts, publications, architectural drawings, photographs, and some audio and video tapes.  The earliest records are less complete than those from the period after 1920.  Because of the changes in record-keeping practices, the most recent records are the most numerous.  Although the archives are an internal, administrative archives, by extension the information also refers to religious history, women’s history, immigration studies, developments in education, etc.

GENERAL CONTENTS

 1            Founding and History (Province)

             2            World Congregation

             3            Provincial Chapter Proceedings

             4            Mission Superiors

             5            Provincial Superiors/Ministers

             6            Provincial Council Proceedings

             7            Province Treasurer/Finance Officer

             8            Local Communities/Institutions

             9            Personnel Records (Individual Sisters)

            10            Academic Papers

            11            Committees/Commissions

            12            Photograph Collection

            13            Blueprints/Architectural Records

            14            Tape Collection

            15            Collections of Individuals

            16            Published Works Collection

            17            Artifacts

ACCESS:

1.      Published materials are available to anyone for research or reading.

2.      Unpublished material may be made available to a researcher for legitimate use with permission of the archivist.

3.      Unprocessed materials are available for use only at the discretion of the archivist.

4.      The use of certain documents may be restricted by statute, office of origin, or by request of the donor; the researcher may quote from these documents only with permission of the archivist and with due reference to the source, that is the Archives of the Sisters of St. Francis of Holy Name Province, Inc., Stella Niagara, N.Y. 14144, and the reference number.

5.      Administrative records shall remain closed for a 15 year period; they can be used for reference with permission of the administrative officers and the archivist.

6.      Personal records shall remain closed for a 25 year period; controlled use may be made of these records with permission of the provincial council and the archivist.

7.      Because of the right of privacy, access to all records created as part of a confidential relationship is restricted after the year 1900.  Personnel and case records created after 1900 will be made available for statistical research only if the researcher reads and signs the Statistical Research Agreement.

8.      As a general rule, in the case of personal papers, no letter or document written by a person still living may be quoted, paraphrased, or used in any way without the consent of the author.

9.      Individuals who have withdrawn may have access to their files with permission of the provincial minister and the archivist.  

10. No book, manuscript or other item may be removed from the archives.

11.  Archival material is only available for research use when the archivist is present.

12.  If permission is given for reproduction of materials, the process is done by the archivist at the established current cost per sheet or page. Permission to reproduce material does not constitute permission to publish.

13.  If permission is given for reproduction of photographic material, the copy work is done by a photographer selected by the archivist.  All arrangements with the photographer are made by the archivist. Prepayment for photographic copy work is required. If a copy negative must be made, the first person to order a copy pays for the cost of the negative and the print.  The archives retains the negative for future use.

14.  Reproductions may not be further reproduced, examined, or transferred elsewhere without prior written permission.

15.  If permission is given for the use of material for publication, two copies of the publication should be sent to the archives.  A thesis or dissertation is considered a publication.

16. All responsibility for infringement of copyright is assumed by the researcher.

17.  A $10/hr charge after the first hour is assessed for research services provided for non-members of the congregation.

HOURS:

Researchers are invited to call or visit the Archives during regular open hours:  Monday--Friday   9:30--11:45 a.m.; 12:45--4:30 p.m., except holidays and times of congregational meetings.  Visiting researchers are requested to make appointments in advance.  

HAVE A QUESTION?

We are happy to accept research inquiries. Researchers are asked to refer to the "Access" and "Hours" sections above and to provide the information on the following REFERENCE REQUEST FORM with all requests. A copy can be made and faxed to the address below or sent to hnparchives@hotmail.com  with "Archives Office" in the subject line.

REFERENCE REQUEST FORM

NAME:                              ____________________________

MAILING ADDRESS:   ____________________________

                                            ____________________________

                                            ____________________________

PHONE NUMBER:        ____________________________

FAX/EMAIL:                    ____________________________

                                            ____________________________

PURPOSE OF RESEARCH:

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REFERENCE QUESTIONS:

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TO CONTACT US:

            Phone:  716-754-4312, ext. 9737#

            Fax:      716-754-7657

            By Mail:   Archives Office

                              4421 Lower River Rd.

                              Stella Niagara, NY 14144