CHAPTER V SECRETARIES AND ARCHIVES Appointment of the Secretary 197Secretaries are appointed as follows: the Secretary General by the Superior General, the Provincial Secretary by the Provincial Superior, the Vicariate Secretary by the Vicariate Superior, and the local secretary by the local Superior, with the consent of the respective Council. (C 250) Duties of the Secretary 198 The responsibilities of the secretary are: 1) to faithfully preserve documents, acts, and writings, properly arranged and safely locked in the archives; to add to them new writings in due time as appropriate, and to have a properly drawn up catalog or inventory of everything; 2) to be present at Council meetings, to write up the minutes or acts, and to add his signature after those of the Superior and his Councilors who were present at the meetings; 3) by order of and in the name of the Superior, to write letters and draw up other documents that pertain to the matters of the Congregation; to submit them for the approval or signature of the Superior; to preserve copies of them; and, in registers, to record letters, whether sent or received; 4) to keep a catalog or inventory, which is to be updated each year, of the personnel status listing the name, surname, parents’ names, time and place of birth, time and place of religious profession, education, practical skills, talents, office, and occupation held by each confrere, as well as other things useful for governing; 5) General, Provincial, and Vicariate Secretaries are also to keep a catalog of the houses which is also to be updated each year and in which are to be noted both what is useful to be known about the houses themselves for their administration, as well as the Structure and Government 237
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