Canons 252 to 261 of the Code of Canons of the Eastern Churches (CCEO) describe the position of the Chancellor in the eparchial curia, as well as their responsibilities regarding the preservation of the eparchial archives. The word ‘Chancellor’ originates from the Latin word cancellarius, which means ‘Gate-keeper’. In reality, the Chancellor is the custodian of the eparchial archives, or the entire documentary center of the eparchy.

Originally, in the ancient Roman Empire, the Chancellor was the gatekeeper who stood before the railings of the Roman court. Over time, this official took on the duties of the magistrate’s secretary. The system of the ‘Chancery’ emerged adjacent to the Bishop’s office starting from the 12th century. Subsequently, the Chancellor became responsible for signing and preserving the Bishop’s letters. Post the Council of Trent, in addition to preserving curial documents, the Chancellor was legally recognized as the Principal Notary of the eparchial curia. The position of Chancellor was officially incorporated into Church legislation for the first time in the 1917 Code of Canon Law. This position has been retained in the current Code of Canon Law with necessary modifications.

The Eparchial Bishop must mandatorily appoint a Chancellor in the eparchial curia. The Chancellor must be a priest or a deacon. However, the Code of Canons for the Latin Church (CIC) places no such restrictions. Therefore, in the Latin Church, any layperson-regardless of gender-can be appointed to the position of Chancellor. If required, an assistant may be provided to the Chancellor, designated as the Vice-Chancellor. All regulations applicable to the Chancellor also apply to the Vice-Chancellor. By virtue of the law itself (ipso iure), both the Chancellor and Vice-Chancellors are official notaries of the eparchial curia.

The Chancellor must be a person of good character, above reproach, possessing a good reputation, and living a life free from suspicion. Since they hold a position that certifies the authenticity and credibility of legal documents, one can easily imagine the consequences if they were untrustworthy.

Unless the particular law provides otherwise, the primary duty of the Chancellor is to collect, arrange, and securely preserve the documents of the curia in the eparchial archives. The particular law of the Syro-Malabar Church has not included any specific variations on this matter. The Chancellor must co-sign the documents issued by the Eparchial Bishop. His signature certifies the credibility and authenticity of these documents. Since the Chancellor is a notary by virtue of the law, the duties of a notary are also entrusted to them. They must draft the proceedings and documents regarding decrees, decisions, obligations, or other matters requiring intervention. It is their responsibility to faithfully record all actions and sign the proceedings, indicating the place, day, month, and year. They are required to make documents and proceedings available to anyone who legally requests them and to certify that copies match the original.

Since the Chancellor has direct responsibility for the archives, he must not only be an expert in Canon Law but also a qualified archivist. Additionally, he should have practical knowledge of as many languages as possible. The Chancellor must ensure that the archive is always kept locked. Its keys must remain exclusively with the Bishop and the Chancellor. No one is permitted to enter the archives without the sole permission of the Bishop, or the joint permission of the Protosyncellus (Vicar General) and the Chancellor. However, the keys to the secret archives or secret safe must remain only with the Eparchial Bishop. No documents may be removed from the archives without the Bishop’s permission or the joint permission of the Protosyncellus and the Chancellor. Furthermore, no documents whatsoever may be removed from the secret archives.

In short, by meticulously preserving the eparchial archives, certifying the authenticity of important canonical documents, and serving as a trusted assistant to the Bishop, the Chancellor helps maintain the transparency, legal integrity, and continuity of the Church.

Rev. Dr. Joshy Kulathumkal