Clearing paper documents and files in the cabinets and archive rooms of the faculties and services is bound by rules.
The Instruction for managing paper archives at the VU provides tools for clearing paper documents and files in the cabinets and archive rooms of the faculties and services. The instruction outlines the activities that are necessary for this, and indicates who is involved at what time.
The activities ensure that the paper archival material that has to be kept for a period or even permanently, is stored in an orderly and safe manner, and that the material that can immediately be destroyed - and therefore must be - is actually destroyed. The instruction leads to three collections:
- archive to be destroyed immediately;
- archive to be temporarily stored;
- legally permanent archive and academic VU heritage.
Archival material that must be kept for a certain period or permanently (collections 2 and 3) will have to be packaged in a good way after removing plastic, elastic and metal. This is the Instruction Packaging Paper Archive.
Destroying paper archive material
The Procedure for the destruction of paper archival material applies to paper archives that have passed the previous procedure and which have been found to be fit for immediate destruction. Going through this procedure should lead to:
- obtaining permission for the destruction of the directly destructible material;
- destroying the material for which permission for the destruction has been given;
- capturing some data about the destruction with a Declaration of destruction of paper records.
In 2018, the addressing of paper archive material will take place within the framework of the DigiDoc project VU archive. The contact point for this project is Mirjam Bouwer, m.a.brouwer@vu.nl.