Every day, important information is generated within VU Amsterdam. This includes decisions, policy documents, meeting materials, diplomas, project files, and other documents and information objects that will remain valuable in the future. This information is currently often stored in various locations. In Teams, SharePoint, iBabs, email, process applications, or network drives. As a result, it’s not always clear where the correct version is located or what needs to be retained for future reference.
When information is scattered, searching for it takes time. Sometimes information is incomplete, hard to find, or inadequately protected. It’s also not always clear how long something needs to be retained. That makes accountability difficult. Proper archiving helps us work reliably—for decision-making, accountability, legal and regulatory compliance, and the memory of VU Amsterdam. What’s important must remain secure and findable in the future.
One place for information that must be preserved long-term
That is why VU Amsterdam is implementing an archiving solution: a single, reliable digital location for information that must be preserved long-term. Not an additional work environment, but a secure repository where information is properly managed—for as long as necessary and no longer than permitted.
We’ll continue to collaborate in the systems where the work takes place, such as Teams, iBabs, or other process applications. Once information is finalized and needs to be preserved long-term, it is incorporated into the archiving solution.
How does the VU Archive Solution work?
Exactly how the retention process works varies by process. Sometimes information is transferred to the VU Archive Solution via an integration. Sometimes this is done through an agreed-upon procedure, for example from Teams or directly in Corsa. The goal is always the same: to properly preserve important information and easily retrieve it later.
We archive together
Working reliably requires proper archiving. Employees ensure that important information ends up in the right place. Key users assist colleagues in practice. Process owners ensure that agreements are followed. The Document Management and Archives (DMA) department provides guidelines, instructions, and support for sustainable preservation and management. In this way, we work together to ensure that important information from VU Amsterdam is properly preserved—securely, sustainably, and in a way that makes it easy to find.
Questions?
Do you have questions about archiving or the VU Archive Solution? Your key user and the DMA (askthearchive@vu.nl) are here to help.
For all other questions regarding assistance with the preservation and management of both analog and digital documents, data, and files, please contact the Document Management and Archives (DMA) department.