18.06.2014

ARCHIVING - A QUICK GUIDE

Every work community produces documents. Some of the documents must, according to the rules and regulations, be registered and stored, either periodically or permanently. Some documents and materials are worth storing so that the work duties can be properly performed.

In the University of Jyväskylä, the Registry Office attends to the University’s archives and is responsible for the University’s permanently retained documents. The most important guidelines on archiving are the rule on archiving and the archive forming plan. The retaining periods of documents are specified in the archive forming plan. Handling permanently retained documents has its own guidelines.

Documents to be permanently archived and those to be retained for a very long period (when they are no longer needed in one’s duties) will be moved to the permanent archive. Everyone is responsible for the documents in their possession until they have been moved to the archive. The University of Jyväskylä complies with the decision of the National Archives Service (from 2010) regarding permanently retained documents. The retaining periods of the documents, which the National Archives Service has not specified as permanently retained, will be decided by the University of Jyväskylä. The permanent archive of the University is situated in Kanavuori.

The purpose of this page is to complement the guidelines given by the Registry Office. It includes hints on retaining materials and documents.

 

Practical Guidelines for Managing Documents

  1. Documents must include certain identification information so that they can be archived properly. These include e.g. name, title, time of writing and identification number, if used.
  2. The documents to be retained permanently, and for a long time (10 years or longer), must be written in formats valid for archiving. Guidelines on this can be found on the National Archives Service web site.
  3. It pays off to keep the documents to be retained permanently already, at the time of writing, separate from other documents.
  4. Classified documents (e.g. those including delicate personal information) must be kept separate from public documents. This makes the using rights easier to manage. Otherwise, the secrecy must be marked on the folder or the interleaves.
  5. Documents to be archived should be kept separate from the copies. This makes it easier to hand the documents over to the permanent archive.
  6. Documents must be stored so that they are safe from damage or inappropriate use.
  7. Documents to be retained permanently or for a long time must be stored in closed cardboard folders. This saves room and ensures that the documents remain undamaged. Paper clips, rubber bands, plastic folders and staples must be removed from the documents. It is useful to isolate different documents from each other with interleaves.
  8. Documents to be retained for a certain period of time should be disposed of regularly when they are no longer needed, because this saves room. When disposing of documents one must observe privacy protection: Delicate information shall be destroyed with a shredder.

Depending on your own role you should take care of the following:

Students

-Check that your study attainment register is correct and up-to-date.

-Save your Master’s Thesis in JYX according to the Library’s directions

Teachers

-Enter the study attainments into the study register.

-Retain exams and other literary study attainments for at least a year, seminar papers and essays for two years.

-Retain students’ theses for at least five years in the way agreed upon at the Department.

-Retain the student feedback you have received for at least ten years or hand it to the person in charge of storing at your Department.

Researchers

-Collecting and retaining research data (University of Jyväskylä rules and regulations).

-Archiving of research data (the Archive of Social Sciences site).

-The ethical principles of the Humanities, Social Sciences and Behavioural Sciences research and a proposal for arranging an ethical pre-evaluation.

-Information on parallel publishing in the University of Jyväskylä.

Student Affairs Administration

-Pro Gradu comments shall be saved on the S drive

-Pro Gradu theses shall primarily be saved on the S drive, secondarily on JYX (this process is about to change).

-The documents regarding selection decisions shall be kept in the Faculty.

-Diplomas and documents connected with them shall be kept in the Faculty.

Personnel Administration

-The original Personnel Administration documents shall be kept in the University of Jyväskylä Document Administration.

Financial Administration

-The original documents regarding each acquisition shall be retained for ten years after the year the order was made has ended. Offers that did not lead to acquisition shall be retained together with the other documents regarding the acquisition.

-All documents regarding acquisitions exceeding the threshold value of 15 000 euros shall be retained at the Registry Office.

-As regards the documents of smaller acquisitions (under 15 000 euros), only the acquisition decisions shall be sent to the Registry Office.

-The acquisition offers made by the University of Jyväskylä as well as the received responses shall be sent to the Registry Office.