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Strategy for retention and archiving

Photo of  shelves full of boxes.

Most documents in a research project are official documents and must therefore be registered in our records management system, Public 360. As the researcher, you are responsible for ensuring that all official documents are registered.

Documents are to be registered continuously and without delay during the course of the project. Remember also to allow time for this as you draw up the schedule for the project.

When official documents are registered, they are automatically archived electronically. In some cases, however, as in the case with some types of research material, they are also to be handed over as analogous copies to the archives unit as you wrap up the project. If you keep the research material organised as you go, you do not need to spend so much time reorganising it at the end of the project.

Prepare a strategy for retention and archiving

We therefore recommend that you draw up a strategy for retention and archiving already at the start of your project.

Find out who will register and archive the project documents. Is there a good and safe place to keep analogous primary material during the course of the project? If the material contains sensitive data/data subject to secrecy it is particularly important to remember that the documents may not be exposed in your rooms. You must have access to lockable storage facilities where you can put the material after each day.

How do you manage your digital primary material? Digital material must also be kept in a suitable storage facility.