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http://www.sa.dk/content/us/appraisal_and_transfer

Appraisal and Transfer of Records from Public

Authorities

In accordance with the Danish Archives Act, the State Archives represented by the National

Archivist are authorised to specify rules and regulations relating to the management of the recor

of Danish public authorities. 

According to the Archives Act the objectives of the State Archives in this area are as follows :

• to ensure the preservation of records of historical value.

• to ensure that records of no historical value may be disposed of in association with the authoriti

that are comprised by this Act (…)

The State Archives fulfil the purposes of the Act by issuing rules and regulations on appraisal of the

records of public authorities . In this way the State Archives ensure that the right records will be preserved for future generations. In case of records from state authorities , the State Archives must

furthermore ensure that such records are transfered to the State Archives.

The framework 

Since 1997, the efforts of the State Archives in terms of appraisal have been governed by specialagreements with the Ministry of Culture . The general objective is to ensure that all records more than 3

years old will have been transfered by the year 2006. The present special agreement covers the period

2001 to 2004. In continuation of the special agreement , the State Archives have prepared an activity plin the form of a circular which defines the time for deciding upon appraisal for each public authority an

for each authority's transfer of paper records. All activities involving electronic records are governed by

• Cirkulære nr. 23 af 8. marts 2002 om statslige myndigheders anmeldelse af elektroniske registre

(databaser)

• Cirkulære nr. 24 af 8. marts 2002 om anmeldelse og godkendelse af elektroniske journaler og

elektroniske dokumenthåndterings-

systemer 

• Cirkulære nr. 25 af 8. marts 2002 om statslige myndigheders aflevering af elektroniske

arkivsystemer til Statens Arkiver.

State authorities are obliged to notify the State Archives of their electronic filing systems before they ar

implemented. All activities relating to appraisal are planned and carried out in cooperation between the National Archives and the regional archives . The head of the department for appraisal at the National

Archives is in charge of the coordination of these activities.

Contact to public authorities

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All appraisal activities are based on the principle of provenance . This means, among other things, that

archival material is transfered in the order and with the classification of the originating authority. Inconnection with the appraisal, this classification is described, including the finding aids created and use

 by that authority. Information on the offices of origin over time will be attached to the individual series

records.

The information on the archival material will be entered into DAISY (Danish record information system

the central database of the State Archives which contains systematic descriptions of records, offices of 

origin, shelving and various other information on the records dealt with.

Paper records

When the State Archives have authorised the disposal of certain archival material, it is the responsibilit

of the authority to ensure that such material is disposed of in a safe manner when it is no longer require

for legal or administrative purposes. If it is decided that material should be preserved, the authority muskeep the records until they can be transfered to the State Archives.

The public authority should transfer its material to that unit within the State Archives that is the normal

contact for the authority in question. A main rule is that local state authorities, city or district councils a

county councils transfer material to the Provincial Archives whereas national state authorities transfer material to the Danish National Archives.

Paper records from state authorities will typically be transfered when the records are approx. 20 years o

This is done to ensure that the records may be made available at the reading rooms of the State Archive

 before they attain the age of 30 years as provided by the Archives Act. In special cases, however, the National Archivist may allow authorities to postpone transfer of paper records until a later time.

Each individual authority carries out the necessary preparation of its records for transfer. As regards parecords, this would typically involve arrangement, screening, cleaning, bundling, labelling and listing o

the material according to the rules and regulations of the State Archives.

Electronic records

State authorities are obliged to notify the State Archives of their electronic filing systems before they ar

implemented. The State Archives will then evaluate whether the system should be preserved, and if so,fix a date on which data the system are to be transferred for the first time. This will normally be after a

 period of approx. 5 years. Electronic file management systems (journals) and electronic file and docummanagement systems to be preserved mustfurthermore be reviewed for approval. In this connection, theState Archives will determine whether the system enables the authority in question to meet the

requirements of the State Archives to public authorities regarding management of their records. The

review focuses on both organisational and technical aspects of the system and will furthermore check 

whether a system-independent filing version may be created for the State Archives.

The requirement for notification of electronic filing systems means that, in principle, the State Archives

have information on all electronic filing systems used in the Danish central administration. The Nationa

Archives are basically in charge of all tasks relating to electronic filing systems. However, decisions on

 preservation or disposal may in some cases be made in cooperation with the provincial archives.

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For further information on the general objectives and strategies of the State Archives please see: