Archiving: define the assignment and services
Archiving combines organised retention with traceable access. Paper archives need an index and controlled loans; digital archives also need readable files, metadata and preservation. A backup restores data and does not replace a managed archive. Scanning alone is not long-term archive management.
Define the assignment
The commission centres on routine archive management: receiving, organising, storing and providing records to authorised users. Define which tasks stay in-house and which the provider handles. Where needed, separately define conservation treatment for damaged originals and a detailed digital preservation strategy.
Specify the result
Agree how a specific file is located and requested. A round-the-clock online index does not guarantee physical delivery times. Plan exports, permissions and long-term usability for digital records.
| Service | Agreement to make |
|---|---|
| Paper archive | Labelling, storage and file return |
| Digital archive | Metadata, permissions and readable exports |
| Migration | Reconciliation and verifiable completeness |
Prepare the inquiry
Give collections, locations, existing organisation and access frequency. Count known binders or boxes rather than using a broad size band. For digital material describe formats and systems. Identify missing indexes and files still used regularly.
Describe the scope and available information without copying confidential originals into the first inquiry. Unknown technical details can remain open. Later agree a suitable transfer channel and a person responsible for questions.
Clarify responsibilities and limits
Retention depends on record type and legal basis. Certain business records have specific rules; this does not create a single period for all files. Check deletion, original retention and holds arising from proceedings. The client remains responsible for permitted personal-data handling.
Compare costs and billing
Include intake, packing, storage, file requests and return delivery. Digital offers may charge setup, migration, user access and exports. Cheap storage can cost more overall when file requests are frequent.
Compare the same service over the same period. Ask for setup, ongoing work, additional effort, expenses and VAT to be shown separately where applicable. Clarify approval of additional work. Without specific information a national price range would be misleading.
How the assignment proceeds
Create a shared inventory first. Check labelling and a test retrieval before routine operation. For migration reconcile counts, grouping and readable samples. Agree contract termination and return of data before handover.
First discuss the objective, scope and responsibilities. The quotation then records services, assumptions and exclusions. Check an agreed first stage before substantial further work starts. At completion record the result, unresolved matters and handover; changes need an agreed approval process.
Compare quotations carefully
Check what will actually be delivered and what contribution you must make, as well as price. A low basic fee can be offset by extras or missing services. Give every provider the same requirements.
| Check | What the quotation should explain |
|---|---|
| Scope | Included work and expressly excluded tasks |
| Cooperation | Contact person, questions and approvals |
| Billing | Charging basis, extras and terms for additional work |
| Retrieval | Timescale, fees and access at contract end |
Checklist before starting
These points belong in the archive assignment.
- Index. Identify the collection clearly
- Permissions. Define authorised users and file loans
- Preservation. Plan retention, readability and return
Frequently asked questions
Can I keep the archive at my premises?
Yes, on-site management may be offered separately. Conditions, access and responsibilities must fit the collection.
Can everything be destroyed after digitisation?
No. Check record type, original requirements and retention duties. Scanning is not a blanket destruction authorisation.
Do I need complete records first?
No. Explain what is available and what remains to be clarified. Records needed for the actual work are agreed later.
Should I include confidential content in the inquiry?
No. A brief description of the need is enough. Credentials, complete customer files and information about third parties belong in a later agreed protected exchange.
Is the commissioned service free?
The free quotation inquiry does not replace a fee proposal. Agree costs and assignment terms with the selected provider.
How is the timetable agreed?
Give any known date and explain its significance. The provider must check capacity, necessary information and dependencies; an inquiry does not yet confirm a delivery date.
