What should be archived or discarded?

Guidelines to what is to be archived or discarded

The instructions below pertain to paper documents only. Digital material is not included since the digital storage/preservation platforms are not affected by the move.

The deadline for delivering material (documents) to the archive at your institution is March 2, 2018. Please contact archivist Lise-Lotte Wallin when you are ready to deliver.

A. To be discarded before the move

Research data older than 10 years after the project has been finished  and is not deemed to be of value for preservation, i.e.

  • raw data, primary data, processed data or survey responses
  • information from databases/registries or copies of patient records
  • work material (eg.e memorandums or reference material which doesn't have any direct connection to the research)
  • correspondence of no archival value

B. To be sent to the archive and discarded 10 years after the project is finished

Research data dating less than and up to 10 years after a project is finished i.e.

  • raw data, primary data, processed data
  • lab/logbooks
  • survey responses
  • information from databases/registries
  • copies of patient records

C. To be sent to the archive and preserved permanently

  • important correspondence
  • research data of value or which is hard to re-create

D. Administrative documents

Applications, approvals, contracts, reports, etc. should be submitted to the local Registry Officer on a regular basis who will secure that the documents are preserved accurately for the future and retrievable for the daily administration of the organisation.

How to go about it

Division

Divide the material according to point A, B, C and D as shown above.

A - does not have to be ordered but can be discarded directly. Documents containing classified information (e.g. sensitive personal data) should be placed in designated containers for confidential documents.

For B and C it is important to label the material. Make sure to divide the research data by project so that it is easy to search through the data, if required.

If there are older documents that should have been registered - D - but have not been sent to the Registry Officer, these are to be handled according to C.

Labelling

Material which can be discarded 10 years after the project is finished (B), label the material with:

  • department
  • research unit
  • name of the project (if possible)
  • year to be discarded

Material which is to be preserved permanently, label the material with:

  • department
  • research unit
  • name of the project (if possible)
  • time span

Make sure it is possible to distinguish which data can be discarded and which must be preserved.

Delivery

Put the material that is to be sent to the archive in packing boxes and label them with Department and Research Group Leader. If more than one box, number the boxes. Contact the archivist and book a delivery date.

Contact

If you have any questions, do not hesitate to contact Biomedicum's archivist Lise-Lotte Wallin.

Archivist

Lise-Lotte Wallin

Phone: +46-(0)8-524 872 56
Organizational unit: Administration
E-mail: lise-lotte.wallin@ki.se