Archive management

Responsibility

Archive management is responsible for archiving information connected with the policy and activities of Leiden University. This applies not only to research and education, but also to operational management.

What does the department do?

Since 2023, Archive management has been working on implementing the Archiving by Design principle within Leiden University. The department helps the staff members of the university and institutes to perform archiving where they work. We do this both with the departments that produce and store the information and with the information professionals who ensure that everything functions properly.

In addition, Archive management is in the transitional situation of moving away from paper archives, postal flows and the Djuma archiving system (formerly Docman). We are aiming to progress from there to a situation in which Archiving by Design takes place: the information is archived in the application where users work with it.

Archive management engages in activities in the following areas:

• Advising on Archiving by Design
  • Retention periods and archiving requirements based on archiving laws and regulations
  • Correct destruction of information (including when applications are phased out)
  • Archiving, metadating and structuring of information
    • For all applications used by Leiden University
    • In MS Teams, SharePoint and on the network drives
    • In digital and paper format
  • Producing an annual overview, information management audit and control
  • Management and transfer of archives to the National Archives
• Record management
  • Post distribution
  • Registration and archiving
  • Provision of information, including archive research
  • Djuma in relation to Archiving by Design

Questions

If you have any questions relating to documentary information and archiving, please send an email to DIA@assc.leidenuniv.nl.

Contact