It is the usual procedure for the entry of fonds into the Archive and intermediate by which the files are transferred between archive phases throughout their life cycle according to the periods of permanence in each of the phases. The transfer is carried out according to the transfer schedule and involves the physical transfer and also the responsibility for their safekeeping.
- This procedure also applies to files, fractions of series and any original electronic documentary grouping, together with their metadata to another system, which implies that this documentation will no longer remain in the original system.
The main objectives of the transfer are:
- To optimise the use of space, avoiding the agglomeration of documents in the offices and unloading them from those whose use is infrequent.
- To transfer the functions of management, conservation (temporary or indefinite), access and consultation of documents to a specialised service.
Prior to the transfer it is necessary to contact the Intermediate Archive or email to arxiu.intermedi@uv.es .
The transfer forecast sheet must be filled in in order to have an idea of the volume of the documentation and the series to be transferred.
The documentation to be transferred must be organised.
The Services shall keep the documentation they generate until the end of the processing and whenever circumstances allow for a minimum period of 3 to 5 years.
The person in charge of preparing the documentation to be sent to the Intermediate Archive will be the person responsible for the Management Archive. The Head of Service will have to supervise this transfer and sign the final transfer sheets.
Once the metadata has been uploaded to the archive document manager, the producing units will be given the access codes for the identified consultation of the documentation that for various reasons is not visible to everyone on the archive portal.
Procedure manual
The procedure manual is a common instrument to unify the criteria of each and every one of the University Services, the sum of all the transfers carried out constitutes the general catalogue of the University Archive.
Transfer materials
Preparation of the documentation to be transferred (Word)
Transfer forecast sheet (Word version)
Transfer sheet (Excel version).
