Archiving & digitalising

Why archive? For:

  • Information needs of employees/ students/researchers/lecturers. Or: which information is necessary to be able to do your job? And is this information shared in such a way that someone can take over in the event of illness or leave?
  • Accountability, evidence and transparency to disclose to inspection committees, accountants’ checks, management reports and to prevent reputation damage etc. Or: How can TU Delft prove that work is being done according to agreements?
  • Cultural heritage, as a source of research/statistics and source for historical publications and research. Archiving administrative, research and educational information (both physical and digital)

Archiving

Archives exists in all shapes and sizes. For example: student applications, grades lists, research reports, dissertations, lecture materials, promotion register, brochures, pr-campaigns, policy documents, complaints, minutes, manuals, work instructions, quotations, contracts, etc.

These have to be stored in a ordered and accessible way, sometimes for an indefinite period of time. 

In the selection list of TU Delft you can find more information about storage times.

Advice on ordering, digitalising, and outsourcing

We are happy to help you with your paper or digital documents. Are you struggling with (digital) folders, a full email box, usb, desk or cupboard? Don’t throw anything away, but contact us. We can tell exactly what needs to be stored and where, avoiding risks during an accountant’s or other inspection. 

Setting up an archive is a time-consuming job. Particularly if there was no structuring before (e.g. email) or i fit concerns a very large amount of data. In these cases it might be an option to hire more capacity. We can advise you on that and if desired manage the process. The required budget depends on the type of archive and your particular wishes.

If you want your paper archive scanned, there is a lot involved. You will have to decide on the storage of your digital documents and how to order your documents so that you can easily find them in your new archive. By determining your steps before hand, you will save time and money and your digital archive will bring you more. The Library can help you set up a plan. We can also manage the process with you and if necessary advise on organisations specialised in all sorts of archives.

If scanning the archive is too big a job, too vulnerable or too confidential for your own staff or students, the work can be outsourced. The required budget depends on the inventory and requirements as listed below.

Please email us at DM-lib@tudelft.nl, and we will contact you as soon as possible.

Inventory

For each archive it is handy to clarify which information (the subject) you are dealing with, by whom it was made (person, team, service/faculty) and which periode it concerns (for example “scientific reports Architecture from 1999 to 2010” or “team meetings from team x from 1978 to 2003”).

And for digitalising a paper archive it is practical to make an inventory about the following: the size of the archive (amount of dossiers, number of boxes, meters), the format (A4 or other), the material state (old archive or not), the contents of the archive (which subjects) and the way the archive needs to be consulted after digitalisation (which searches are important, which lists need to be generated, who has access, etc.).