strategy of the national archives service of finland 2015

STRATEGY OF THE 

NATIONAL ARCHIVES 

SERVICE OF FINLAND 2015

Strategy of the National Archives 

Service of Finland 2015 

TABLE OF CONTENTS 

mission of the national archives service 5 

operational objectives and methods 6 

vision 8 

values 8 

Openness and confidentiality 9 

Impartiality 9 

Independence 9 

changing operational environment 10 

management and operational development 12 

life-cycle management of documentary information 14 

Guidance on life-cycle management 14 

Guidance through norms and standards 15 

Information, councelling and training 16 

Reception and acquisition of materials 17 

Private archives 19 

Research and development 21 

strategy of the national archives service of finland 2015 3

making documentary cultural heritage available 24 

Ensuring preservation 24 

Archival construction and managing storage space 26 

Promoting availability 28 

Information services 29 

Promoting visibility and awareness 31 

Library and information services 33 

administrative services and operational development 34 

Strategic planning, development and management support 34 

Resources 36 

Personnel and staff policy 38 

ICT services 39 

International activities 40 

Communications 41 

Mission of the National Archives Service 

The National Archives Service provides expertise and services that make it possible to 

preserve archival material of importance for the individuals and the society in a compact, 

usable and easily available mode. 

The task of the National Archives Service is to ensure the preservation and availability 

of records belonging to the national cultural heritage, to promote research, and 

to guide as well as develop the management of archives. 

4 strategy of the national archives service of finland 2015 strategy of the national archives service of finland 2015 5

Operational objectives and methods 

these are the main strategic objectives of the 

national archives service: 

1. The preservation and availability of documentary information preserved 

permanently and belonging to the national cultural heritage 

is ensured for the entire life cycle of the material, irrespective of 

storage mode. 

2. The guidance of the National Archives Service on standards and 

information is clear, expert and up-to-date. 

3. The National Archives Service is a vital part of the national and 

international infrastructures for research in Humanities and Social 

Sciences. 

4. The information services available via the Internet are a vital element 

in customer services. 

5. Sufficient expertise, necessary resources and appropriate information 

systems for receiving, managing, and storing of electronic 

material, as well as making it available, are available. 

6. Private archives are acquired in accordance with a policy that 

ensures extensive, objective and sufficient holdings on all aspects of 

participation in social life during various periods. 

7. The National Archives Service acquires appropriate and sufficient 

premises for operations and storage in accordance with a long-term 

construction schedule. 

8. The staff is motivated and has acquired high professional skills in 

all fields of operation of the National Archives Service. 

the strategic objectives are met primarily 

through: 

1. Allocation of resources in line with the strategic objectives. 

2. Development of a unitary National Archives Service where knowhow 

and resources are utilized optimally. 

3. Enhancing efficiency in operational processes and management of 

projects. 

4. Cooperation with strategic partners in order to promote productivity 

and cost-efficiency. 

5. Making the position of the National Archives Service clear in the 

overall planning of life-cycle management of electronic material in 

the public administration. 

6. Long-term planning of operations and systematic monitoring of 

set objectives by means of indicators projecting impact and efficiency 

and through evaluations. 

7. Training and recruitment that strengthens the skills base. 

8. Promoting an atmosphere where innovative thinking skills, devotion 

to a set purpose, and professional expertise are appreciated. 

9. Modern technology in customer services and internal operations. 

10. Internal and external communications making a difference. 


the key values guiding the operations of the national 

archives service are: 

1) Openness and confidentiality 

2) Impartiality 

3) Independence 

openness and confidentiality 

The National Archives Service promotes free access by the public, transparency, and administrative 

openness. The guidelines on records management, the training and the access 

to material are always in accordance with good information management. 

Better availability of archives and records and efficient customer services are key elements 

in the operations of the National Archives Service. 

Records and other materials are made available in accordance with regulations in 

force and terms and conditions of use agreed upon with private donors. Protection of 

privacy and strict compliance with the terms and conditions for use of private archives 

form the cornerstone to the trust shown towards the National Archives Service. 

Vision 

The National Archives Service is the most important national expert organization in 

the life-cycle management of documentary information, part of the research infrastructure 

and an information service facility that takes the increasingly international 

nature of the operating environment into account in all operations. 

Values 

The values form the cornerstone of the operations of the National Archives Service 

and guide the approach towards customers, partners, and colleagues. 

The values of the National Archives Service are based on internationally recognized 

human values and on the ethical principles of the archival sector and the research 

community. 

impartiality 

Records and other materials in the archives are the foundation for forming a picture of 

the history, culture and society of Finland in various periods. The acquisitions policy of 

the National Archives Service ensures that adequate amounts of impartial and informative 

material of various participants in society are available in addition to official archives. 

The National Archives Service serves all users in an equal manner. Good customer 

service and key material available online create equal opportunities for all customers to 

use the material irrespective of time and place. 

independence 

Archival materials are part of the cultural heritage of Finland and the world. The responsibility 

to future generations for acquiring archival material, making it available, 

and preserving it rests on the National Archives Service. All professional activities of the 

National Archives Service are performed regardless of political, religious, economic or 

any other objectives that could jeopardize confidence in the impartiality and independence 

of the National Archives Service. 

The National Archives Service complies with the Code of Ethics for Archivists 

adopted by the International Council on Archives and the guidelines of the National 

Advisory Board on Research Ethics on good scientific practice and procedures for handling 

misconduct and fraud in science. 


Changing operational environment 

the productivity programme and 

other savings measures in public finances 

call for a major re-evaluation of the National 

Archives Service as well as other 

functions and resources within the State 

administration. Ensuring sufficient resources 

for statutory tasks is the aim of 

the National Archives Service in performance 

target negotiations with the Ministry 

of Education and Culture. 

The adopted policy of regionalization 

strives to maintain and strengthen knowhow 

and vitality outside major growth 

centres. The measures of regionalization 

and development within the State administration 

call for effective guidance on 

records management and a capacity for 

rapid and flexible reception of material 

for permanent storage and transfer to the 

National Archives Service. Planning of logistics 

will become an increasingly important 

part of the operations. 

Cooperation between the state and 

municipal sectors will become closer in 

archives and records management, aiming 

at the coordinated use of public funding, 

better online services, and cost savings. 

The National Archives, the Provincial 

Archives, and other authorities develop 

together operational practices for better 

permanent storage and availability of 

public-sector materials and more efficent 

customer service. 

The State administration is reorganized 

in order to promote the strategic agility 

of operators in the state sector and the 

flexible, efficient use of resources. The National 

Archives Service will have to focus 

on core tasks. When resources for public 

administration are reduced, there is a real 

danger of inadequate funding for records 

management tasks that are regarded as 

support services. It will very soon affect 

the ability of agencies and authorities to 

manage material on paper and introduce 

online case management systems. The National 

Archives Service is prepared to receive 

materials of the state administration 

that are less than 40 years old as a service 

subject to a fee. 

The construction of archival premises 

will be centralized due to the need for 

economizing. Material that has been digitized 

and so-called passive material can be 

stored in a central archives with nationwide 

coverage placed outside the Helsinki 

region. Whether the tasks of the Provincial 

Archives or the division into Archival 

Districts are appropriate will be evaluated 

at the beginning of the strategy period. 

Rendering the National Archives Service 

more effective as an integrated body is a 

strategic objective. 

The use of information networks is 

increasing in all services offered to the 

public by the authorities. Operational 

procedures are harmonized in the public 

administration, which is developing its 

overall information management architecture. 

Structural cooperation between 

information service facilities is increasing 

in the production of services. Digitizing 

and better availability of digital materials 

are given increasing consideration. The 

international dimension plays an increasingly 

important role in the use of electronic 

materials. 

Research and education are vital strategic 

areas that maintain and strengthen 

the competitiveness of Finnish society. 

Considerable investments are made into 

developing research infrastructures and 

the management of research information 

in Finland as well as internationally. 

International standards and operating 

practices play an increasingly important 

role in the planning and executing of operations. 

Active participation in international 

activities creates opportunities for 

developing appropriate information and 

storage systems and for directing activities 

and resources. 

The competition for skilled staff is becoming 

more intense. By directing and 

developing education provided at higher 

educational institutions, it will be possible 

to guarantee the competence needed 

by the National Archives Service. Taking 

an interest in the tasks of the National Archives 

Service and in records management 

opens the way to employment and makes 

it possible to obtain skilled employees. 


Management and operational development 

• The archival legislation is up-to-date and gives the National Archives Service necessary 

backing in a rapidly changing operational environment. Competences and 

tasks of authorities or agencies are clearly defined. 

• Operational objectives and available resources are defined in the strategy of the 

National Archives Service and in the agreements on performance guiding its operations. 

• Management and operational development based on the strategy are priority areas 

of the strategy period. 

• The organization model of the National Archives Service promotes efficient use of 

resources and successful execution of core processes. The management system is 

based on process management for strengthening the control of processes. 

• Management in the National Archives Service is transparent and aims at achieving 

set performance objectives. The outcome is evaluated through indicators and during 

development discussions. 

• Risk management is systematically taken into account. The conformity of operations 

to the law and their cost-effectiveness is monitored by internal auditors. 

ing of the tasks and the position of the 

National Archives Service within public 

information management. 

The National Archives Service will 

carry out a comprehensive evaluation of 

the legislation on the tasks of the National 

Archives Service early in the strategy period 

and will put forward a proposal on 

amendments that it considers necessary 

on the basis of the evaluation. The aim of 

the reforms is to update the legislative basis 

to correspond to the online information 

management needs, practices and 

concepts within public administration 

and to define the competence of the National 

Archives Service in the overall planning 

of life-cycle management of electronic 

materials. Amendments of law will 

be carried out in broad cooperation with 

the tasks and competence of the National 

Archives Service have been specified 

in the Archives Act (831/1994) and 

the Decree on the National Archives 

Service (832/1994), both issued in 1994. 

The National Archives Service has been 

assigned additional tasks under the Act 

on Electronic Services and Communication 

in the Public Sector (13/2003) and 

under other legislation. The considerable 

investment made in developing online information 

services by society, subsequent 

to the enactment of the Archives Act, has 

changed the operating practices of the authorities 

and brought into question current 

operating practices and lines of subordination. 

Online information services 

within the public administration are rapidly 

developing, which calls for a redefinkey 

stakeholders in terms of the drafting 

process. The need to update regulations 

on records management included in other 

legislation on electronic administration 

will also be taken into account. 

The confirmed strategic policies will 

guide the long-term planning of the operations 

as well as the appropriate allocation 

of resources. The strategy of the National 

Archives Service forms the basis for the 

performance negotiations held with the 

Ministry of Education and Culture. 

Open, transparent and clear management 

is a vital element of success. The 

management objectives, responsibilities 

and decision-making powers are clearly 

defined in the management system, which 

is based on process management. 

During the strategy period, particular 

attention will be paid to developing management 

and the skills of managers. Management 

will be evaluated regularly in the 

development reviews held at least once a 

year. 

The National Archives Service is organized 

in a manner facilitating the integrated 

use of resources, effective management 

and administration, as well as the 

centralised implementation and reporting 

of projects and the practical implementation 

of results. Participation in national as 

well as international standardization is an 

integral part of the efforts to develop the 

National Archives Service. 

In a rapidly changing environment, the 

National Archives Service must be capable 

to develop its operations so that it can undertake 

its statutory duties. The resources 

and number of employees of the National 

Archives Service are confirmed during the 

performance negotiations conducted with 

the Ministry of Education and Culture. In 

terms of operating expenditure, the National 

Archives Service must be in a similar 

position as other agencies operating in 

the administrative sector of the Ministry 

of Education and Culture. 

Internal auditors monitor the conformity 

to the law of the operations as 

well as the ability of the National Archives 

Service to carry out its core tasks in 

an efficient and appropriate manner. Risk 

management and internal control will be 

more tightly incorporated in the operating 

processes. 

The duties of the National Archives 

Service comprise the entire State administration. 

Decreasing resources will, however, 

require development and cutdowns 

of tasks. By developing risk analyses and 

internal planning, the National Archives 

Service intends to ensure that it can perform 

the tasks assigned to it. At the same 

time, an evaluation will be performed on 

which tasks it could relinquish and what 

the consequences would be for the records 

and archives management of the entire 

State. 


Life-cycle management of documentary 

information 

guidance on life-cycle management 

• Guidance on the life-cycle management of documentary information produced 

by records creators falling under the Archives Act is a critical task of the National 

Archives Service. The availability of documentary information with permanent 

preservation value and its receipt for permanent storage are ensured through guidance, 

which also makes it possible to destroy other material as soon as it has become 

redundant. 

• The tasks and status of the National Archives Service in managing and storing electronic 

material have been defined as part of the guidelines on information management 

in public administration. 

• The norms guiding life-cycle management correspond to international standards 

and requirements on records management. 

• Guidance on life-cycle management requires coordination between units of the 

National Archives Service as well as development of operations in a number of areas 

of responsibility and objective setting. 

determining the value of documentary 

information is part of the life-cycle 

management of records. It includes decision-making 

on permanent storage of information. 

Life-cycle management aims 

at determining the preservation value of 

documentary information in a way that 

makes it possible already at an early stage 

of the life cycle to ensure the availability 

and preservation of material to be stored 

permanently, while other material can be 

destroyed as soon as it has become redundant. 

The National Archives Service intends 

to store an average of 10–15% of the 

entire output of records by the authorities. 

Filing plans, efficient appraisal of material 

as well as guidance and advisory 

services promote the management of documentary 

information and ensure that 

good records management practices are 

observed by the authorities. 

The Archives Act and terminology of 

the archival sector will be brought to a level 

corresponding to the rapid development in 

guidance through norms and standards 

electronic records management. National 

records management standards will be updated 

in accordance with changes taking 

into consideration the international development 

and standardization. 

The Archives Act will be reformed in 

multilateral cooperation with partners. 

Current legislation on the life-cycle management 

of documentary material and the 

need for updated regulations on records 

management will be taken into consideration 

during the preparatory drafting. The 

interface between responsibilities and powers 

of the National Archives Service and 

those of the Ministry of Finance as well as 

the forms of cooperation will be defined. 

The status of the National Archives Service 

within records management of the municipal 

sector will be evaluated with special 

regard to the availability of resources. The 

status and tasks of the Provincial Archives 

will be defined from the viewpoint of a 

strategic objective: to increase the efficiency 

of an integrated National Archives Service. 

• The National Archives Service produces understandable norms and standards for 

the authorities on records management. They can be easily applied in practice and 

promote operations. The National Archives Service monitors compliance with the 

norms and standards that it has issued. 

• Guidance through norms and standards makes a seamless transfer to the National 

Archives Service of documentary materials to be permanently stored possible, ensuring 

safe permanent storage and facilitating efficient and reliable information 

service relating to them. 

• The policy and strategy on appraisal will be updated, making it possible to capitalize 

on appraisal opportunities in an electronic environment. An appropriate proportion 

of the digital documentary information can be preserved due to the electronic 

storage system. 


• The status of SÄHKE norms and standards in the public information management 

architecture has been defined. The practices relating to the authorization of electronic 

storage have been updated. 

• Guidance on norms and standards utilizes partnerships in the State administration 

and in the municipal sector which have been specified in the rulings for public 

ICT governance. 

particular criteria and methods 

for determining the value of born-digital 

documentary material and for the appraisal 

of such material will be prepared. 

Quantitative appraisal targets for documentary 

material will be specified. 

Organizational and information 

system-specific authorisations of perinformation, 

counselling and training 

manent electronic storage will be abandoned 

and technical and operational 

certification of systems will be introduced, 

requiring the suppliers of systems 

to apply for a SÄHKE certificate 

for their systems. The National Archives 

Service will clarify the accreditation procedure 

for the certifiers. 

• Information and counselling improves the performance of records management by 

the authorities, enhances the expertise of individuals responsible for records management, 

promotes documentary information practices in line with best practices, and 

safeguards the availability and preservation of the documentary cultural heritage. 

• Guidance through information includes written guidelines and handbooks, advice, 

consulting, and training events as well as examinations. 

• The National Archives Service supports training on records management and the 

archival sector given by the universities. 

professional and skilful records 

management is the best guarantee for preserving 

the nationally important documentary 

cultural heritage in an easily accessible 

form. Guidance provided by the 

National Archives Service at every stage of 

the life cycle of a document ensures the 

competence and reliable records management 

practice of authorities. 

Administrative reforms and the 

changes in operational culture together 

with the large turnover of records management 

staff in public administration 

are a challenge to guidance through information. 

It needs to be innovative and 

flexible, in cooperation with key strategic 

partners. 

The further, continuing training provided 

by the National Archives Service in 

the form of courses will be developed in 

accordance with changes in educational 

structures and demand. The regional 

equality of customers and opportunities 

offered by online teaching will be given 

special attention when courses and their 

contents are planned. The offered further 

courses will focus on current vital themes 

and on the content of development 

projects of the National Archives Service. 

New operational models will be developed 

for further training in records management 

leading to an examination. The 

comprehensive reform of adult education 

and opportunities offered by the system 

of competence-based examinations will 

be taken into consideration. The National 

Archives Service will mainly cooperate 

with the Board of Education and providers 

of training in the archival sector. 

The diversity of training given by the 

universities is growing. The academic 

training on the highest level in records 

reception and acquisition of materials 

management will consequently be transferred 

from the National Archives Service 

to the universities. The National Archives 

Service will support universities in planning, 

implementing and developing the 

content of education, and in providing 

students with practical professional skills 

in the archival sector. This will ensure 

good correspondence of degrees taken at 

universities to the requirements of working 

life and promote employment of those 

taking the degrees. 

The necessity of a specialized vocational 

examination in records and archives 

management will be investigated, 

and the status of the basic examination in 

records and archives management passed 

at the National Archives Service will be 

re-evaluated within the entire scope of archival 

training. 

• The Archives Act ensures the definition of official archival material to be stored 

permanently according to a set of standards and its transfer to the National Archives 

Service for permanent storage. 

• In order to curb the increase in the amount of material to be received by the National 

Archives Service, old decisions on appraisal will be partially re-evaluated. 

The re-evaluation of appraisal decisions will be incorporated in the archives transfer 

reception plan. 

• Archives of the State authorities will be received to the extent possible for storage, 

subject to a fee, earlier than the normal 40-year transfer cycle would require. 

The early transfer of materials and destruction of materials to be kept for a fixed 

period will produce calculated savings for the State enterprise in reduced costs for 

premises and will improve the services related to older materials. 

• The arranging and transfer of archives in less satisfactory order of public authorities, 

a process relating to reforms in regional State administration, has been implemented 

as separate projects. Regionalization objectives and opportunities to 

obtain national and European special funding for projects were taken into account. 


as a general rule the National Archives 

Service will receive paper materials 

for permanent storage from records 

creators operating under the Archives Act 

when the material has reached the age of 

40 years. As the authorities switch over to 

online case management systems, they are 

often prepared to hand over paper material 

for permanent storage to the National 

Archives Service earlier than today. 

Accelerated transfers of paper materials 

for permanent storage open possibilities 

for more efficient space management 

in public administration and for significant 

cost savings and operational benefits 

in terms of State administration as a 

whole. Such transfers are, however, feasible 

only when units of the National Archives 

Service have at their disposal space 

that is not required for permanent storage 

of material transferred in accordance 

with the Archives Act. Storing material 

received earlier than the common transfer 

cycle would require is undertaken as 

a service, subject to a fee. The National 

Archives Service supports the measures of 

the Ministry of Finance to make public 

administration practices more centralised. 

Several shelf-kilometres of archives 

in less satisfactory order remain in the 

martti kupiainen 

private archives 

bour and work supervision. Experiences 

gained by the National Archives Service 

from similar previous projects and 

solutions relating to them will facilitate 

the implementation of projects. These 

projects will take employment objectives 

into account and will capitalize on existing 

know-how. 

• Private archives are an essential complement to the view of Finnish society provided 

by archives of the authorities. 

• Securing in advance that materials represent key participants from different periods 

in society in an impartial, authentic, and sufficient way is the aim of the acquisition 

of private documentary material. 

• The National Archives Service guarantees the preservation of scientifically or culturally 

important documentary material in the possession of private individuals or 

organizations when the material is in danger of being destroyed or lost. Reception 

of electronic materials is being developed. 

• The National Archives is responsible for the developing division of tasks and cooperation 

between the National Archives Service, the private archives receiving State 

aid, municipal archives, local heritage archives and other information service institutions 

that collect and store private archives. 

• The private archives receiving State aid are responsible for the collecting and storing 

of nationally important documentary materials in their own special field. The 

National Archives monitors the effectiveness and impact of the operations of private 

archives receiving State aid and puts forward proposals to the Ministry of Education 

and Culture on developing the State aid system. 

Archives of the State authorities will be received to the extent possible for storage, subject to a fee, earlier 

than the normal 40-year transfer cycle would require. 

possession of authorities established as 

a result of the reforms in regional State 

administration as well as other administrative 

reforms. Getting these archives in 

satisfactory transfer condition is being 

carried out as centralised joint ventures, 

looking for new cost-effective operational 

models of organization, financing, laprivate 

individuals and other private 

creators of archives have no statutory obligation 

to hand over their materials to the 

National Archives Service or any other institution 

preserving such materials. Archives 

acquiring private materials should 

therefore be particularly active. The trust 

felt towards the National Archives Service 

is based on a strict honouring of principles 

and operating practices as expressed 

by donors of archives and compliance 

with the donation agreements. 

The National Archives Service strives 

through proactive measures to secure the 

acquisition of scientifically important materials 

owned by private individuals and 

organizations. Acquisition of private materials 

produced by participants in society 

who are currently under-represented in 

the archives in comparison with their in- 


fluence will be emphasized. Other priority 

areas include the documentation of the 

war period and the special phenomena of 

the post-war years, as well as the changes 

in Finnish society since the 1980s, particularly 

immigration issues and the trend 

towards internationalisation. In order to 

ensure the preservation of private archival 

material of exceptional scientific or cultural 

importance, the National Archives 

Service exercises the authority granted in 

the Archives Act to buy or copy the material. 

Understanding of the importance of 

private documentary material for historical 

research and for national self-understanding 

is promoted through communication. 

The National Archives Service 

promotes cultural aspirations (Kulturwille) 

that value documentary heritage 

and handing over of materials for preservation 

in archives. 

The acquisition and processing of private 

archives requires a disproportionate 

amount of efforts from institutions storing 

them in comparison with the archives of 

authorities. The arranging and cataloguing 

of archives transferred to the National 

Archives Service from private organizations 

should in, accordance with the objectives 

of the strategy period, be carried 

out with external financing and utilize 

strategic partnerships in other ways. 

The Advisory Committee on Private 

Archives of the National Archives promotes 

cooperation on a national level 


between institutions receiving private archives. 

Goals include common principles 

on acquisition and storage, good coordination 

of operations between institutions, 

common registers on materials and strong 

emphasis on digitizing materials and online 

services. Operational practices are 

developed for the reception of electronic 

private material exploiting experiences 

particularly in the other Nordic countries. 

IT features of the national register on 

private archives maintained by the National 

Archives Service will be updated. 

It will at the end of the strategy period 

include comprehensive reference data 

on the private archives stored by various 

memory organizations. 

The Act on State Aid for Private Archives 

(1006/2006) regulates the operations 

of the National Archives in allocating 

discretionary State aid. During the 

strategy period, the National Archives 

will further develop the indicators on effectiveness 

and impact of operations in 

private archives which receive State aid. 

The system of indicators creates the foundation 

for monitoring the operations of 

archives receiving State aid and the appropriate 

allocation of State aid. The system 

of indicators takes into consideration the 

special features and tasks of the archives in 

such a way that the system will promote 

cost-effective and efficient management 

of operations in these institution. 

During 2011 the National Archives 

will make a comprehensive study of the 

cost-effectiveness and impact of the State 

aid system for private archives. On the 

basis of the study, the National Archives 

Service will make a proposal to the Ministry 

of Education and Culture in 2012 

on developing the State aid system. The 

purpose is to clarify the division of tasks 

of archives receiving State aid, to increase 

cooperation and to cut unnecessary costs. 

The National Archives Service strives to 

ensure that the funding for archives receiving 

statutory State aid will not proportionally 

fall below the development in the 

resources of the National Archives Service. 

research and development 

The National Archives Service strives through proactive measures to secure the acquisition of scientifically 

important materials owned by private individuals and organizations. 

• Archives are a vital infrastructure particularly for research in Humanities and Social 

Sciences. The National Archives Service promotes research and develops and 

studies management of archives. 

• The National Archives Service promotes management of research information and 

strives to make comprehensive documentary information available for research as 

easily as possible. Digitization and online services provide good access to materials 

in both Finnish and international research. The National Archives Service 

participates in research and development projects that improve the efficiency of 

data management with universities and research institutes. The research projects 

are mainly implemented through external funding which is applied for separately. 


• The National Archives Service supports the development of academic research 

on archival science. Promoting postgraduate training in special fields of importance 

for the National Archives Service is in focus. The skills of experts have been 

strengthened, especially in managing electronic material. 

• The National Archives Service participates in international research and development 

projects that enhance its theoretical expertise, in projects promoting development 

of international standards and practices and in projects increasing the use of 

Finnish documentary cultural heritage in international research. 

• At the start of the strategy period, the National Archives Service will draw up in 

cooperation with universities a comprehensive research strategy for the entire strategy 

period, paying attention to the functions of the National Archives Service as a 

research infrastructure. 

the national archives service is an 

important national infrastructure for research, 

preserving materials of particularly 

vital importance for the research in History 

and Social Sciences. The digitization 

strategy of the National Archives Service 

peab oy 

will be updated during the strategy period 

in accordance with international developments 

in research information management 

practices and in order to provide 

better availability of data. The National 

Digital Library creates the framework for 

digitization and for online use and storage 

of digitized materials. The National Archives 

Service is responsible for the developing 

of a system for permanent storage 

of the electronic material of the National 

Digital Library in a manner agreed upon 

with the Ministry of Education and Culture 

and other partners. 

Changes in online case management 

require comprehensive redefinitions of 

archival terminology and key concepts. 

The strong position of the National Archives 

Service in the issuing of standards 

requires guidelines that use clear and unambiguous 

terminology. Efforts are being 

made to rapidly improve the level of theoretical 

expertise so that the National Archives 

Service can be responsible for the 

guidance that falls under its responsibility 

and for the management of research data. 

Further scientific training of the staff will 

be supported primarily through employment 

arrangements. 

Research into records management focuses 

on the entire life cycle of documentary 

information and how it is managed 

in organizations in the public and private 

sector. The research carried out in the National 

Archives Service is applied research 

where the object is to further practical development 

of records management. Universities 

are responsible for basic research, 

which is both supported by the National 

Archives Service and utilized by it in accordance 

with its own needs. 

The position and tasks of the National 

Archives Service in national and international 

management of research information 

will be specified at the start of the 

strategy period. International know-how 

will be utilized as effectively as possible. 

The National Archives Service supports 

the development of strong research 

organizations and units with extensive international 

contacts and adequate critical 

mass in research. The National Archives 

Service participates in the activities and 

development of Memornet, the Finnish 

Research Education Network on the 

Memory Functions of Society, which is 

the responsibility of the Department of 

Information Studies of the University of 

Tampere. 

The National Archives Service will finalize 

a separate research strategy at the 

start of the strategy period. Particular attention 

will be attached to research fields 

that have received little attention in university 

research, e.g., Conservation and 

Heraldry. The National Archives, acting 

as the heraldic office of Finland, will focus 

on strengthening expertise in heraldry 

by capitalizing on international cooperation. 

Materials preserved by the National Archives Service are utilized particularly in research in History 

and Social Sciences. 


Making documentary cultural heritage 

available 

ensuring preservation 

• The preservation of material has been ensured under an action plan for conservation, 

digitization and microfilming, which is based on an assessment of the condition 

of material in every unit of the National Archives Service. Preservation practices 

and methods are developed in cooperation with the National Archives. Planning 

for catastrophic situations will be enhanced. 

• The National Archives Service is responsible for the processes of receiving and storing 

electronic materials. The technological environment for storage of material 

and software expertise has been outsourced. 

• The storage of electronic material constitutes a permanent item of expenditure in 

the budget of the National Archives Service. 

• Creators of records get assistance through centralised arranging and renovation 

projects aimed at the State administration when the required funding is granted. 

peab oy 

at the start of 2010 the holdings of the 

National Archives Service exceeded 180 

shelf-kilometres of permanently stored 

documentary material from eight centuries 

as well as approximately 1.7 million 

maps and drawings. These holdings were 

in largely varying shape. The large transfers 

of records in the coming years to the 

National Archives Service will enhance 

the need for proactive measures that ensure 

that the materials are in good condition 

and arranged satisfactorily. 

Preservation of original material in 

the National Archives Service will be safeguarded 

in accordance with an action plan 

for conservation, digitization and microfilming 

based on the review of condition 

of materials completed at the beginning of 

the strategy period. The plan will consider 

the processing and protection of material 

and the quality of storage facilities. Storage 

development in the National Archives 

Service is a sectoral activity with objectives 

decided upon annually as part of performance 

agreements concluded with the units 


Plans for catastrophic situations are 

developed together with the National Library. 

Establishing sufficient capacity to 

quickly protect and conserve damaged 

material is extremely important. The protection 

of special material, development 

of mass deacidification and plans for catastrophes 

are included in the planning for 

new central archives of the National Archives 

Service. Planning for catastrophic 

situations will be enhanced through increased 

international cooperation. 

Particular attention is paid to storage 

conditions and protective materials, 

especially archival boxes. At the start of 

the strategy period, the possibility of replacing 

boxes made of material unsuitable 

for storage will be looked into. New 

boxes with attached barcodes or some corresponding 

system would improve space 

management and facilitate the efficient 

use of material in information service operations. 

Guidelines of the National Archives 

Service to creators of records will 

be updated. The expertise in conservation 

will be enhanced through increased international 

cooperation. 

The National Archives Service is preparing 

for the launch during 2011 of 

the reception, storage and service system 

(VAPA) for electronic material. Implementation 

of the system requires the termining 

of the project phase and adaptation 

to normal operations of the National 

Archives Service. The amount of electronic 

materials will increase dramatically, 

and they will be received for permanent 

storage at a considerably earlier date than 

paper materials. 

Maintenance and development of the 

electronic reception, storage and service 

system will require considerable resources, 

permanently, also after the introduction 

of the system. External providers will 

maintain the availability of electronic material 

as well as the equipment and storage 

capacity required for electronic storage. 

These services and necessary technological 

expertise provided by external partners 

will be bought. The VAPA system will be 

developed as part of the entire system for 

public information management. 

There are still many risk elements related 

to the storage of electronic materials 


due to the fact that the technology is new 

and international experience is limited. 

For that reason, microfilming is still used 

internationally as one of the means for ensuring 

the preservation of paper materials 

and key electronic records. The National 

Archives Service will evaluate the necessity 

for microfilming and COM-transfer 

of digital files to microfilm in material 

storage and implement the results during 

the strategy period. 

The National Archives and the Provincial 

Archives are responsible for the monitoring 

of materials that come up for sale in 

their districts of operations. The National 

Archives is responsible for legal actions and 

for digitizing of materials taken into possession. 

In order to reduce the inconveniences 

caused to owners by these measures, 

the digitization of materials taken into possession 

will always be given high priority. 

In order to safeguard archival materials 

the National Archives Service will introduce 

guidelines for customers and staff 

on handling of material, and implement 

required practices. Consideration will be 

given to internal controls and safety in accordance 

with the archives report adopted 

in 2008 by the Commission of the European 

Union. The National Archives Service 

will join the international Liber networks, 

which was established to prevent 

thefts from libraries, archives and museums 

as well as illegal trading in materials. 

archival construction and managing storage space 

• The amount of documentary material falling under the responsibility of the National 

Archives Service will grow dramatically during the strategy period. The costefficiency 

and appropriateness of space management has been ensured by centralising 

construction and updating user logistics in the archives. 

• The need for storage space has been planned so that it makes flexible reception, 

subject to a fee, of records from the public administration for permanent storage 

possible. 

• Planning of space management in the National Archives Service is in accordance 

with the general efforts to centralise storage of material of the public administration. 

The National Archives Service will introduce a space management system enhancing 

centralised management of the premises for archival collections. 

the transfers of considerably increasing 

volumes of paper material to the archives 

during the next decades will create 

a need for additional archival premises. 

The growth is only expected to decline at 

the start of the 2040s. 

Construction in the National Archives 

Service will focus on the regionally located 

central archives with nation-wide coverage 

which is planned in Mikkeli. Project planning 

will start at the beginning of the strategy 

period. The first stage of the central 

archives building will be ready in 2017, 

making it possible to give up the premises 

at Sörnäinen when the lease agreement expires 

in spring 2018. Digitized materials 

of the National Archives Service and other 

so-called passive materials as well as material 

requiring special conditions will be 

concentrated there. The National Archives 

Service will investigate the possibilities of 

establishing a national mass deacidification 

centre for paper materials and a centre 

for catastrophe preparation in connection 

with the central archives. 

The National Archives 

Service will investigate the possibility 

of destroying paper materials 

to be stored permanently 

which have been digitized, provided 

that the scientific value 

and probative force of the material 

is not compromised. Material 

to be stored permanently 

and belonging to the national 

documentary cultural heritage 

will be received from both the 

Evangelical Lutheran Church 

and the Orthodox Church in 

accordance with terms agreed 

upon by the preserving unit 

and the Ministry of Education 

and Culture either as storage 

subject to a fee or free of charge. 

When authorities become subject 

to change, the National Archives 

Service will ensure that 

they get their material to be 

stored permanently in proper 

order. Objectives will also be set 

in space planning for the storage 

of private archives. 

The National Archives Service is introducing 

a system that will improve the 

efficiency of logistics for using the collections 

and space management. The system 

will contain information on the overall 

available capacity of the National Archives 

Service and the location of records. It can 

be introduced in 2012 after a preparatory 

stage if the Ministry of Education and 

Culture allocates resources for its acquisition. 

The deployment of a space management 

system will be combined with other 

solutions enhancing logistical operations 

The transfers of considerably increasing volumes of paper 

material to the archives during the next decades will create 

a need for additional archival premises. 

peab oy 


and space management, e.g., placement 

in storage units according to the order of 

arrival and replacing of archive boxes with 

new ones, marked with a barcode or some 

other automatic method of identification. 


reduce construction and storage costs by 

centralised extensive mass digitization of 

paper materials to be received. The mass 

digitization will be outsurced and it will 

focus on materials that are suited to costeffective 

digitization, analogue or digital 

storage and paper material destruction 

procedures. 

In the construction of new facilities 

consideration will be given to energy saving 

solutions. Either low- or passive-energy 

models will be applied. Energy consumption 

will also be reduced through 

structural solutions. In order to improve 

the efficiency of storage space, the latest 

promoting availability 

internal logistics techniques applicable 

to archives will be exploited. Planning of 

construction will consider the most efficient 

design possible for the premises. 

Centralised construction will also take distances, 

access and availability into consideration. 

Aspects of efficiency will be taken 

into consideration in placing the material. 

The security culture relating to premises 

and materials will be developed further. 

Archival buildings are constructed for 

an expected life-cycle of 200 years. Consideration 

will be given within the premises 

to their modifiability to cater for changing 

needs. The expansion of the operations 

will also be taken into consideration in allocating 

enough space for staff. The National 

Archives Service makes particularly 

good and active use of the culturally valuable 

building of the National Archives in 

cooperation with key strategic partners. 

• Documents needed by customers are easily found and available. Comprehensive 

search systems ensure the availability of information reducing the threat of marginalization 

of paper material as the popularity of electronic material increases. 

• The service channels of the National Archives Service are based on customer needs. 

Thematic and material-related information environments as part of online services 

provide guidance on the use of materials and directories. The use of Wiki-type databases 

and other social media makes it possible for users to participate in content 

production. 

• The network architecture is clear. Wide-ranging online services provide for the 

needs of demanding scientific research as well as the various information needs of 

the public. 

• Digitization of key material improves the availability of material. The digitization 

strategy has been drawn up with a focus on customers. Strategic partnerships support 

digitization. 

the national archives service is extensively 

developing its own information 

resources, focusing particularly on 

the ability of these information resources 

and systems to communicate interactively 

and on the quality of the information in 

the systems. Developing the information 

architecture and the information system 

architecture is also in focus as well as integrating 

interfaces into a common information 

service level for the entire National 

Archives Service. 

Coherent descriptive information is 

required for the implementation of an 

electronic ordering and identification system 

and other online services. The ordering 

and identification system is based 

on the policies of the National Archives 

Service on information architecture, taking 

into consideration the policies and 

implementation of the National Digital 

Library. Practices of description are being 

developed taking into account the international 

development in the archival sector 

and the need for common search systems 

in memory organizations. 

The National Archives Service is improving 

the appropriate allocation and 

efficient use of its resources through target-oriented 

cooperation carried out with 

information services 

strategic partners. The object is to create 

additional value for all partners by combining 

resources and through systematic 

joint ventures. Clear objectives are set for 

cooperation carried out with various strategic 

partners and the parties agree on the 

allocation of resources for activities. Cooperation 

is monitored and reported on 

using the project management tools of the 


The digitization strategy forms a basis 

for digitization and conservation. The acquisition 

of external financing for digitization 

will be intensified. Various research 

projects applying for funding will be reminded 

by the National Archives Service 

of the costs arising from digitization of 

material and the corresponding benefits. 

The digitization strategy promotes 

other activities of the National Archives 

Service and new online services making 

databases on the materials suitable for 

centralized information searches carried 

out through the National Digital Library. 

Particular attention will be paid to developing 

and improving the Portti service 

which provides guidance on search methods 

as well as materials and directories. 

The electronic ordering system will make 

it possible to order materials online. 

• The information service activities of the National Archives Service are customer 

oriented. The core materials are available for customers free of charge in the archival 

premises. 

• Online services are a key service channel also when paper materials are made available. 

Digital material is mainly used as an online self-service. Customer-oriented 

service packages together with thematic and material-related information environ- 


ments ensure that the online services are easy to use. Materials subject to permission 

are available through electronic identification systems. 

• The National Archives Service promotes as well as implements the rapidly developing 

information management practices in scientific research. 

• Information service environments are wide-ranging and enable efficient shared use 

of directories, key documentary materials, online information services as well as 

literature promoting the use of materials. 

the aim of the information services of 

the National Archives Service is, on the 

one hand, to provide current customers 

with better service and, on the other, to 

acquire new customer groups. Operating 

models for defining the service needs of 

customer relationships and customers are 

being devised. In developing information 

services consideration will be given to customer 

feedback which is gathered systematically. 

The National Archives Service 

strives together with strategic partners to 

improve the availability of materials and 

the efficiency of information service. Cooperation 

with memory organizations in 

developing information services will be 

strengthened. New interactive 

tools are improving 

cooperation between customers, 

partners and the 


Visits to the reading 

rooms of the National Archives 

Service have steadily 

decreased since the turn of 

the millennium. The increase 

in electronic materials 

made available by the 

National Archives Service 

and other providers of 

services is one reason. Genealogy 

organizations in 

particular have actively started to offer 

online services. In order to improve the 

use of its materials the National Archives 

Service is investing heavily in developing 

online services. Policies on the structure 

and operating models of new online services 

will be set out as part of the strategy 

on making cultural heritage available and 

a corresponding programme of implementation 

will be drawn up at the start of 


The interactive Portti service plays a 

key role in developing online services. It 

provides users with search paths according 

to their interests leading to digitized 

and paper materials and directories of the 

Online services are a key service channel also when paper materials 

are made available. 


National Archives Service and to links to 

services of other memory organizations. 

Furthermore, it provides guidance to customers 

on using the materials and directories 

related to them, exploiting the opportunities 

offered by social media. 

Practices in research information 

management are changing rapidly in Finland 

and abroad. The National Archives 

Service participates in development activities 

based on national and European 

infrastructure policy, and promotes better 

use of materials for research. 

Plans are made in advance, before the 

material has been received, on making 

promoting visibility and awareness 

new paper materials available. The needs 

for information services and resources related 

to these materials are evaluated and 

opportunities offered by online services 

are utlized in developing the appropriate 

processes of inquiry service. 

A centralised registry office will be established 

as a shared service point of the 

National Archives Service, developing online 

services. Records management in the 

National Archives Service will be organized 

as an integrated system guiding the 

systematic management of documentary 

information as part of the operating processes. 

• The presentations, exhibitions and publications increase awareness of materials in 

the custody of National Archives Service and of possible ways to use them. They 

also promote awareness of the services offered by the National Archives Service 

and enhance the social impact of the National Archives Service and its materials. 

• User training and excursions are part of the pedagogical activities on archives 

carried out by the National Archives Service. Exhibitions promote archival pedagogy 

and are vital for the corporate and public relations of the National Archives 

Service. 

• Visibility and awareness are promoted in a cost-effective way and through the use 

of social media. Basic services are produced as online services. The impact of the 

operations is evaluated with the aid of effectiveness indicators. 

• The National Archives Service publishes both online publications and printed 

publications, which promote awareness of the National Archives Service and its 

materials and increase their use. 

the objectives, target groups and contents 

of archival pedagogy will be defined 

in the strategy on making cultural heritage 

available and a corresponding programme 

for implementation, which will 

be drawn up at the start of the strategy period. 

Annual performance objectives will 

be set for these activities. 

Videos published online demonstrating 

the nature of the activities and materials 

together with the thematic and material-related 

information environments of 


the Portti service play a key role in the archival 

pedagogic activities. An interactive 

learning environment supporting teaching 

in schools and in educational institutions 

will also be created for the Portti 

service. The learning environment will be 

planned together with teachers. 

An annual sectorial plan will be made 

for the exhibitions, as an appendix to the 

internal performance agreements of the 

National Archives Service. The plan specifies 

the exhibitions to be organized by the 

National Archives Service and the available 

personnel and financial resources for 

that purpose. Impact indicators will be 

developed for exhibition activities. Focus 

will lie on online exhibitions of digital 

material of the National Archives Service 

and other memory organizations. 

Knowledge of historically important 

materials in foreign archives throwing 

light on Finland and of material on 

relations between Finland and foreign 

states or international organizations is 

promoted through international cooperation 

on exhibitions and publications. 

Closer cooperation with archives in Russia 

and the Nordic countries promoting 

acquisition of copies of key collections 

from archives abroad will be a particular 

object. 

Promoting the visibility and general 

awareness of the National Archives Service 

is closely linked to the communication 

jacob brill 

strategy. The website of the National Archives 

Service will be developed in a manner 

giving users a clear overall impression 

of materials and services provided by the 


PR activities aiming at a positive image 

are an aspect of communications promoting 

awareness of the National Archives 

Service. Cooperation particularly 

with the Ministry for Foreign Affairs and 

foreign diplomatic missions in Finland 

will continue as part of promoting of an 

all-round image of Finland based on documentary 

cultural heritage. 

The National Archives Service publishes 

both printed and electronic pub- 

library and information services 

lications. The publications promote use 

of records in a scientifically reliable way 

and support the customer service activities 

of the National Archives Service. Cooperation 

with strategically important 

partners will be furthered, particularly in 

electronic publishing. During the strategy 

period, the National Archives Service will 

focus primarily on innovative publishing 

where the linking of digitized source 

materials to research publications is promoted. 

The strategic priorities in publishing 

will be specified in the strategy on 

making cultural heritage available. A programme 

for publishing activities will be 

drawn up during 2010. 

• The library of the National Archives is a special scientific library operating at the 

national level. It supports research and access to information relating to the special 

fields of the National Archives Service. 

• The library and information services strengthen and diversify the information 

service activities of the National Archives Service. 

Exhibitions promote awareness of the services offered by the National Archives Service and of material 

preserved there. 

the libraries of the National Archives 

and the Provincial Archives serve employees 

as well as customers using their 

materials. Researchers have access key 

reference works and handbooks and may 

order monographs supporting use of archival 

material. The libraries of Provincial 

Archives focus particularly on compiling 

special provincial collections and 

on the library services relating to their 

district. Efforts during the strategy period 

will focus on extensive use and acquisition 

of electronic publications. The 

libraries of the National Archives Service 

operate in cooperation with the National 

Library, other research libraries and the 

national library network. 

The library of the National Archives 

is the only specialized national research library 

operating in archival science, diplomatics, 

heraldry and sigillography. It is responsible 

for contacts with international 

research libraries in these fields where it 

provides special service. The personnel of 

the library are qualified in information 

and library services. 


Administrative services and operational 

development 

strategic planning, development and management support 

• Strategies are up-to-date and guide the operations and decision-making of the National 


• Strategic planning as well as the execution and development of financial and administrative 

services are based on joint development projects and operating practices 

of State administration. 

• The basis for operations of the National Archives Service is secure. Administrative 

tasks are outsourced in line with the common guidelines for State administration. 

• Operational planning and reporting supports the management and is focused on 

strategic priorities. 

• The quality of internal operating processes which are developed continuously constitutes 

a critical element of success with direct impact on the efficiency and operations 


• Coordination between areas of responsibility and units is clear and supports the 

execution of processes. 

• The National Archives Service complies in all operations with the principles of 

sustainable development. 

the administrative services area of responsibility 

safeguards the operating conditions 

of the National Archives Service, 

promotes coordination between areas of 

responsibility and units of the National 

Archives Service and assists management 

of the National Archives Service. The 

quality of internal operating processes 

which are developed continuously constitutes 

a critical element of success with 

direct impact on the efficiency and operations 


The means for efficient managing 

services include continuously developing 

operational and financial planning 

as well as monitoring in the National Archives 

Service, regular evaluation of operations 

and management, developing and 

increasing online services and operating 

practices, identifying risk management 

issues, effective cooperation and skilled, 

motivated employees. 

The National Archives Service updates 

its strategy every five years. Implementation 

of the strategy is monitored 

by means of effectiveness indicators and 

through evaluation of various activities. 

The administrative services area of responsibility 

monitors the operations of 

the National Archives Service, supports 

management and prepares development 

proposals on operating processes and the 

organization of the National Archives 

Service. Planning an international evaluation 

of the National Archives Service will 

be started at the end of the strategy period. 

Such evaluations are carried out on 

average once every ten years. 

During the strategy period, the National 

Archives Service will develop the 

management in order to clarify the allocation 

of resources to the areas of responsibility 

and various projects, as well as the 

principles for their use. The matrix-like 

way of operating, which encompasses the 

units of the National Archives Service, 

will be strengthened. A management information 

system enabling the operations 

and use of funds to be monitored will be 

deployed to assist the management. 

Planning will be developed and focus 

primarily on areas defined as strategic by 

the National Archives Service. Developing 

management systems and reporting 

practices are emphasized during the strategy 

period. Particular attention will be 

paid to administration and management 

of projects. 

Long-term planning of operations 

and systematic monitoring of set objectives 

are strategic priority areas of the National 

Archives Service. Levels and degrees 

of cost-effectiveness and accountability in 

the operations of the National Archives 

Service will be pinpointed through the 

use of monitoring systems. Long-term financial 

planning as well as reporting on 

financial control will be developed. 

A new finance and personnel management 

information system will be introduced 

during the strategy period. Targets 

of monitoring will be developed in line 

with general State policies. 

The National Archives Service makes 

use of outsourcing opportunities and the 

joint services offered by State administration. 

Routine administrative tasks will be 

outsourced and no longer performed in 

authorities and agencies. The National 

Archives Service participates in the joint 

development projects of State administration 

and is actively looking for cooperation 

partners in the administrative sector of the 

Ministry of Education and Culture, and 

elsewhere in State administration. Staff resources 

freed up due to service centres and 

organizational changes will be allocated to 

core tasks of the National Archives Service. 

Acquisition procedures in the National 

Archives Service will be organized 

during the strategy period. The acquisition 

processes will be harmonized and an 

electronic ordering management system 

introduced. 

The operations of the National Archives 

Service will be developed in a responsible 

manner taking into consideration 

the objectives of sustainable development. 

Energy saving solutions and 

increasing recycling will attract particular 

attention. Domestic and foreign travel 

will be reduced in accordance with the 

general objectives of State administration 

when facilities for electronic conferences 

and communication are promoted. An 

environmental programme will be drawn 

up during the strategy period, specifying 

the objectives of sustainable development 

in greater detail together with the means 

for achieving them. 


esources 

• Long-term planning of the operations is based on the possibilities to evaluate the 

available resources in a realistic and reliable way. 

• Full coverage of real estate expenses is safeguarded in the State budgets. 

• The costs for electronic storage will constitute a significant new cost item in the 

budget of the National Archives Service during the strategy period. The National 

Archives Service develops cost-effective storage methods in cooperation with State 

administration and other partners. 

of official materials to be stored permanently 

under the Archives Act will by the 

end of 2050 have doubled the need for 

space in the National Archives Service. 

The State administration will, accordresources 

of the National Archives 

Service will be subject to contradictory 

pressure during the planning period. 

The productivity programme of the State 

and the general ambition to cut public 

administration expenditure 

are reducing the resources of 

the National Archives Service 

at a time when the statutory 

tasks increase. The National 

Archives Service strives 

to reach the right amount of 

staff in relation to objectives 

to be agreed upon in the productivity 

programme and the 

performance negotiations held 

with the Ministry of Education 

and Culture. 

The operating expenditure 

of the National Archives 

Service is divided into three 

main parts in the State budget: 

real estate expenses, salary expenses 

and other operational 

expenses. At the end of 2010 

the holdings of the National 

Archives Service exceeded 180 

shelf-kilometres of records to 

be stored permanently and 

other materials. The transfers 

A Sámi Archives will be placed in the Sámi Cultural Centre 

in Inari and will become part of the National Archives 

Service in 2012. 

ulla isotalo 

ing to estimates, then have transferred all 

its material for permanent storage to the 

National Archives Service. Planning for 

the necessary construction of additional 

archival premises must be started during 


Real estate expenses accounted for almost 

40% of the total budget of the National 

Archives Service in 2009. The relative 

proportion of real estate expenditure 

during the strategy period will increase as 

volumes of documentary material to be 

transferred to the National Archives Service 

increase. Transfers of materials to the 

responsibility of the National Archives 

Service will, however, reduce expenditure 

elsewhere in State administration. The 

Ministry of Finance will enhance monitoring 

of the use of premises and the allocation 

of resources for premises in the 

State administration by 2012. 

In order to avoid a situation where increases 

in real estate expenses jeopardize 

peformance the National Archives Service 

will in performance negotiations with the 

Ministry of Education and Culture call 

for a separation of the monitoring and 

budgeting of real estate expenses from the 

budgeting of other operating expenses. 

A Sámi Archives will be placed in the 

Sámi Cultural Centre in Inari and will become 

part of the National Archives Service 

in 2012. It will be responsible for developing 

the documentary culture of the 

Sámi region and for permanently storing 

official materials and private material of 

the region. Operations of the Sámi Archive 

will mainly focus on cooperation 

with archives operating in the Sámi regions 

in Sweden and Norway. 

The deployment of the VAPA system 

in 2010 will require allocation of a permanent 

funding for the permanent storage 

of electronic materials from State administration. 

At the start of the strategy 

period the National Archives Service will 

investigate the costs of permanently storing 

electronic material and draw up an 

operating model that will safeguard the 

permanent storage of material in a costeffective 

and operationally appropriate 

manner. 

External funding promotes development 

and creates possibilities for essential 

new expertise. The National Archives 

Service will at the start of the strategy 

per iod investigate the methods for using 

external funding in its operations in 

an appropriate manner. Policies on the 

use and seeking of external funding will 

be specified on the basis of analysis. The 

National Archives Service will continue 

to implement government investigation 

projects that have been funded separately, 

as long as salaries do not have a negative 

impact on the productivity programme. 


make plans for such implementation 

caused by reforms in State administration 

where sufficient funding is allocated. 


personnel and staff policy 

• The number of employees will decrease by nearly 20 per cent during the strategy 

period. Recruiting staff for strategic priority areas and adapting the operations in 

relation to the development of resources will be key elements of success. 

• A successful personnel policy makes development of competence possible and provides 

a good working environment and work motivation. 

the number of employees will drop 

during the strategy period as a result of 

the productivity and savings measures 

of the State. Work practices are similarly 

changing dramatically. The National Archives 

Service needs staff with even more 

expertise and higher education than before 

and will have to compete for them. 

Each time someone is recruited, consideration 

will be given to the strategic priority 

areas, the perspective of centralizing 

the operations and the impacts of regionalization. 

With these considerations in 

mind an evaluation will be carried out on 

whether it would be appropriate to manage 

the tasks in-house or whether the expertise 

can be acquired externally. 

Resources freed up from developing 

processes and information systems will 

be allocated to core processes which are 

defined in the strategy. Indicators and a 

monitoring system for the management 

peab oy 

of personnel provide information about 

staff structure, well-being at work and expertise 

of personnel. Reports on personnel 

are regularly available for timely allocation 

of resources in advance. 

Strengthening special expertise will 

further operations of the National Archives 

Service as an expert agency. Participation 

in scientific further training is 

promoted as fas as possible, with particular 

empasis on theoretical competence in 

records management, archives management 

and heraldry. Linguistic skills and 

ability to utilize international developments 

in operations of the National Archives 

Service is taken into account in recruitment 

of expert civil servants. 

Motivated employees and well-being 

at work are key requirements for successful 

operations. Diminishing staff, rising 

age of employees and changes taking 

place in work are the greatest challenges 

for well-being at work. Special emphasis 

will be placed on staff management and 

support measures for personnel in change 

situations. The personnel strategy of the 

National Archives Service will include a 

plan on well-being at work presenting 

concrete measures. It will be drawn up in 

cooperation with the staff. 

Cooperation between management 

and staff in the National Archives Service 

runs smoothly and is based on dialogue 

on equal terms seeking mutual understanding. 

The staff participates in the 

handling of a matter before a decision is 

taken on it. Interaction between employer 

and staff is reciprocal at all levels of the 

organization regardless of nature (representative 

or direct participation). 

The need for expertise is determined 

according to the process. Special expertise 

is developed in the National Archives 

Service, e.g., through mentoring and internal 

training as well as active efforts to 

find best practices in units of the National 

Archives Service and in external 

partners. Process owners are responsible 

for evaluating the need for expertise required 

by a particular process. Special expertise 

is acquired as an outsourced service, 

if necessary. 

ict services 

• Electronic services and operating practices are increasing in information services 

aimed at customers and in the internal records and archives management of the 


• Operating practices based on management of electronic material have a key role in 

all the processes of the National Archives Service. 

Motivated employees and well-being at work are key requirements for successful operations. 

implementing and developing online 

services within the National Archives 

Service calls for good coordination between 

areas of responsibility, units and 

projects in the National Archives Service. 

An adequate level of expertise in ICT is 

ensured in all operating processes. The 

tools, equipment and information sys- 


international activities 

tems must be appropriate for operations. 

The organization of ICT services and related 

planning concerning recruitment 

and use of resources are handled in an object-oriented 

long-term manner. 

Development of online services for 

customers and the staff of the National Archives 

Service will be in focus during the 

strategy period. The joint development 

projects on online services in State administration 

will be utilized. Activities will be 

outsourced when opportunities arise. 

Management of the overall ICT architecture 

is centralized, which guarantees 

uniformity of processes within the National 

Archives Service. The ICT architecture 

is developed on the basis of strategic 

priority areas of the National Archives 

Service. Information management in the 

National Archives Service is described in 

detail and interfaces as well as responsibilities 

for the systems will be specified 

in the beginning of the strategy period. 

A plan specifying all the strategically vital 

projects and their timetables will be 

drawn up for the strategy period in order 

to facilitate development of the ICT architecture. 

The planning of resources needed for 

ICT will enable implementation of internal 

and external services in line with the 

strategic policies. 

• The National Archives Service monitors international developments in its sphere 

of activities and participates actively in them. 

• All functions of the National Archives Service are on a good Nordic level. International 

success is measured through Nordic benchmarking and other evaluations 

performed by experts. 

• International expertise will be utilized in national solutions. An analysis of the 

international situation is included in projects implemented within the National 


international activities are part of 

key operating processes of the National 

Archives Service. The purpose of international 

contacts is to ensure that the expertise 

of the National Archives Service is upto-date 

and compatible with international 

standards and practices. International 

know-how will be utilized in the operations 


The priorities in international activities 

include Nordic cooperation, cooperation 

carried out among the member states 

of the European Union and the wideranging 

multilateral activities carried out 

by the International Council on Archives 

(ICA). The National Archives Service participates 

in international cooperation for 

the preservation of cultural assets, especially 

in UNESCO and the international 

Blue Shield organization. 

Developing the European digital library 

(Europeana) is in focus of attention. 

communications 

Digitization and management of heraldic 

materials will be developed as a special 

field of Finnish expertise and the aim 

is to create a common European heraldic 

database, Europeana Heraldica. The National 

Archives Service intends to participate 

actively in standardization in the archival 

sector and in projects on managing 

electronic data. 

The National Archives Service is internationally 

compared to other national 

archives services in the Nordic countries. 

Ensuring that all functions in the National 

Archives Service represent good 

Nordic quality is a strategic object. Development 

is monitored and evaluated 

through regular benchmarking covering 

various areas of operation. 

Operating practices and funding 

models that enable the National Archives 

Service of Finland to participate in international 

co-financed projects in a long 

term, planned systematic manner are confirmed 

together with the Ministry of Education 

and Culture. 

• Communication undertaken by the National Archives Service is active and wideranging. 

• The Internet is the key communications tool. 

• Communication is incorporated in all operating processes of the National Archives 

Service. 

communication undertaken by the 

National Archives Service is active and 

wide-ranging. It promotes customer services, 

serves management of the National 

Archives Service, improves the internal 

coordination of operations, promotes 

achieving of strategic aims and increases 

general awareness of the National Archives 

Service. 

Communication enhances the information 

services and official activities of 

the National Archives Service through active 

interaction with customers and partners. 

The Internet is the key communications 

tool. 

The communications strategy will be 

revised at the start of the strategy period 

and updated when necessary. A communications 

plan based on the communications 

strategy is drawn up annually defining 

objectives, operating practices, responsibilities 

and resources. Raising the 

relative share of resources of the National 

Archives Service for communication is an 

aim. 

The provision of information is incorporated 

into all the operating processes of 

the National Archives Service. It will ensure 

execution of communication relating 

to each activity at the right time and in 

correct form. A sectorial communications 

plan will be introduced during the strategy 

period enhancing the joint provision 

of information by the National Archives 

and the Provincial Archives in a cost-effective 

way. 


the national archives service 

of finland 

Rauhankatu 17 • P.O. Box 528 • FIN-00171 Helsinki 

www.arkisto.fi

strategy of the national archives service of finland 2015

Create successful ePaper yourself

Delete template?

Save as template?