strategy of the national archives service of finland 2015

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.
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