strategy of the national archives service of finland 2015

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.
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26 strategy of the national archives service of finland 2015 strategy of the national archives service of finland 2015 27