As company archivists, remember that before being transferred to the company archives, files should be “prepared” by those who no longer need them. The archivist can assist such a person in preparing the file, but is not obligated to do so. They will accept the completed files along with the delivery and acceptance list.
Below are the most important issues related to files:
Acid-Free Files
Archival materials (documents of categories A and B50) should be transferred to the company archives in acid-free files. Even if someone in a given organizational unit (department) keeps them in regular cardboard folders, binders, plastic sleeves, or other items, they should transfer them to acid-free files before transferring them to the company archives.
I recommend purchasing both acid-free files and boxes right away. You may find it more convenient to store your documentation in these boxes, or you may be required to transfer some of your documentation to the State Archives. Chronology
Archival materials – i.e., those with category A – should be arranged chronologically in each folder, from January to December of the current year (appropriately, if the folder has several years, the oldest month and year should be at the top of the folder, and the newest at the bottom).
Pagination, or page numbering – is in the upper right corner of each written page. Remember to always turn the pages over when paginating, as often there is something important written there, and that page should be included in the pagination!
It is essential to remove all metal elements (staples, clips), plastic, strings, and other such items from the folders – leaving only the paper. File description – JRWA number, category A, file title and end dates, e.g.
KOMÓRKA_ORG.NR_JRWA.1.2021 … Files
Number of folders
1
2
3
4
5
6
And voila!
Category B materials don’t need to be as detailed, because after their storage period expires, they will be disposed of (destroyed) anyway, with the consent of the director of the State Archives, which your institution is affiliated with.
The folders are already in your archive.
Remember that in the company archive, all shelves should be labeled and described so you can quickly find the items you need. This is your responsibility, as each company/institution operates differently and has different statutory tasks, which leads to the creation of different types of documentation.
Cheers!