National Archives of the Netherlands (Ministry of Education, Culture and Science)

Retention scheduling using the PIVOT method

Since 1992, retention schedules of central government have been formulated following the ‘institutional research’ method. This method was developed within the framework of the PIVOT project that lasted from 1992 to 2001.
Using the PIVOT methodology, appreciation takes place not at the level of the archival records but at the level of activities of government bodies in relation to areas of policy. Appreciation is carried out via institutional research and makes clear the functional context in which the archival material came into being. The results of this research are laid out in a Institutional Research Report (a ‘RIO’). More information about the construction and content of a RIO is available from the ‘Product Description’ section.  
Around 180 institutional research investigations have been carried out since 1992. The majority of these have been published by the State Archives Service in the form of PIVOT RIOs, an overview of which is available (in Dutch only). The RIO forms the basis for the Basic Selection Document (BSD) that consists of the collective retention schedules of government bodies in a specific policy area. The BSD encompasses all archival records from government bodies that are, or have been, active in that area. In the BSD, activities from the RIO are assigned a B (keep) or a V (destroy) status. Status code B is accompanied by the relevant appraisal criteria. For activities with a status code of B, the term of destruction is recorded.