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

Substitution

Administrative processes are often increasingly automated. Data will thus no longer be preserved in paper, but will be saved in digital form. It will also increasingly be the case that more information is scanned or copied and preserved using microfilm, optical discs, and CD Roms. In cases such as these, the Archives Act talks abouut substitution (replacement). The replacement of a fax with a copy is, in fact, also a substitution.
In the old Archives Act of 1962, substitution was only permitted for archival files that were to eventually be destroyed. The new Archives Act permits all archives to be replaced by reproductions.
For the substitution of archival files that to a public archival preservation store must be transferred, authorisation must be obtained from the Minister of Education, Culture & Science (OCenW) or the Secretary of State.