A set procedure must be followed for the transfer of non-digital private archives:
- Phase 1: The archive is registered with the Selectie en Bestel section
- Phase 2: Assessment & preliminary study.
Private archives are assessed with the help of the Acquisition profile. - Phase 3: Condition & organisation.
Only archives that comply with the standards of a "good and organised condition" will be accepted for transfer. The standard is described in the brochure ‘Om de Kwaliteit van het Behoud, Normen Goede en Geordende Staat and in de Regeling geordende en toegankelijke staat archiefbescheiden. The archives must also comply with the Regeling duurzaamheid archiefbescheiden. Archives will be specifically checked for mould, bacteria, and for correct packaging in acid-free material. If an archive does not comply with the standards, then the State Archives Service meets with the owner of the archival material to discuss the work needed to bring the material up to these standards, and whether this is to be done before or after transfer. - Phase 4: Deed of transfer.
When private archives are transferred, the State Archives Service consults with the donor (or lender) to draw up a deed of transfer or an intake and custody agreement. The final agreements are prepared and signed in duplicate. - Phase 5: Transportation and opening.
After all formalities concerning the transfer have been completed in collaboration with the account manager, the archive can be transferred to the State Archives Service. The account manager informs the original custodian the moment the archives become accessible in the reading rooms.
Questions about this process can be submitted to the Selectie en Bestel section via email.