Departmental Archive Transactions
Departmental Archive
Departmental archives keep the archival materials which are produced as a result of the duties and activities of organizations and institutions and still used actively in the daily work flow of various departments of these organizations as they keep their actuality.
File Transfer to the Departmental Archive
Units review their archival materials belonging to the previous year every January. Archival materials are separated into three groups; the documents which have been processed, are being processed and should be kept although they have been processed. After the separation, the materials are transferred to Departmental Archive within the first trimester of the next calendar year considering the unit, transaction year, possession, confidentiality, attachments, etc. of the documents following conformity check.
The standard file plan is taken into consideration while transferring documents to the Departmental Archive and documents are transferred with inventory lists in the principal order.
Archival materials are kept in departmental archive for 1 - 5 year(s) in accordance with the hierarchical structure and the standard file plan within the principal order.
Departmental Archive Transactions
1- Transfer - Acceptance
- Checking whether folders comply with the Standard File Plan
- Checking whether the information on the spine of folders complies with documents
- Correcting documents, in case of disarrangement
- Completing the deficiencies in documents and attachments
- Labeling registers, covers and envelopes
2- Placement in Departmental Archive
3- Conservation and Storage
4- Archive Utilization Service (Internal Service)
5- Inventory
6- Transfer - Delivery (to Corporate Archive)
- Completing the deficiencies in documents and attachments
- Labeling registers, covers and envelopes
- Transferring with registers or leaves
Elimination and Disposal in the Departmental Archive
Elimination and disposal processes are not conducted at the departmental archives. These processes are performed in the Corporate Archive.
Transferring Documents to the Corporate Archive
When the storage period of archival materials in the departmental archive expires, they are transferred to the corporate archive upon conformity check. Archival material is left in its original order without disrupting the integrity of the funds transferred to the archives, in compliance with the formation and bonds that came to be on the date of procession. The institutions, departments and sub-units to which the archive material belonged on the dates it was processed are determined within the hierarchical integrity. The documents from the same unit are brought together. Archival material is stored in the institutional archives in accordance with the provisions of the legislation.
Sample File/Folder Label to be used as per the Standard File Plan