Archiving
You would like to preserve a variety of files, documents, books, films and photos for your company, hospital, local parish, foundation or other institution and require professional support? Your archive room is full and you need space for newly received files? Searching for particular documents is time-consuming and you would like an efficient archiving system?
Our services:
Go to:
- Viewing the documents
- Assessing the files
- Transport
- Technical processing
- Indexing
- Systematisation
- Marking / labelling
- Compiling an inventory book or database
- Retrokonversation
- Archive room design consultancy
- Digitalisations
- Compilation of a chronicle
Benefits of professional archiving
Untreated archive materials that are stored or materials that are to be indexed following assessment contain substances harmful to paper and photos, e.g. metal clips or plastic sleeves. Our institute professionally and reliably removes metals, plastic and adhesive residues and subsequently transfers the materials to acid-free folders. We will inform you of any undesired findings such as mould or pests. We are pleased to advise you on other conservation or restoration matters. In the following indexing process, all items are entered into a database. During the careful recording of all files, notes, photos and other collected papers, the documents are placed in acid-free containers for permanent storage or are digitalised. The result of indexing is summarised in a register or inventory book. That means that individual items, content groups or files from a particular time period can be found very quickly. Archiving secures the material and enables easy use.
Correct storage of historical documents and photos is essential for a long life. Temperature and humidity are the key factors in correct climatic storage. We are happy to advise you and put together an individual storage logistics plan.
Cooperative and foundation archives
There is a long tradition of foundations in Germany. Some institutions still in existence today go back to the Middle Ages. The over 21,000 foundations in Germany pursue a usually charitable goal that was specified by the founder/benefactor whose money also funds the activities.
The first German cooperatives were founded in the 19th century. There are currently over 8,000 cooperatives in Germany. Funded by their members, they generally operate their own business and administration.
In both organisations, ordered filing systems for correspondence and other important paperwork are usually in place. The archives expand quickly and therefore take up lots of space.
Church archives
Like district, city or municipal archives, church archives preserve an important part of our community's social and cultural heritage. The first generally binding structures for archiving church correspondence were defined at an early stage in Germany's two largest confessions. Those regulations set out the principles for preserving and systematically destroying documents.
Church archives often contain memories that stretch beyond the parish's own history. Users frequently find notes and photos regarding the foundation and development of a town or village. Some documents have even been passed down from the Middle Ages. These archives are of key importance to local history researchers, but they are also interesting sources of information for family tree researchers trying to find out about their ancestors' lives.
Church parishes are nowadays faced with considerable challenges regarding the storage and maintenance of their archives. The archive administrators often have to find suitable storage space with very limited financial resources. Modern space management does not afford top priority to church archives. Complex solutions are required that guarantee the safeguarding of the archive, the old records and the new incoming files - often of several church parishes at once.
Hospital and company archives
The modern German hospital system, at first focussed on taking care of the poor, began to be established in the 18th century. Only around 100 years later did the widespread construction of almshouses and hospitals begin. The trustees and the administrative structures had and still do have an effect on the way in which documents were filed and archived. They still form the legal basis for the retention periods of hospital files.
The existence of company archives is often due to the fortunate circumstance that interested employees or businesspeople with an interest in history took it upon themselves to collect company files. Unfortunately, many companies' documents and paperwork all too often end up being shredded following the company's sale, liquidation or insolvency. Unlike state authorities and offices, corporate records and correspondence are not subject to legal retention periods - with the exception of tax-related documents. Many old brochures, posters and other interesting written documents are lost.
A company archive can however portray a business, their products, services and customers very precisely; and what is more, an entire industry. In some cases even the company's technical inventions, patents or other scientific knowledge may be passed down and secured. A business can use its well-sorted company archive as an asset to its current operations. Where history marketing is concerned, business history, company structure and target group discourse can be used to generate trust, credibility and a better corporate identity. A well-sorted, well-structured company archive forms the basis for that.
Private collections, art collections and museums
Private collections are as diverse as their owner's passion for a particular area; they play a key role in numerous fields: private collections include paintings, design objects, carpets, stamps, coins, books, manuscripts, technical devices and many other objects. State museums are indebted to private collectors for important parts of their collection that were donated or purchased.
We index your collection with careful documentation of all objects, complemented by a photographic documentation. That not only gives you a better overview, but also the ability to carry out precise valuation at any time, e.g. for appropriate insurance of the art collection. Furthermore, indexing simplifies academic study and planning for exhibitions. You receive the results of archiving in the form of a register or index of works as well as a database which lists all objects and works of art.
Community and municipal archives
City and municipal archives are the memory of every community. District archives are an important complement. The most important historical documents and testimonies of the towns and villages of each region are stored there. New material is constantly being added to the archive and old, not yet indexed stocks must be recorded whilst their use must at the same time be guaranteed.
The challenge is to fulfil the requirements of modern archive regulations at low cost and with a small number of staff. We can provide you with efficient support in these matters.
Association archives
Scandinavia and the Netherlands may indeed have more associations per head than Germany, but with over 620,000 registered associations (in 2015) on a purely numerical level Germany has the most voluntary organisations in Europe. They reflect a large part of our private and social life whilst also showing our communities’ commitment to volunteering. Associations promote a sense of tradition and make a key contribution to cultural customs being retained and passed on to younger generations.
The diligence with which the minutes of general meetings, notes on life in the association, public appearances and other activities are documented is at the members' discretion. Tax-related documents are an exception, as they are subject to legal retention and destruction periods. Storage of photos, posters, minutes books and membership lists varies considerably amongst every association and organisation. Many documents and papers are stored in contact with harmful materials, e.g. plastics, metals and adhesive residues that contain softening agents.
Archiving prices
Our archiving services comprise the steps described above. We determine the scope and the "depth" of indexing (intensity) together with our client. The quote is based on the number of items to be indexed, the legibility of the manuscripts, the packaging materials to be used, and the depth of indexing.
We employ a building block model, meaning that you can choose from various modules in each work area. We advise you on the selection of technical processing of individual fascicles or indexing items (e.g. a single sheet, a folder, a document file). To what extent are metals, plastic covers and adhesive residues removed? How are papers transferred? How are photos or papers that are stuck down dealt with? We then discuss the indexing depth with you. You can choose from the various options, from a simple stock list to a detailed title with extensive content and inclusion notes. Which folders and boxes should be selected for packaging?
Only once these questions have been clarified do we calculate the individual processing time and costs based on the modules selected; they are usually between € 6.00 and € 20.00 per indexed unit.
As soon as we have more precise information about the scope and content of the stock and have been able to gain a personal impression, we will be pleased to agree on the extent of the work and the costs with you.