Archival material with significant cultural or research value, or which contains legal or important administrative documentation, must be preserved and made available for posterity, cf. section 1 of the Archives Act (in Norwegian).
UiA adheres to the requirements of the Public Administration Act regarding due process and the requirements of the Freedom of Information Act (in Norwegian) regarding openness in administration and access to information.
Detailed overview of archive-worthy documents (in Norwegian):
Internal administration
Education
Research
Communication and outreach
Museum and collections
Archive mail routine:
Archives are about preserving decisions and actions. We must be able to find and reuse previous work. In public administration, we need to document what has happened and store information in a secure way.
Assessing whether a document is worth archiving means deciding whether it should be created/uploaded into Public 360. This decision is based on legislation and judgement, and involves determining requirements for preservation, confidentiality, accessibility and time frame. Today, only Public 360 meets the requirements for long-term preservation.
Documents for archiving - examples
Governance and development
- Case presentations, with all attachments, to the University Board, Appointments Board, Appeals Committee, Academic Affairs Committee and Faculty Boards
- Follow-up of decisions from meetings of the university's governing bodies
- Invitations, agendas, minute books from the university's governing bodies
- Appointments and participation in projects, committees, councils, etc.
- Minutes and records from collective councils, committees, organisations, etc.
- The university's own instructions and plans
- Consultative statements from external institutions
- Internal consultations
- Contracts, agreements, all obligations of a professional or financial nature
- Formal communication regarding collaboration
- International contracts and collaboration agreements
- Contracts regarding commissioned activities
- Information and documentation management
- Incoming correspondence requiring a response from the university
- Requests for access to information
Human resource management and recruitment
- Personnel policy and working environment
- Recruitment and employment - employment contracts, trial period forms, salary negotiations, certificates and diplomas
- Personnel matters - follow-up during sick leave, accommodation measures, leave applications, promotions, terminations and other correspondence regarding employment
- Health, safety and environment
Finance and property
- Budget and annual and interim reports
- Building and property management
- Procurement agreements
Research
- Key documents in research projects, including applications, progress reports and final reports
- PhD programmes, including admission documents, progress reports, supervisor reports, programme evaluation and documents from the final phase
Education
- Correspondence about admissions
- Student cases - e.g. transfers between campuses, exemptions, suspicion of cheating and plagiarism
- Grading protocols
- Applications for special needs accommodations for students and staff
- Programme descriptions and national curricula
- Examination question papers
- Master's and doctoral theses
- Reading lists
- Appeal cases
Documents not worth archiving - examples
- Private documents
- Documents you have access to as a member of a trade union
Documents that are subject to case processing or have value as documentation are subject to archiving. The content determines whether it should be archived, not the medium. It makes no difference whether the document is an email, a letter, a text message or received via UiA's official social media channels.
If you are in doubt about whether a document should be archived, please contact the Records Management Specialist Team: arkivhjelp@uia.no or Teams 38 14 17 20