- History
- The National Archives
- The Provincial Archives
- Organisation
- Strategy 2015
- Mission of the National Archives Service
- Operational objectives and methods
- Vision and values
- Changing operational environment
- Management and operational development
- Life-cycle management of documentary information
- Making documentary cultural heritage available
- Administrative services and operational development
- Mission and operations
Making documentary cultural heritage available
Ensuring preservation
Archival construction and managing storage space
Promoting availability
Information services
Promoting visibility and awareness
Library and information services
Ensuring preservation
The preservation of material has been ensured under an action plan for conservation, digitization and microfilming, which is based on an assessment of the condition of material in every unit of the National Archives Service. Preservation practices and methods are developed in cooperation with the National Library. Planning for catastrophic situations will be enhanced.
The National Archives Service is responsible for the processes of receiving and storing electronic materials. The technological environment for storage of material and software expertise has been outsourced.
The storage of electronic material constitutes a permanent item of expenditure in the budget of the National Archives Service.
Creators of records get assistance through centralised arranging and renovation projects aimed at the State administration when the required funding is granted.
At the start of 2010 the holdings of the National Archives Service exceeded 180 shelf-kilometres of permanently stored documentary material from eight centuries as well as approximately 1.7 million maps and drawings. These holdings were in largely varying shape. The large transfers of records in coming years to the National Archives Service will enhance the need for proactive measures which ensure that the materials are in good condition and arranged satisfactorily.
Preservation of original material in the National Archives Service will be safeguarded in accordance with an action plan for conservation, digitization and microfilming based on the review of condition of materials completed at the beginning of the strategy period. The plan will consider the processing and protection of material and the quality of storage facilities. Storage development in the National Archives Service is a sectoral activity with objectives decided upon annually as part of performance agreements concluded with the units of the National Archives Service.
Plans for catastrophic situations are developed together with the National Library. Establishing sufficient capacity to quickly protect and conserve damaged material is extremely important. The protection of special material, development of mass deacidification and plans for catastrophes are included in the planning for new central archives of the National Archives Service. Planning for catastrophic situations will be enhanced through increased international cooperation.
Particular attention is paid to storage conditions and protective materials, especially archival boxes. At the start of the strategy period, the possibility of replacing boxes made of material unsuitable for storage will be looked into. New boxes with attached barcode or some corresponding system would improve space management and facilitate efficient use of material in information service operations. Guidelines of the National Archives Service to creators of records will be updated. The expertise in conservation will be enhanced through increased international cooperation.
The National Archives Service is preparing for the launch during 2011 of the reception, storage and service system (VAPA) for electronic material. Implementation of the system requires termining of the project phaze and adaptation to normal operations of the National Archives Service. The amount of electronic materials will increase dramatically and they will be received for permanent storage at a considerably earlier date than paper materials.
Maintenance and development of the electronic reception, storage and service system will require considerable resources, permanently, also after the introduction of the system. External providers will maintain the availability of electronic material as well as the equipment and storage capacity required for electronic storage. These services and necessary technological expertise provided by external partners will be bought. The VAPA system will be developed as part of the entire system for public information management.
There are still many risk elements relating to the storage of electronic materials due to the fact that the technology is new and international experience is limited. For that reason, microfilming is still used internationally as one of the means for ensuring the preservation of paper materials and key electronic records. The National Archives Service will evaluate the necessity for microfilming and COM-transfer of digital files to microfilm in material storage and implement the results during the strategy period.
The National Archives and the Provincial Archives are responsible for the monitoring of materials that come up for sale in their districts of operations. The National Archives is responsible for legal actions and for digitizing of materials taken into possession. In order to reduce the inconveniences caused to owners by these measures the digitization of materials taken into possession will always be given high priority.
In order to safeguard archival materials the National Archives Service will introduce guidelines for customers and staff on handling of material, and implement required practices. Consideration will be given to internal controls and safety in accordance with the archives report adopted in 2008 by the Commission of the European Union. The National Archives Service will join the international Liber network which was established to prevent thefts from libraries, archives and museums as well as illegal trading in materials.
Archival construction and managing storage space
The amount of documentary material falling under the responsibility of the National Archives Service will grow dramatically during the strategy period. The cost-efficiency and appropriateness of space management has been ensured by centralising construction and updating user-logistics in the archives.
The need for storage space has been planned so that it makes flexible reception, subject to a fee, of records from the public administration for permanent storage possible.
Planning of space management in the National Archives Service is in accordance with the general efforts to centralise storage of material of the public administration. The National Archives Service will introduce a space management system enhancing centralised management of the premises for archival collections.
The transfers of considerably increasing volumes of paper material to the archives during the next decades will create a need for additional archival premises. The growth is only expected to decline at the start of the 2040s.
Construction in the National Archives Service will focus on the regionally located central archives with nation-wide coverage which is planned in Mikkeli. Project planning will start at the beginning of the strategy period. The first stage of the central archives building will be ready in 2017, making it possible to give up the premises at Sörnäinen when the lease agreement expires in spring 2018. Digitised materials of the National Archives Service and other so-called passive materials as well as material requiring special conditions will be concentrated there. The National Archives Service will investigate the possibilities of establishing a national mass deacidification centre for paper materials and a centre for catastrophe preparation in connection with the central archives.
The National Archives Service will inquire into the possibility of destroying paper materials to be stored permanently which have been digitized, provided that the scientific value and probative force of the material is not compromised. Material to be stored permanently and belonging to the national documentary cultural heritage will be received from both the Evangelical Lutheran Church and the Orthodox Church in accordance with terms agreed upon by the preserving unit and the Ministry of Education and Culture either as storage subject to a fee or free of charge. When authorities become subject to change the National Archives Service will ensure that they get their material to be stored permanently in proper order. Objectives will also be set in space planning for the storage of private archives.
The National Archives Service is introducing a system that will improve the efficiency of logistics for using the collections and space management. The system will contain information on the overall available capacity of the National Archives Service and the location of records. It can be introduced in 2012 after a preparatory stage if the Ministry of Education and Culture allocates resources for its acquisition. The deployment of a space management system will be combined with other solutions enhancing logistical operations and space management, e.g. placement in storage units according to the order of arrival and replacing of archive boxes with new ones, marked a barcode or some other automatic method of identification.
The National Archives Service will reduce construction and storage costs by centralised extensive mass digitization of paper materials to be received. The mass digitisation will be outsurced and it will focus on materials that are suited to cost-effective digitisation, analogue or digital storage and paper material destruction procedures.
In the construction of new facilities consideration will be given to energy saving solutions. Either low- or passive energy models will be applied. Energy consumption will also be reduced through structural solutions. In order to improve the efficiency of storage space the latest internal logistics techniques applicable to archives will be exploited. Planning of construction will consider the most efficient design possible for the premises. Centralised construction will also take distances, access and availability into consideration. Aspects of efficiency will be taken into consideration in placing the material. The security culture relating to premises and materials will be developed further.
Archival buildings are constructed for an expected life-cycle of 200 years. Consideration will be given within the premises to their modifiability to cater for changing needs. The expansion of the operations will also be taken into consideration in allocating enough space for staff. The National Archives Service makes particularly good and active use of the culrurally valuable building of the National Archives in cooperation with strategic partners.
Promoting availability
Documents needed by customers are easily found and available. Comprehensive search systems ensure the availability of information reducing the threat of marginalization of paper material as the popularity of electronic material increases.
The service channels of the National Archives Service are based on customer needs. Thematic and material-related information environments as part of online services provide guidance on the use of materials and directories. The use of Wiki-type databases and other social media makes it possible for users to participate in content production.
The network architecture is clear. Wide-ranging online services provide for the needs of demanding scientific research as well as the various information needs of the public.
Digitization of key material improves the availability of material. The digitization strategy has been drawn up with a focus on customers. Strategic partnerships support digitization.
The National Archives Service is extensively developing its own information resources, focusing particularly on the ability of these information resources and systems to communicate interactively and on the quality of the information in the systems. Developing the information architecture and the information system architecture is also in focus as well as integrating interfaces into a common information service level for the entire National Archives Service.
Coherent descriptive information is required for the implementation of an electronic ordering and identification system and other online services. The ordering and identification system is based on the policies of the National Archives Service on information architecture, taking into consideration the policies and implementation of the National Digital Library. Practices of description are being developed taking into account the international development in the archival sector and the need for common search systems in memory organisations.
The National Archives Service is improving the appropriate allocation and efficient use of its resources through target-oriented cooperation carried out with strategic partners. The object is to create additional value for all cooperation partners by combining resources and through systematic cooperation. Clear objectives are set for cooperation carried out with various strategic partners and the parties agree on the allocation of resources for activities. Cooperation is monitored and reported on using the project management tools of the National Archives Service.
The digitization strategy forms a basis for digitization and conservation. The acquisition of external financing for digitisation will be intensified. Various research projects applying for funding will be reminded by the National Archives Service of the costs arising from digitisation of material and the corresponding benefits.
The digitization strategy promotes other activities of the National Archives Service and new online services making databases on the materials suitable for centralized information searches carried out through the National Digital Library. Particular attention will be paid to developing and improving the Portti service which provides guidance on search methods as well as materials and directories. The electronic ordering system will make it possible to order materials online.
Information services
The information service activities of the National Archives Service are customer oriented. The core materials are available for customers free of charge in the archival premises.
Online services are a key service channel also when paper materials are made available. Digital material is mainly used as an online self-service. Customer-oriented service packages together with thematic and material-related information environments ensure that the online services are easy to use. Materials subject to permission are available through electronic identification systems.
The National Archives Service promotes as well as implements the rapidly developing information management practices in scientific research.
Information service environments are wide-ranging and enable efficient shared use of directories, key documentary materials, online information services as well as literature promoting the use of materials.
The aim of the information services of the National Archives Service is, on the one hand, to provide current customers with better service and, on the other, to acquire new customer groups. Operating models for defining the service needs of customer relationships and customers are being devised. In developing information services consideration will be given to customer feedback which is gathered systematically. The National Archives Service strives together with strategic partners to improve the availability of materials and the efficiency of information service. Cooperation with memory organisations in developing information services will be strengthened. New interactive tools are improving cooperation between customers, partners and the National Archives Service.
Visits to the reading rooms of the National Archives Service have steadily decreased since the turn of the millennium. The increase in electronic materials made available by the National Archives Service and other providers of services is one reason. Genealogy organisations in particular have actively started to offer online services. In order to improve the use of its materials the National Archives Service is investing heavily in developing online services. Policies on the structure and operating models of new online services will be set out as part of the strategy on making cultural heritage available and a corresponding programme of implementation, which will be drawn up at the start of the strategy period.
The interactive Portti service plays a key role in developing online services. It provides users with search paths according to their interests leading to digitized and paper materials and directories of the National Archives Service and to links to services of other memory organisations. Furthermore, it provides guidance to customers on using the materials and directories related to them, exploiting the opportunities offered by social media.
Practices in research information management are changing rapidly in Finland and abroad. The National Archives Service participates in development activities based on national and European infrastructure policy, and promotes better use of materials for research.
Plans are made in advance, before the material has been received, on making new paper materials available. The needs for information services and resources related to these materials are evaluated and opportunities offered by online services are utlized in developing the appropriate processes of inquiry service.
A centralised registry office will be established as a shared service point of the National Archives Service, developing online services. Records management in the National Archives Service will be organized as an integrated system guiding the systematic management of documentary information as part of the operating processes.
Promoting visibility and awareness
The presentations, exhibitions and publications increase awareness of materials in the custody of National Archives Service and of possible ways to use them. They also promote awareness of the services offered by the National Archives Service and enhance the social impact of the National Archives Service and its materials.
User training and excursions are part of the pedagogical activities on archives carried out by the National Archives Service. Exhibitions promote archival pedagogy and are vital for the corporate and public relations of the National Archives Service.
Visibility and awareness are promoted in a cost-effective way and through the use of social media. Basic services are produced as online services. The impact of the operations is evaluated with the aid of effectiveness indicators.
The National Archives Service publishes both online publications and printed publications, which promote awareness of the National Archives Service and its materials and increase their use.
The objectives, target groups and contents of archival pedagogy will be defined in the strategy on making cultural heritage available and a corresponding programme for implementation, which will be drawn up at the start of the strategy period. Annual performance objectives will be set for these activities.
Videos published online demonstrating the nature of the activities and materials together with the thematic and material-related information environments of the Portti service play a key role in the archival pedagogic activities. An interactive learning environment supporting teaching in schools and in educational institutions will also be created for the Portti service. The learning environment will be planned together with teachers.
An annual sector plan will be made for the exhibitions, as an appendix to the internal performance agreements of the National Archives Service. The plan specifies the exhibitions to be organised by the National Archives Service and the available personnel and financial resources for that purpose. Impact indicators will be developed for exhibition activities. Focus will lie on online exhibitions of digital material of the National Archives Service and other memory organisations.
Knowledge of historically important materials in foreign archives throwing light on Finland and of material on relations between Finland and foreign states or international organizations is promoted through international cooperation on exhibitions and publications. Closer cooperation with archives in Russia and the Nordic countries promoting acquisition of copies of key collections from archives abroad will be a particular object.
Promoting the visibility and general awareness of the National Archives Service is closely linked to the communication strategy. The website of the National Archives Service will be developed in a manner giving users a clear overall impression of materials and services provided by the National Archives Service.
PR-activities aiming at a positive image are an aspect of communications promoting awareness of the National Archives Service. Cooperation particularly with the Ministry for Foreign Affairs and foreign diplomatic missions in Finland will continue as part of promoting of an all-round image of Finland based on documentary cultural heritage.
The National Archives Service publishes both printed and electronic publications. The publications promote use of records in a scientifically reliable way and support the customer service activities of the National Archives Service. Cooperation with strategically important partners will be furthered, particularly in electronic publishing. During the strategy period, the National Archives Service will focus primarily on innovative publishing where the linking of digitized source materials to research publications is promoted. The strategic priorities in publishing will be specified in the strategy on making cultural heritage available. A programme for publishing activities will be drawn up during 2010.
Library and information services
The library of the National Archives is a special scientific library operating at the national level. It supports research and access to information relating to the special fields of the National Archives Service.
The library and information services strengthen and diversify the information service activities of the National Archives Service.
The libraries of the National Archives and the Provincial Archives serve employees as well as customers using their materials. Researchers can use key reference works and handbooks and order monographs supporting use of archival material. Libraries of Provincial Archives focus particularly on compiling special provincial collections and on the library services relating to their district. Efforts during the strategy period will focus on extensive use and acquisition of electronic publications. Libraries of the National Archives Service operate in cooperation with the National Library, other research libraries and the national library network.
The library of the National Archives is the only specialized national research library operating in archival science, diplomatics, heraldry and sigillography. It is responsible for contacts with international research libraries in these fields where it provides special service. The personnel of the library are qualified in information and library services.