Handing over and transfer of records

Handing over of records refers to the process where documentary material of authorities (including ownership for the material) is surrendered to the National Archives Service. Transfer of records, on the other hand, refers to the physical transfer of documentary material from an authority to storage facilities of the National Archives Service. This is simply referred to as archives transfers.

The permanently preserved records of State offices and institutions, excluding the administration of foreign affairs, are handed over to the National Archives Service. Records are handed over to units of the National Archives Service according to their district division.

The archives of Evangelical-Lutheran parishes are transferred to the National Archives Service as separately agreed voluntary deposits with the parishes retaining their ownership. Municipalities do not transfer their records to the National Archives Service.

The National Archives Service receives records with a minimum age of 40 years. Their ownership is transferred to the National Archives Service, and the preservation will not cause any expenses to the transferring authority from then on. For justified reasons, documents less than 40 years old may also be handed over to the National Archives Service for chargeable storage. The records awaiting transfer must be in shape and meet the transfer regulations issued by the National Archives Service.