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The Team Archive & Document Management (ADM) consists of experienced employees dedicated to ensuring easy access to information about the UT. We provide support in analyzing document flows, scanning, archiving, transferring, and storing records, as well as implementing solutions for a paperless office.

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    The Archive & Document Management department consists of the units Document Management & Projects, Historical Archives and Information Management.

    Management

    drs. J.W. Puttenstein (Wiljan)
    drs. J.W. Puttenstein (Wiljan)
    Head of Department Archive & Document Management

    Document Management & PROJEcts

    This team consists of document managers who carry out registration work (on location) and projects, with focus on JOIN, SharePoint, Teams or other work systems. They are the first point of contact for advice and support in document and information management for the faculty, service or institute where they work.

    N.G.E. Fles (Nienke)
    N.G.E. Fles (Nienke)
    Supporting Staff
    J. Wiekens - Banis (Jette)
    J. Wiekens - Banis (Jette)
    Record Administrator Executive Board (EB) and faculty Geo-information Science and Earth Observation (ITC)
    R.H.M. Harmelink (Ronnie)
    R.H.M. Harmelink (Ronnie)
    Archive Recordadministrator
    S. Weggen - Floor (Sandra)
    S. Weggen - Floor (Sandra)
    Archivist Faculty Electrical Engineering Mathematics and Computer Sciences (EEMCS) and Engineering Technology (ET)
    Y.D. Boeijenga (Yvonne)
    Y.D. Boeijenga (Yvonne)
    Archive Recordadministrator @ LISA-ADM Digital Student File (CES)
    H.M. Dijkhuis - Willemsen (Irma)
    H.M. Dijkhuis - Willemsen (Irma)
    Archive recordadministrator / Digital Student File (CES)
    I.D. Rauwerdink (Inge)
    I.D. Rauwerdink (Inge)
    Supporting Staff

    Historical archives

    This team manages the semi-static and historical archives of the University of Twente, such as the archives of the Executive Board, University Council and faculties. Documents can be requested for reference at the university or scans can be made upon request. They are also responsible for transferring archives that need to be retained permanently to Collectie Overijssel in Zwolle. An overview of services and activities can be found here.

    A. Oosterink (Alwin)
    A. Oosterink (Alwin)
    Archive Recordadministrator
    R.H.M. Harmelink (Ronnie)
    R.H.M. Harmelink (Ronnie)
    Archive Recordadministrator
    M. Snellink (Matthijs)
    M. Snellink (Matthijs)
    Recordkeeper @ LISA-ADM (Archive & Document Management)
    H. Martinus (Homme)
    H. Martinus (Homme)
    Archive, Recordmanager
    P.W. Ten Vergert (Peter)
    P.W. Ten Vergert (Peter)
    Guest Supporting Staff

    Information management

    Information management provides consultation on legislation and guidelines, analyzing document flows and managing records. They develop frameworks and guidelines that are necessary for the implementation of archival solutions on an organizational level, in projects, information systems, workflows, or the way of working in your team.

    R.A. Hanekamp (Richard)
    R.A. Hanekamp (Richard)
    Functional information manager
    S.A. Schulenberg (Steven)
    S.A. Schulenberg (Steven)
    Archival Specialist @ LISA-ADM (Archive & Document Management)
  • Ask ADM

    If you have a question for archive about ADM, please fill in this webform.

  • FAQ

    A list of frequently asked questions related to archiving services:

    • Why do I have to think about archiving?

      Every employee is responsible for saving and storing task related documents, or better: records. All information created, sent and received in the course of your job related activities is a record. From a legal point of view it is a must to save critical documents. And saving and sharing your documents helps your colleagues doing their job.

    • Which kind of documents do I have to archive?

      Archive is a collection of process-related information. This information is made up or received in the context of a work process. In that case, it’s archive in principle. We support you to get insight in what kind of information you have to archive in relation to your job. It helps you to know what kind of information must be preserved, for how long and why.

    • For how long are records preserved?

      It depends on relevant of legislation and regulation. Dutch Universities agreed on the Selectielijst Nederlandse Universiteiten, which is an important part of records management. This scheme is a practical tool for protecting the organisation’s interests by ensuring records are kept for as long as they are needed for business purposes, and are disposed of correctly and securely in line with legal and regulatory requirements.

      Please Ask Archive to get some help to understand this document and apply it to your specific situation.

    • Is it possible to have my archive digitized?

      In many cases, it is possible to replace paper records into digital reproductions. The University of Twente has a set of rules which guarantees the quality and permanence of the digital version. You can find this set of rules in the Handboek Vervanging which is determined by the Executive Board.

      Please Ask Archive to get some help to understand this document and apply it to your specific situation.

    • Am I allowed to destroy the paper records after digitization?

      Yes, you are (or even must) if you have a request for an Authorization of Replacement, which you can apply for in the context of Handboek Vervanging. In all other cases you’re not allowed to do it. Please Ask Archive to discuss your request

    • What to do with my archives?

      Everyone, committee or secretariat, creates archives. Over time they lose value for day-to-day work. Then the question arises: what to do with my archives? Archives keep their value for future producing of evidence, but not every single record needs to be kept. Contact us to discuss your specific situation. If you want to know how you can transfer your inactive records to our department, check our transfer guidelines here.  

    • What can I do with my Students Association archive collections?

      We also like to acquire the records of sports and social clubs from the University of Twente. It reflects the living and development of the university in all kind of aspects.

      Please Ask Archive to get some help to understand this document and apply it to your specific situation.

    • Where can I get an overview of abbreviations of education programs, departments or committees?

      At the University of Twente, we are likely to use abbreviations for educational programs, departments or committees. For abbreviations which are currently used, you can click here. You can use the filter above to find previous abbreviations.

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