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.
- Contact team members
The Archive & Document Management department consists of the units Document Management & Projects, Historical Archives and Information Management.
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.
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.
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.
- Academic Heritage collectionsADM manages the semi-static and historical archives of the University of Twente, such as the archives of the Executive Board, University Council and faculties. It is also responsible for transferring archives that need to be retained permanently to the Overijssel Collection in Zwolle. Some of the university archives from the period 1962-1984 are transferred to the Overijssel Collection (access number 0381.3). One of the archives is the Delegated Building Curator (1961-1972). The access number is 0381.1. The inventory can be consulted on the Overijssel Collection website. ADM itself manages a growing number of a collections of former professors, such as H.H. van den Kroonenberg, A. Duijvestijn and I.S. Zonneveld and other former faculty members, such as student pastor J. de Jongh. ADM also houses the archives of study and student associations and staff associations. In addition to paper archives, ADM also manages a collection of books, photographs and documentation, and a growing collection of artefacts and objects
- Archiving and Student AssociationsStudent associations have an important cultural-historical value for the university, student life and society. Their archives show what their footprint is in student life. We offer our support to preserve the history of your student association, for instance by including special objects, photographs or documents in our academic heritage collection. Please also contact us if you have any other questions about your association's (digital) archive. CONTACT Connect with us, and let's explore and address your situation together. Contact
- Archiving servicesNowadays, all information is largely available digitally. This means that archiving and document management also takes place digitally. To achieve this, the University of Twente must comply with the Archives Act and other legislation. ADM offers support in strengthening information management by providing services and deploying professionals. Well-designed and supported document management gives you and your employees overview and guidance, and excludes risks for your organization. There is more reuse of information and less duplication of work. Support on document management Document management is an important part of your business. You can choose to outsource your recordkeeping to ADM, so we can support the occasional or structural digitization (scanning) and registering of documents (archival documents or files). For instance for work processes, formal correspondence, meeting cycles, faculty offices, committees or secretariats. ADM can serve as a point of contact for all archiving-related inquiries. A Service
- Atlantis Archive PortalADM takes care of the official archives of the University of Twente. In order to manage and publish information on the archives and collections, Atlantis is available. In Atlantis you can search for information on the archives and collections that are available in the Archival storages at the University Campus. In this way the history of the University is made accessible. The portal of Atlantis can be reached by clicking this link. Search support In Atlantis you can search for what is interesting for you. This contains a general description of the archives and their components. You can also use the search fields. Please note that only a fraction of all archives is made accessible. Contact us with your with your questions so we can help you find what you are looking for. FAQ Language of searching When searching the system we advise you to use Dutch language as the archival descriptions are written in Dutch. How to search By using the fields in the portal, you can search the collections and records within the collections
- Document managementEffectively handling your information is crucial in your day-to-day tasks. From a legal standpoint, it is imperative to preserve essential documents, or more precisely, records. Any information generated, transmitted, or received as part of your work-related duties constitutes a record. These records may exist on paper, digital, or other forms, serving as tangible proof of your research and business endeavors. Our services The ADM department assists in overseeing the lifecycle of your documents. It ensures the identification and preservation of records with historical, fiscal, and legal significance, while also ensuring the timely disposal of non-essential records in accordance with Dutch guidelines and relevant legislation. We can help in various subjects, including: Advise: receive consultation on analyzing your document flow and managing records throughout your project Archiving: receive support in scanning, disposition and archiving records in alignment with a service level agreement (SLA) Transfer: securely
- JOIN (UT Document management system)JOIN is the university Document Management System (DMS) for the digital recording and management of documents. Using JOIN, cooperation with colleagues is more efficient and information can be viewed at any time from any workplace or from home. By only authorising staff to access the information they need for their work, a safe working environment is guaranteed. In addition, JOIN meets the statutory archiving and destruction requirements, so the archiving or destruction – or, on the other hand, the retention – of documents is taken proper care of. Remarks: Working at home When working on a UT PC/laptop JOIN can be used for home office without limitations. When working on a non-UT PC/laptop some functionality will be lost because the JOIN Now Software is not installed. For working with JOIN from a private PC/laptop it is advised to follow the following manual for working with JOIN without client software (download below this page). Working with JOIN We can create a working environment for you in JOIN and guide you
- Policy and adviceThe University of Twente is committed to managing its records effectively and efficiently, in all formats. It does so in order to meet legal and regulatory requirements, to protect the rights and interests of its staff, students and stakeholders, to meet best practice standards, and to continue to maintain the organizational memory of the University. The Cultural Heritage Inspectorate of the Ministry of Education, Culture and Science supervises the care of our archival collections. The Executive Board has established several policies on archiving. These policies are relevant for every team and employee at the university. We advise how these policy documents should be translated into your business case. Record management regulation UT The university’s record management is bound by rules. The most important one is the Record Management Regulation UT 2019. This regulation is a translation of the Dutch laws and regulations for those in charge of record-keeping within our university. Regeling Archiefbeheer UT 2019