In the Polish language version this site contains information useful for public institutions and other organisational units which produce and collect documents.

This site is devoted to the formation of an archival collection.

The formation of an archival collection is one of the basic tasks in the functioning of a state archives. Its aim is to preserve for posterity any documents of historical importance associated with the activities of the authors.

Modern methods archival collection comprise document selection and monitoring of public institutions within the scope of document management. On principle, the documents remain in those institutions (in their offices or archives) for 25 years and then are transferred to the historical archives. Archives pay most attention to document selection, which is a decisive factor in the formation of a collection.

The selection process is directed by a lack of space for preservation of all documentation produced, not to mention the repetitiveness of some documents and information. The aim of the selection is to segregate that material which needs be preserved perpetually from those documents which can be omitted.

Methods of document selection (three principles):

• identification of authors ahead of the document selection itself,
• multistage selection conducted at every stage of expansion and archivisation of the collection,
• comprehensive appraisal of document value, encompassing the entire documentation of a given collection's author, as well as his connections with other institutions with which he co-operated and which constituted his environment.

Activities conducted by a state archives within the scope of its monitoring of public institution archives include the following:

• systematic controls of the archives in those institutions, so-called archival monitoring,
• advising on office and archival regulations designed by organisational units,
• providing expert opinions regarding documents company archives and files and giving consent for weeding and destruction of non-archival documents in state and local government units,
• training of company archivists and office staff,
• co-operating with state and local government units to foster proper preparation and systematic transfer of selected materials to the state archive.