Identification & Labeling of Archives
In accordance with Law 1946/1991 (art. 12, par. a), the Department of Selection and Appraisal is responsible for the identification and labeling of public sector archives and the supervision of active archives and safeguarding of public documents against loss and damage. The identification consists of collecting basic information about the identified archives, not yet acquired in the G.S.A., such as quantity, format, type, location, physical condition, preservation and storage conditions as well as other related elements with the aim of planning in advance archival works that concern their management (e.g. acquisition, appraisal, microfilming, secure storage). The identification and labeling of archives do not necessarily mean acquisition or commitment of the creator to submit their archives to G.S.A. However, G.S.A. still holds the responsibility of supervising these archives.
Effective methods of archive identification and labeling are:
- The appointment of employees – liaisons by the various Ministries (Law 1946/1991, art. 12 par. a – d). Employees –liaisons constitute a network of employees whose task is to support direct and two-way communication between G.S.A. and the creators of archives, thus contributing to the effective preservation of public archives through a supervision and control system of public archival production.
- Collecting information via a questionnaire sent out to public bodies for a better supervision of their archives and prevention of damages. The information collected needs to be further processed in order to ultimately map public archives.
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