The archive follows a structured process for handling and storing the source material that is donated by expatriates from around the world.
We begin by obtaining the depositor's approval, then selecting the material that will be stored in the archive and removing non-relevant material. The material is sorted by location and date and is finally read, processed and registered in the archival system.
Upon receipt and after the Donation Agreement has been signed, all contributions are registered in Adlib, an archival registration system. This system is backed up daily, so in case of an emergency we will only lose one day of data.
The donated material will then be stored in special acid-free boxes in our climate-controlled archive space. All donations will be scanned to enable online research of the Archive’s collection in future. On request it is also possible to retain the originals and have these scanned for insertion into the digital archive collection. Part of the Archive’s collection is only stored digitally.
The Wet Persoonsregistratie (Data Protection Act) also applies to archival data collections. Your privacy and that of third persons named in your contributions is one of our highest priorities and biggest concerns. As a donor you will be asked to sign a Donation Agreement. Although copyright of the donated material will be given to the Archive, the contributor decides when (maximum 50 years after donation) and how contributions will be made public for research.
In line with the Wet Persoonsregistratie and the Archiefwet, researchers have to sign a research agreement when researching the collection. All staff and volunteers sign a confidentiality agreement.