Waterschap Limburg is committed every day to ensuring safe, sufficient and clean water across the province of Limburg. As the custodian of an extensive archive, the water authority is responsible for documents with statutory retention periods and historical value. To ensure the sustainable transfer of its physical archive in accordance with the Dutch Archives Act to the Historisch Centrum Limburg (HCL), Waterschap Limburg chose to collaborate with Archive-IT.
Ron Piepers, IT, Service and Information Management Team Manager at Waterschap Limburg, shares his experience of the approach, the collaboration and the results achieved.
De challenge
Waterschap Limburg wanted to transfer its physical archive to the Historisch Centrum Limburg (HCL) in a sustainable manner and in compliance with the Dutch Archives Act. To support this process, the water authority engaged the expertise of Archive-IT. Together with partner BECIS | DIOR, Archive-IT guided the entire process: from assessing and organising the archival records to preparing them for a compliant and successful transfer.
A large and diverse archive
The physical archive of Waterschap Limburg was extensive and spread across multiple locations and archive rooms. Managing the archive presented several challenges, including ensuring appropriate climate control and having access to sufficient knowledge and expertise in the fields of archive management, legislation and regulations.
"It was important for us to transfer the archive carefully and in accordance with the correct guidelines. The expertise of Archive-IT, combined with that of BECIS | DIOR, was a valuable addition to our own knowledge and capacity," explains Ron Piepers.
Employees from BECIS | DIOR supported Waterschap Limburg in preparing the archive for transfer to the Historisch Centrum Limburg (HCL). They assessed the files, determined which records qualified for permanent preservation, and prepared the archive in line with HCL’s requirements. The archival records were provided with the correct labels and prescribed packaging materials and arranged for a smooth and compliant transfer.
A successful collaboration
Ron looks back positively on the collaboration between Waterschap Limburg, Archive-IT and BECIS | DIOR.
"The collaboration went smoothly throughout the entire process. Communication lines were short and progress was discussed clearly. Whenever things developed differently than planned, this was addressed promptly."
He also appreciated the involvement of the project manager.
"The project manager was highly accessible, actively contributed ideas and ensured that together we always worked towards finding the best solution."
The benefits of professional archive management
Thanks to the collaboration, Waterschap Limburg’s physical archive was successfully transferred to the Historisch Centrum Limburg. As a result, the archival records are now professionally managed and the right conditions for long-term preservation have been secured.
Waterschap Limburg experienced several clear benefits:
- Space savings: former archive rooms within the organisation have been freed up and can now be used more efficiently.
- Peace of mind: the archive has been transferred to HCL on time and in the correct manner, ensuring that employees and citizens can easily request archival records whenever they need information.
- Efficiency: through the use of specialist knowledge and expertise in archive management and archival legislation, accurate and fast retrieval of records is guaranteed.
- Ready for the future: Waterschap Limburg now has a clear understanding of the next steps for transferring the remaining part of the physical archive.
A sustainable solution for the future
Waterschap Limburg looks back on a successful project. Thanks to the collaboration with Archive-IT and BECIS | DIOR, the physical archive was carefully prepared and transferred to the Historisch Centrum Limburg (HCL).
"The archive is now in the right place, with the right knowledge and facilities around it. That gives us confidence for the future," says Ron Piepers.
Archive-IT thanks Waterschap Limburg for its trust and looks forward to continuing the collaboration.