Project: Central archive solution for a decentralised organisation
- Archivsuisse enables the Office for Youth and Vocational Guidance of the Canton of Zurich with 25 different locations to have a central archive solution.
- The centrally managed directory is accessible online at each of the 25 locations.
- Data protection-compliant archiving ensures that retention periods are correctly observed.
The Office for Youth and Career Guidance of the Canton of Zurich (AJB) is the contact point for all questions concerning family, education and personal career development. It advises families and individuals at 25 locations in all regions of the canton in the career information centres (biz) and the child and youth welfare centres (kjz). Not all locations have sufficient space for archiving files, as legal retention periods of up to 100 years apply in some cases.
Archivsuisse has been taking the files from the individual sites into its central archive rooms in Uster since 2016. In several stages, the holdings were taken over site by site and recorded in detail – a total of around 2000 linear metres. Since then, the biz and kjz have not only been relieved of the resource-intensive task of archiving in-house. The centrally managed file directory, which is accessible for each location via archivsuisse’s encrypted customer portal, also facilitates collaboration. Archivsuisse delivers ordered files from the central archive to each of the 25 locations within 24 hours. New acquisitions and returns are collected by means of collective transports at regular intervals. After the expiry of the retention periods, the AJB offers its files to the State Archives. Archivsuisse facilitates this process by drawing up an annual list of those dossiers whose retention period is expiring and, in future, will also take over the delivery of the files to the State Archives.
The AJB put the archiving contract out to tender in an open procedure. In addition to data protection-compliant archiving, which archivsuisse ensures with its sophisticated security processes and GoodPriv@cy certification, it also includes various archiving services such as timely file delivery for orders.