1. Documents that are no longer required for ongoing official or business operations must be offered to the University Archives after expiry of the retention periods stipulated in legal or administrative regulations, but no later than 30 years after their creation. In agreement with the University Archives, the departments holding the files - hereinafter referred to as the registry creators - may offer to take over documents whose retention periods have not yet expired.

    

2. Documents may only be handed over in conjunction with the pre-printed list of documents to be segregated.

    

3. The lists of documents to be segregated must be completed in full, made out in duplicate and signed by the responsible head of the records manager. The retention periods must be proposed in the corresponding column of the segregation list, unless legal or administrative regulations or catalogues of deadlines or guidelines specify these precisely. Specified retention periods only have a limited effect on the decision of archival value. They therefore do not mean that documents whose retention periods have expired in accordance with these guidelines may be destroyed without the prior consent of the University Archives. This also applies to all official documents. In order to make it easier for the registrar to enter the retention periods, a selection list of retention periods is attached.

    

4. Before handing over the documents to the University Archives, any metal parts, such as paper clips and staples, must be removed and the individual processes summarised in such a way that the context of the records is not destroyed. In individual cases, the University Archives will provide the registrar with suitable packaging materials (wrapping paper, legal folders, archive boxes, tube bindings). The University Archives may refuse to accept documents that have not been properly prepared.

    

5. Documents may only be handed over to the University Archives after prior consultation with the University Archives. In the case of extensive records offered for transfer, an archive employee will usually decide directly with the registrar which documents may be taken over and which may be destroyed immediately on site by means of simplified cassation. Simplified cassation procedures are recorded by the registrar on the segregation lists and in a separate log, which must be handed over to the archive for permanent storage.

    

6. The files themselves are handed over on an agreed date by the registrar's clerk designated for the delivery at the University Archive, Prüferstr. 9, ground floor. The registrar is responsible for transporting the documents to the University Archives.

    

7. After the University Archives has inspected the documents, the registrars will receive a copy of the segregation list, in which an access number will be entered by the archives for any access to the documents by the registrar or for subsequent research.

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