Service for government offices

The obligation to offer documents regards those that are no longer subject to a retention period and are also no longer required for current official business. Retention periods designate the duration of the retention of documents at the agency required to deliver them.

As long as retention periods apply, records should remain in the respective office. On the Intranet, retention periods are stored in the Aktenplan module. The periodic provision concerns all documents and is carried out in larger units, e.g. files of certain years of a department. This also includes personal data requiring special protection, electronic files, databases, plans and maps, or audiovisual media.

According to the Archives Act, records may not be destroyed without the prior consent of the National Archives.

No one knows the file contents and the work processes within an institution better than the employees themselves, which is why we are grateful for your expertise. We are happy to review and evaluate the records together at your site. Following archival principles, we select records that are necessary for legal, administrative, or historical reasons, to preserve rights, maintain livelihoods, and research history.

We ask you to mark the records "worthy of archiving" already at the time of closing the file, as this significantly simplifies the following evaluation. 

For questions about appraisal and to make appointments for consultations, please contact the Department of Preservation team at Landesarchiv@llv.li.

After joint evaluation, prepare the records defined as archival for delivery. The information sheet on segregation and delivery contains the most important information on the preparation of physical records. Records not assessed as archival-worthy can now be destroyed.  

You list the records in a delivery list provided by us below. We will be happy to organize the transport to the National Archives for you afterwards. We will provide you with an accession number (reference number for the delivery), which you please enclose with the delivery when the files are picked up by Internal Services. 

As the delivering office, you are entitled to access your own records at any time. For official purposes, you can also borrow these files. You can request the order forms provided for this purpose from us. The documents are sent and returned via Internal Services.

For access to files that do not originate from your own office and have ongoing retention periods, you must have the consent for file access from the office producing the files.