This guide gives you a simple overview of the entire deposit process. You’ll get useful tips and see what kind of support we can offer to deliver a complete and well-structured deposit – without it turning into a marathon.

The Cornerstones of Archiving: Who, What, and Why?

Before you dive into the deposit work itself, it’s helpful to understand some key concepts.

Why must you deposit?

Simply put – to preserve history. The Archives Act requires that public archives be safeguarded for the future. It’s about protecting citizens’ rights, giving researchers access to solid source material, and preserving essential pieces of our shared cultural heritage.

Deposit or transfer – what’s the difference?

These terms are often used interchangeably, but there is an important distinction:

• Deposit: You send a copy of the archive to an archival repository, such as IKA or The National Archives of Norway.
• Transfer: Both the archive and the responsibility are permanently handed over to the repository. This is common in the state sector. Municipalities usually keep both responsibility and ownership rights.

Who is involved?

A successful deposit is teamwork. Even if you’re the archive manager, you can’t do it alone.

Key roles include:

• Archive Manager: Has overall responsibility and knows the archive’s structure, history, and content.
• Subject Experts/Departments: Provide valuable insights when questions about specific cases or processes arise.
• IT Department: Ensures access to servers and manages database exports.
• Archival Repository: Should be involved early to ensure agreements are in place. They’re also a key partner and knowledge resource.
• System Supplier: Can perform a “health check” of the archive database and advise on cleanup or extraction.

The Path to an Approved Deposit – Step by Step

Once the team is assembled and roles are clarified, you can begin the actual journey toward an approved deposit.

It is helpful to divide the process into two or three phases so that you always have an overview of where you are and what remains.

Phase 1: Preparation and Planning

1. Contact your archival repository early – they often have checklists and guides you can use.
2. Clarify the scope of the deposit – which time periods and archive parts are included?
3. Assemble the team: Ensure good communication and cooperation between Archives and IT from the very first day.

Phase 2: Cleanup and Choosing the Approach

Thorough cleanup in your own system provides control, insight, and makes the technical process much smoother in the next phase. This is one of the most valuable tasks you can do yourself.

💡 Tip: By combining your own cleanup with an analysis/health check from your system supplier, you gain better control of the database and a more predictable path toward an approved extraction.

During this phase, you may also consider which external services can be useful:

• Analysis/Health Check of the Archive: A comprehensive condition report of your database, giving you full control of the archive’s “health,” whether or not you intend to deposit.
• Noark Extraction/Preparation and Production of Archive Extraction: End-to-end handling of the extraction process, ensuring a complete and valid deposit or transfer.

Once the team and roles are in place, you can start the journey toward an approved deposit.

Technical Production and Deposit/Transfer

Now you are at the technical core of the process – where preparation turns into a finished extraction. At ACOS, we follow a fixed procedure to ensure quality and traceability.

Before starting, make sure you have:

• Your agreement or case number with the archival repository
• The name and contact information of your case handler at the repository
• The main person responsible for the deposit in your organization
• If applicable, the municipality number
• Completed forms such as “Form for Archive Description – Electronic Archives” and “Checklist for Transfer of Electronic Archival Material” (available from your repository)

How the process works:

1. Database reception: The IT department delivers a secure copy of the database, and we set up the base for the extraction.
2. Preparation and extraction: Errors identified during the analysis/health check are corrected, and the extraction is produced according to NOARK 5 standards and tested using The National Archives’ ARKADE tool.
3. Delivery:

• To the repository: The archive extraction is sent for final approval and deposit.
• To you – documentation: All technical documentation, including reports and logs, is delivered. This forms part of your archive and must be attached to the archive plan.
• Back to you – database: The finalized deposited database is returned, providing a structured and searchable historical base for future reference.

The Big Cleanup

Before ordering an extraction, much of the cleanup can be done directly in your case and archive system. Here are the most common “time-thieves” that can delay a deposit – and how to solve them:

1. Gain control of the date hierarchy

• Ensure start and end dates are consistently set across all levels – archive, series, cases, and documents.
• Check that start and end dates are filled at every level.
• Case dates must be within the archive section dates.
• Journal entry dates must be within the case start and end dates.
• Confirm that archive, series, and case match their descriptions.

2. Label archive sections correctly

• In a Noark extraction, it must be clearly defined whether an archive section is electronic, paper-based, or mixed. Missing or incorrect labeling can result in deviations during approval.

3. Check classifications

• All cases must have valid classification codes. Fill in missing primary classifications where necessary.

4. Close what is not closed

• An archive must not contain open cases, documents, or series. Ensure that:
• Cases are marked as Closed or Expired.
• Journal entries are marked as Archived or Expired.
• Archive sections are marked as Disposed or Irrelevant.

5. Ensure files are readable

• Documents must be stored in approved preservation formats (e.g., PDF/A). 
• Encrypted or password-protected files will not be approved. 
• Convert outdated formats before extraction.

In Summary

A successful deposit begins long before the actual extraction. With planning, preparation, cleanup, and good collaboration between all parties, the process can be much smoother than expected.

By following this guide, you will already have covered much of the groundwork – and be well on your way toward a deposit that both you and the archival repository can be satisfied with.

Not sure where to start?

It may be smart to begin by ordering an analysis/health check. This gives you a thorough review of your archive and a full report on its condition – what is in order, what needs to be cleaned up, and where adjustments may be needed before moving forward.

Would you like an offer for a health check of your archive, a Noark extraction, or simply to discuss what might be the best option for you?

👉 Get in touch – we are happy to help you get going!

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