Phase 1: Signing a contract between both parties
A contract is signed between the Center and the archive owners, pursuant to which the rights and conditions will be determined by both parties.
Phase 2: Establishing a fact sheet for the archives
Then, a fact sheet of the archive content is established, containing general information about the archive such as the code, nature, linear volume, modality of entry, etc. This sheet will be subsequently shown at the first access page of the database.
Phase 3: Sterilization and dusting
Once the fact sheet is completed, the various documents will be stored in boxes in order to start with the sterilization and cleaning process.
This step consists of gathering and disinfecting the entire archive contents in a sealed chamber in order to eliminate all types of germs and insects, as well as dust removal and scrubbing required for some rare documents.
Phase 4: Classification, coding and numbering
Before starting the work, a preliminary inventory will be made to facilitate the development of a classification and coding plan for the archives.
The archives will then be classified according to thematic series and coded according to the classification plan. Afterwards, numbering and integration of the documents’ content will be applied to the database.
Phase 5: Digitalization and storage
Documents will be digitalized at the digitization department and conserved on a secure electronic medium (server) in order to protect the physical copy from being damaged, and in order to exploit them and make them accessible over time.
Finally, there will be packaging of the archives in appropriate material, in solid and acid-free storage boxes that protect them from dust, and the placing of them in a room adapted to the environmental conditions and conservation criteria.