Recommendations for generating files

Recommendations for generating files (status as of: 31 March 2023)(1.9 MB)

Generating and managing files is a core element of sound records management. The recommendations on generating files provide clear and concise explanations of essential principles that apply to the management of files, records and documents.

Relevance for record keeping

Policy paper “Aktenrelevanz von Dokumenten” [Relevance of documents for records], ITVA working group (status as of: 16/07/2009)

Grundsatzpapier "Aktenrelevanz von Dokumenten", AG ITVA (Stand: 16.07.2009)

Not every document or computer file needs to be filed or saved. Efficient record keeping begins with decisions as to whether paper documents or computer files belong in a record or file or not. The most important criteria are treated in this policy paper (available only in German).

Guidance note on document control

Guidance note on document control (status as of: 22 April 2022)(2.1 MB, 14 pages)

Many types of documents, for instance directives and information sheets, communicate definitive and authoritative information to clearly defined target groups. But these documents are subject to frequent updates as their content evolves. This is where document control tools come in – with their ability to show the current status and history of documents reliably and transparently. General pointers for naming files and versioning are also included here.

PDF and PDF/A documents for long-term digital archiving

Using PDF and PDF/A for long-term digital archiving (status as of: 21 December 2021)(490.2 KB, 3 pages)

Creating PDF/A documents from MS Office documents (status as of: 21 December 2021)(1.0 MB, 6 pages)

Many documents and much of the information created in the university administration are of lasting importance and may even be of historical value, but not all PDF formats are suitable for long-term storage in digital archives.

Requirements as to form – A look at some examples (status as of: 18 November 2021)(896.2 KB, 6 pages)

Some documents are subject to specific formal requirements that may be statutory requirements or result from regulations or policies. Adhering to such formal requirements speeds up administrative procedures and reinforces the validity of important legal acts, but documents that are subject to formal requirements throw up challenges for electronic filing. This collection of examples highlights the significance of this important issue and outlines some possible solutions.

Metadata in MS Office documents

Minimum requirements for descriptive metadata in Microsoft Office documents (status as of: 26 April 2022)(1.1 MB, 5 pages)

Microsoft Office documents are some of the file types most frequently used and encountered in administrative work. Using metadata and following some simple rules makes it possible for target groups to reliably find relevant information online and quickly assimilate its content.

Metadata in PDF documents

Minimum requirements for descriptive metadata in PDF documents (status as of: 21 December 2021)(637.4 KB, 4 pages)

Dependably finding documents on the university intranet or website requires more than just the right documents with the right document titles; document creators can also assign specific metadata to make a substantial contribution to PDF documents being found more successfully and seen in their proper context more easily.