Annexes to COM(2012)456 - Amendment of Regulation (EEC/Euratom) No 354/83, as regards the deposit of the historical archives of the institutions at the European University Institute in Florence

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dossier COM(2012)456 - Amendment of Regulation (EEC/Euratom) No 354/83, as regards the deposit of the historical archives of the institutions at ...
document COM(2012)456 EN
date March 17, 2015
ANNEX

‘ANNEX

PROVISIONS FOR THE DEPOSIT OF THE HISTORICAL ARCHIVES OF THE INSTITUTIONS AT THE EUROPEAN UNIVERSITY INSTITUTE IN FLORENCE

1.In the case of non-digital archives, the original documents shall be deposited at the EUI for permanent preservation, together with a microform and/or digital copy thereof.

In the case of digital archives, the EUI shall have permanent access to the documents in such a way as to allow it to fulfil its obligation to make the historical archives accessible to the public from a single location and to promote their consultation. The originating institutions shall remain responsible for the permanent preservation of their digital archives.

2.The deposit shall take place in annual instalments and, to the extent possible, under the normal archival processing procedures of the institutions.

3.The EUI shall not modify the archival classification established by the depositing institutions, or eliminate or alter documents or files.

4.The EUI shall return to the depositing institutions the originals of any deposited documents and files if requested by these institutions. The depositing institutions shall return the originals to the EUI as soon as they no longer need them.

5.The EUI shall immediately inform depositing institutions about any circumstances that could put at risk the inviolability of the archives that they have deposited.’