Archives and registry

The Department of Human Geography has a local archive and registry.

Record-keeping

As a public authority, Stockholm University is obliged to archive and register public documents regardless of medium, which means that the university’s departments must also archive and register their own incoming and outgoing documents.

The Central Archives and Registry function manages and supports archiving and registry activities across the entire university organisation and provides information and training. General information on archiving and record-keeping at Stockholm University can be found on the staff intranet:

Archiving and record-keeping

Record-keeping at the department

Klas Johansson is the archivist at the department. He works 20 per cent of full-time hours, is in office on Mondays and can be found in room X313.

When you need a reference number (for example, for an application for external research funding), please send an email with the document as a digital attachment to the departmental email address registratur@humangeo.su.se. The case will then be registered and assigned a reference number. Please note that all documents relating to the case must be emailed for registration (for example, enquiries and replies) so that the case is complete and can be closed upon resolution. All staff members are personally responsible for ensuring that the correct documents are registered in all cases. For information on the types of documents that must be registered, see the information management plan below.

Records retention schedule

The records retention schedule describes how the organisation’s documents and information are to be managed, regardless of format. It specifies, for example, whether a document is to be archived and retained or whether it may be disposed of, and the retention period. The Records retention schedule is intended for all staff at Stockholm University. Please note that only Area of Activity 5 (Conducting Research) has been translated into English.

Archiving procedures

A digital short-term archive is currently being set up at the department. Further information will follow.

Personal data and data protection

Data protection involves safeguarding personal data in accordance with legal requirements, including the GDPR. Personal data is information that enables a natural person to be identified.

Mail handling

Outgoing post should be placed in the pigeonhole in the post room X318. Postage is handled centrally.