University Library

File Submission to the University Archives

All analog and electronic records produced by the Central University Administration, faculties, institutes, and other units are the property of TU Berlin. Pursuant to Section 4 (1) of the Berlin Archival Law, these records must be submitted to University Archives without modification.

Analog records are to be submitted to University Archives according to the statutory retention periods or other retention periods specified by the offering body, at the latest, however, after 30 years. In the case of electronic records, it is important to remove unnecessary documents and submit the remaining records to the archive before expiry of the deadline to ensure the file formats are still readable.

University Archives reviews the records and accepts those which are assessed to have archival value and authorizes the destruction of the remaining records.

Important! As a rule, staff members may not destroy documents themselves.

Room H 4029
Address Straße des 17. Juni 135
10623 Berlin
Opening Hours
Tue + Thu9:00 - 16:00
Mo - Wedby arrangement

Steps for submitting, assessing, and transferring records of archival value

  1. Contact University Archives by email or phone.
  2. Download the Transfer of Records Form/Delivery Slip/Proof of Destruction.
  3. Complete the form:
    • Use the red buttons to select whether you are submitting analog and/or electronic records and complete the relevant worksheet.
    • List the documents using successive numbering (e.g. every folder, file or binder, every photo or video, every file repository or database, etc.)
    • If you have multiple lists, please continue the numbering on the next page. Do not begin with no. 1 again.
    • Complete columns 1 to NN as possible. If you require assistance, please speak with University Archives.
    • Enter the relevant retention deadlines in column 6 (analog) and 8 (electronic).
    • Gray fields are completed by University Archives.
  4. Send the completed form to University Archives via email.
  5. University Archives completes an initial assessment based on the listed files/content and contacts you to arrange an assessment meeting.
  6. University Archives assesses the records on site, discussing the content with you and clarifying any questions.

For analog records:

7. Together with University Archives, you arrange how records are to be transferred.

  • Packing records for transfer: Who? How?
  • Arrange for transport - coordinated with IV C 3

8. Records that are not of archival value are authorized for destruction. You destroy the relevant records. University Archives records the destruction on the form and stores this long term.

9. Once it has received the records, University Archives checks these against the transfer form to ensure they are complete and archives them.

10. Final transfer of records form/delivery slip/proof of destruction sent to you for your records.

For electronic (digital) records:

7. Together with University Archives, you arrange how records are to be transferred. 

  • Analyze, prepare, and send a copy of electronic records for on-site transfer using the IngestList program with assistance from University Archives.

8. After receipt of the electronic records, University Archives uses IngestList to check they are complete and confirm their integrity and archives them.

9. All records, both archived and non-archived, are released for deletion.

10. Final transfer of records form/delivery slip/proof of destruction sent to you for your records.

Please note: The form is assigned an accession number by University Archives and serves both as a record for you and as a research tool for the transferred records in the Archives. Please always include the accession number from the form in all communication.

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