Submitting/searching for documents
Submitting/searching for documents
All institutions of the University of Oldenburg are obliged to offer all documents that are no longer required for the fulfilment of their current tasks and whose retention periods have expired to the University Archives. Please refer to the archive's documentation profile to find out which documents these are in detail.
The legal basis for the obligation to offer records is the Lower Saxony Archive Act and the regulations on the establishment, operation and use of the University Archive Oldenburg (see Official Notices/35th year - 2/2016). If no other legal provisions exist, the documents should be offered no later than thirty years after they were created.
Search for collection items
Bring the history of Carl von Ossietzky University to life with your documents!
The University Archives Oldenburg is the historical memory of the University. Documents from the university's facilities that are no longer needed are stored here for future generations. Help us and make your personal contribution to preserving the university's history!
The majority of the documents held in the University Archives are administrative files that arise in everyday university life. The archive aims to supplement these holdings by taking on documents and correspondence from people, clubs and associations associated with the university as well as documentation relating to the university (photos of events and receptions, posters, flyers, audio and film documents, etc.). Perhaps you have kept such documents from your time at the university. We are particularly interested in the legacies of university members who played an important role in Oldenburg's university history. These additions to the official records can be an important historical source for academic research.
They can be handed over to the University Archives as a donation or as a deposit, the terms of use of which are set out in a contract. In both cases, the material handed over will of course be carefully stored in the University Archives and made available for research.
Please do not hesitate to contact us for further information.
How are administrative documents offered?
In just three steps you can help to secure valuable documents relating to the history of the University of Oldenburg.
1st offer
If the retention period for documents has expired, they must be included in an offer list, which is sent electronically to the University Archives.
- Form for the offer list (fillable PDF file)
- Offer list (Excel file)
Retention periods are to be determined by the file-creating departments; the University of Oldenburg's instructions for the retention, archiving and destruction of documents provide assistance.
2. evaluation
The list of offers forms the basis for the selection of documents worthy of archiving. The University Archives initially assesses the documents on the basis of the information in the offer list. The documents are labelled accordingly in the offer list (A = worthy of archiving, V = to be destroyed, B = evaluate on site).
If it is necessary to review the offered documents on site (B), we will contact you.
Once we have assessed the offered documents, we will inform you of the assessment decision in writing.
An unlimited destruction authorisation can be issued for certain documents. Such a permit has already been issued for the following organisational units:
- Division 1, Personnel Files
- Division 1, Operational Integration Management
- Division 2, third-party funding files
- Division 4
- Department for Research and Technology Transfer, third-party funding files
- Library and Information System (BIS)
- School II
- School III
- School IV
- Institute of Material Culture
- Institute of Sport Science
- Institute of Physics, Technical Education Group
- Final spurt programme
- C3L
- DiZ/OFZ
3. delivery
The files should be divided into transport units in accordance with the order specified in the offer list. For your guidance, please enclose a printout of the offer list with the files.
Transport of the documents to be submitted to the BIS mailroom (for the attention of the University Archives) is organised and carried out by the submitting office. Please arrange a delivery date with the University Archives in advance.