Transfer records to the National Archives directly from Webware

Public sector, universities and museums must hand over records of lasting value to the National Archives of Estonia (Rahvusarhiiv).

Webware’s National Archives Transfer module lets you do it directly from Webware.

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Built for the public sector needs

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PROBLEM

Transferring records to the National Archives is slow and manual

Public bodies, universities and museums are required by law to hand over records of lasting value to the National Archives of Estonia.

Doing it by hand takes time. Each record’s details (metadata) must match the archive’s requirements, and large volumes have to be moved securely. Mistakes are easy to make.

SOLUTION

A familiar, compliant transfer process inside Webware

The module works the same way as the step your team already uses when records reach the end of their lifecycle - destruction. So there’s little new to learn.

Here’s how it works for your administrator:

  • Mark the records to transfer, many at once.
  • Match your fields to the National Archives’ requirements.
  • Send the records over an encrypted connection, up to 1 TB per transfer.

You choose which metadata to keep, and the transfer act is created automatically.

"National archives Transere is super convenient to use"

Kati Karu

Co-founder, Generix

How does National Archives transfer work?

1. Mark archival-value records in Webware system

Select the records that go to the National Archives, many at once.

A clear marker shows which ones are ready.

2. Match your data to the archive’s format

Link each of your fields to the field the National Archives expects. In the settings for each records series, you also record which records have lasting value

3. Send files to archive securely

Records are compressed with no data loss, encrypted and sent over a secure connection.

The transfer act, the official handover document, is created for you.

Why use National Archives Transfer?

Hand over records to the National Archives without spreadsheets or manual checks. Your team does it in Webware, the system they already use every day.

Simple to manage inside Webware

Enter the National Archives’ appraisal decisions, mark records and match fields, all in one place. A built-in guide helps your administrator at each step.

Familiar interface from daily activities

Records stay in Webware for their whole lifecycle: created, used, archived and finally handed over. No exports to other tools, no gaps in the record.

You choose what goes with each record

Decide which record details (metadata) are sent along.

The transfer act is created automatically. You can also download the transfer package yourself.

Secure records transfer

Files are encrypted and sent over a secure connection. Only authorised people can see the records set aside for transfer.

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Who National Archives Transfer is for?

  • Estonian public-sector bodies (ministries, agencies, municipalities, state foundations)
  • Archive-module organizations (universities, museums, state bodies)
  • Any Webware user obliged to transfer records to the National Archives

Set up National Archives transfer

Talk to the Webware team. We’ll confirm your archival requirements and set up the transfer process with you.

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Other Webware modules

Modules add what your organisation needs on top of the Webware platform: system integration, signing and sealing, document exchange and archive handover.

FAQ: National Archives transfer

How much data can be transferred via Archives transfer function?

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Is the National Archives transfer functionality hard to learn?

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