Archiving Policy

1. Introduction

This policy outlines the procedures for archiving letters within the "Finance & Audit Research Archive" collection in Pattoki, Punjab, Pakistan. It aims to ensure the long-term preservation and accessibility of these valuable documents for research and historical purposes.

2. Scope

This policy applies to all physical and digital letters related to finance and audit research, including:

• Correspondence between researchers, academic institutions, government agencies, and private companies.
• Research reports, proposals, and funding documents.
• Working papers, drafts, and published articles.
• Meeting minutes, presentations, and other research materials.

3. Archiving Criteria

Letters will be considered for archiving based on the following criteria:

• Research value: Does the letter contain significant information relevant to finance and audit research?
• Historical significance: Does the letter document an important event or development in the field?
• Uniqueness: Does the letter offer a unique perspective or information not found elsewhere?
• Condition: Is the letter in good physical or digital condition for long-term storage?

4. Archiving Process

• Identification: Letters meeting the archiving criteria will be identified by researchers, archivists, or other designated personnel.
• Metadata creation: Descriptive metadata will be created for each letter, including author, recipient, date, subject, and keywords.
• Physical letters:
  • Original letters will be stored in acid-free folders and boxes in a secure, climate-controlled environment.
  • Copies of letters may be made for research and reference purposes.
• Digital letters:
  • Digital letters will be stored in a secure, redundant digital repository.
  • The original file format will be preserved, along with any associated metadata.
• Transfer of ownership: If letters are received from external sources, ownership or permission for long-term archiving will be obtained.

5. Access and Use

• Access to archived letters will be granted to researchers and other authorized personnel upon request.
• Access may be restricted for certain letters based on confidentiality or sensitivity.
• Copies of letters may be provided for research and reference purposes, with appropriate permissions and citation practices followed.