Tracks - Gebruikersbijdragen [nl]

Waardebepaling/en

2026-11-02T09:26:46Z

Bart Magnus: Nieuwe pagina aangemaakt met 'There are a few exceptions. Employers are required to keep the staff register, special staff register, individual account and any supporting documents for [https://werk.belgie.be/nl/themas/arbeidsreglementering/sociale-documenten/de-sociale-documenten five years]. Expense claims must be kept for 10 years, like other accounting documents. Monthly payslips and tax forms must also be kept for 10 years; employees must keep their own copies for the same period. It…'

<languages /><blockquote>
A crucial aspect of good archive or collection management is understanding why your documents or items are valuable. Various factors play a role in valuation to a greater or lesser degree.<br>
In this article, you’ll learn:
* What is a valuation?
* Why is it important to determine the value of your documents or items?
* What possible value can items from your archive or collection have?
* How do you carry out a valuation?
</blockquote>

<div class="mw-translate-fuzzy">
Valuation entails checking the value of a particular document, dossier, object or series of archive items. The process of choosing whether to store or destroy this item, and then implementing this decision, is called ‘selection’. In order to make a good selection of documents and objects, you first need to know their value and significance. [[File:Alles van waarde is weerloos - Lucebert - light artwork by Toni Burgering (cropped).jpg|thumb|Sandra Fauconnier, [https://creativecommons.org/licenses/by/2.0 CC BY 2.0], via Wikimedia Commons]]
</div>

Documents and objects can have:
* practical use or value
* administrative value
* legal value
* cultural and historical value
* heritage value
* value as a promotional tool
* emotional value
* symbolic value
* aesthetic value
* economic value
* artistic value

The points below can help you determine the value of (parts of) your archive and collections, and decide whether you want to store something (permanently) or not.

You can find an introduction to appraisal in music and the performing arts in the video [https://www.youtube.com/watch?v=bQLHMmfOfWc| Learning to archive: What should you keep and what can you discard?] by CEMPER and Podiumkunst.net.

==How do you determine the value?==
Answer the following questions:
* Do these documents or objects protect the legal rights of your organisation, its employees or legal successors?
* Would losing the document or object make it difficult to represent your work correctly? In other words, does it have any historical value for you or your organisation?
* Does the document or object have emotional value for you or your organisation?

If the answer to one or more of these questions is ‘yes’, the document or object qualifies for temporary or permanent storage. You can find an indicative list of such documents or objects below.

===What qualifies for permanent preservation?===
* Documents or objects that represent the organisation’s creation, objectives and working methods (such as reports from the board of directors);
* Documents or objects that protect your organisation’s legal rights, its employees or inheritors (such as a rental agreement for the building or employment details with regard to pension rights, etc);
* Documents and objects that are significant for representing your artistic work correctly;
* Documents and objects that outline the organisation’s activities (such as policy plans);
* Documents and objects produced and saved by the organisation, which are essentially the reason for its existence (such as production records).

<div class="mw-translate-fuzzy">
===What qualifies for permanent destruction?===
* Documents with expired legal retention periods;
* All documents and objects with low administrative, legal, artistic or scientific value, which lose their practical importance almost immediately (such as unsolicited offers from suppliers, invitations to meetings, printing proofs, etc);
* Documents that may be stored elsewhere. Professional journals, for example, are preserved by (heritage) libraries and/or the organisation that published them.
</div>

Note: some documents or files are available in both physical and digital form. Read how to handle this in the section [[:Categorie:4. Materieel bewaren|''Physical storage'']].

===Selection lists as inspiration===
The selection lists below, produced specifically for arts organisations, may well inspire you.

* [[:Bestand:VerbelenC_SelectielijstDienstDramaturgie.pdf|Verbelen, C., De kunst van het bewaren, vernietigen is de kunst - Hedendaags documentbeheer in de Vlaamse Opera. Richtlijnen en advies voor de dienst dramaturgie. (The art of preservation or destruction is an art in itself - Contemporary document management in Flemish Opera. Guidelines and advice for the dramaturgy service). VUB unpublished thesis, Brussels, 2010, pp. 170-203]].
* [[:Bestand:MichielsenE_SelectielijstTheater.pdf | Antwerp Municipal Archive, Michielsen, E. Rapport: Theaterarchieven achter de schermen. Tussen bewaren en vernietigen, (Report: Theatre archives behind the scenes. Between storage and destruction), Antwerp, 2004]]
* [[:Bestand:Podiumkunst.net QuickStartGuideArchiveren.pdf|Oorburg, S. and Jansen, G. (Podiumkunst.net), Quick Start Guide - Retention list, 2024]]

== Statutory retention periods ==
Organisations set up as non-profit associations, self-employed people and companies are required to comply with statutory retention periods. These are the minimum periods for keeping different types of documents, such as non-profit association records, accounting documents and payslips.

[https://www.cultuurloket.be/sites/default/files/2022-02/Wettelijke%20verplichtingen%20vzw.pdf Cultuurloket has drawn up a handy list of obligations for non-profit associations]. As you can see, a non-profit association must compile and keep an internal association file permanently. This includes:

* Register of members

* Minutes of general meetings and board meetings (it’s also best to keep the invitations and agendas, as these can show that the meetings were called in good time)

* Accounting documents:
** Budget
** Journals
** Inventory
** Annual accounts

* Annual report (for larger non-profit associations)

* Internal regulations (if you have them; these should be included in the articles of association)

* [https://www.cultuurloket.be/kennisbank/administratieve-verplichtingen-van-je-organisatie/ubo-register UBO register]

It’s also a good idea to keep a copy of any documents you file with the registry of the enterprise court, such as the deed of incorporation and the articles of association (including any amendments). That way, you don’t have to rely on the registry to keep them safe. You can find a list of these documents in [https://www.sbb.be/nl/magazine/checklist-welke-documenten-moeten-vzws-verplicht-bijhouden this checklist], under ‘extern verenigingsdossier’ (external association file).

You’re also required to keep accounting records and supporting documents (such as till receipts, bills, invoices, bank statements and tenancy agreements) [https://financien.belgium.be/nl/ondernemingen/vennootschapsbelasting/boekhouding#q2). for 10 years]. You must be able to produce them in the event of an audit. After 10 years, you can safely dispose of them. Please note, however, that budgets, journals and annual accounts must be kept for as long as the non-profit association exists, as mentioned above.

Several rules apply to staff files and social documents. The General Data Protection Regulation (GDPR) requires you not to keep personal data for longer than is strictly necessary. According to the [https://www.gegevensbeschermingsautoriteit.be/burger/thema-s/privacy-op-de-werkplek/gegevens-van-de-werknemers/professioneel-dossier Data Protection Authority], a maximum period of five years after an employee leaves is sufficient to ensure smooth administration. The file can then be deleted.

There are a few exceptions. Employers are required to keep the staff register, special staff register, individual account and any supporting documents for [https://werk.belgie.be/nl/themas/arbeidsreglementering/sociale-documenten/de-sociale-documenten five years]. Expense claims must be kept for 10 years, like other accounting documents. Monthly payslips and tax forms must also be kept for 10 years; employees must keep their own copies for the same period. It’s best to keep annual salary statements until the employee retires. If you don’t know when that will be, keep them for 50 years. You can find an overview of retention periods for staff documents on the [https://www.attentia.be/nl/blog/bewaartermijnen-personeelsdocumenten-gdpr/ Attentia social secretariat website].

Please note: don’t follow this list blindly; use your common sense. Decide for yourself whether any documents or objects have artistic or cultural-historical value as well as legal or administrative value.

==Contact a heritage organisation==
If you are wondering whether to destroy certain documents and/or objects or store them permanently, please contact a heritage organisation. They can provide advice and help you look for other parties that may be interested in (certain parts of) your archive and/or collections (e.g. your book collection).

==Make a note of what you destroy==
Finally, when destroying (parts of) your archive and collections, it’s important to keep an overview (with accountability) of the documents and objects in question. This means you can check at a later date whether a particular document or object, which you cannot find, has been destroyed intentionally or is simply missing. It’s also important to agree who is ultimately responsible for every decision to destroy archive and collection items.

[[Categorie: 3. Weggooien en bijhouden/en]]
[[Categorie:Primaire Tools/en]]

Translations:Waardebepaling/30/en

2026-11-02T09:26:45Z

Bart Magnus: Nieuwe pagina aangemaakt met 'Please note: don’t follow this list blindly; use your common sense. Decide for yourself whether any documents or objects have artistic or cultural-historical value as well as legal or administrative value.'

Please note: don’t follow this list blindly; use your common sense. Decide for yourself whether any documents or objects have artistic or cultural-historical value as well as legal or administrative value.

Translations:Waardebepaling/29/en

2026-11-02T09:26:39Z

There are a few exceptions. Employers are required to keep the staff register, special staff register, individual account and any supporting documents for [https://werk.belgie.be/nl/themas/arbeidsreglementering/sociale-documenten/de-sociale-documenten five years]. Expense claims must be kept for 10 years, like other accounting documents. Monthly payslips and tax forms must also be kept for 10 years; employees must keep their own copies for the same period. It’s best to keep annual salary statements until the employee retires. If you don’t know when that will be, keep them for 50 years. You can find an overview of retention periods for staff documents on the [https://www.attentia.be/nl/blog/bewaartermijnen-personeelsdocumenten-gdpr/ Attentia social secretariat website].

Waardebepaling/en

2026-11-02T09:26:34Z

Bart Magnus: Nieuwe pagina aangemaakt met 'Several rules apply to staff files and social documents. The General Data Protection Regulation (GDPR) requires you not to keep personal data for longer than is strictly necessary. According to the [https://www.gegevensbeschermingsautoriteit.be/burger/thema-s/privacy-op-de-werkplek/gegevens-van-de-werknemers/professioneel-dossier Data Protection Authority], a maximum period of five years after an employee leaves is sufficient to ensure smooth administration. T…'

<languages /><blockquote>
A crucial aspect of good archive or collection management is understanding why your documents or items are valuable. Various factors play a role in valuation to a greater or lesser degree.<br>
In this article, you’ll learn:
* What is a valuation?
* Why is it important to determine the value of your documents or items?
* What possible value can items from your archive or collection have?
* How do you carry out a valuation?
</blockquote>

<div class="mw-translate-fuzzy">
Valuation entails checking the value of a particular document, dossier, object or series of archive items. The process of choosing whether to store or destroy this item, and then implementing this decision, is called ‘selection’. In order to make a good selection of documents and objects, you first need to know their value and significance. [[File:Alles van waarde is weerloos - Lucebert - light artwork by Toni Burgering (cropped).jpg|thumb|Sandra Fauconnier, [https://creativecommons.org/licenses/by/2.0 CC BY 2.0], via Wikimedia Commons]]
</div>

Documents and objects can have:
* practical use or value
* administrative value
* legal value
* cultural and historical value
* heritage value
* value as a promotional tool
* emotional value
* symbolic value
* aesthetic value
* economic value
* artistic value

The points below can help you determine the value of (parts of) your archive and collections, and decide whether you want to store something (permanently) or not.

You can find an introduction to appraisal in music and the performing arts in the video [https://www.youtube.com/watch?v=bQLHMmfOfWc| Learning to archive: What should you keep and what can you discard?] by CEMPER and Podiumkunst.net.

==How do you determine the value?==
Answer the following questions:
* Do these documents or objects protect the legal rights of your organisation, its employees or legal successors?
* Would losing the document or object make it difficult to represent your work correctly? In other words, does it have any historical value for you or your organisation?
* Does the document or object have emotional value for you or your organisation?

If the answer to one or more of these questions is ‘yes’, the document or object qualifies for temporary or permanent storage. You can find an indicative list of such documents or objects below.

===What qualifies for permanent preservation?===
* Documents or objects that represent the organisation’s creation, objectives and working methods (such as reports from the board of directors);
* Documents or objects that protect your organisation’s legal rights, its employees or inheritors (such as a rental agreement for the building or employment details with regard to pension rights, etc);
* Documents and objects that are significant for representing your artistic work correctly;
* Documents and objects that outline the organisation’s activities (such as policy plans);
* Documents and objects produced and saved by the organisation, which are essentially the reason for its existence (such as production records).

<div class="mw-translate-fuzzy">
===What qualifies for permanent destruction?===
* Documents with expired legal retention periods;
* All documents and objects with low administrative, legal, artistic or scientific value, which lose their practical importance almost immediately (such as unsolicited offers from suppliers, invitations to meetings, printing proofs, etc);
* Documents that may be stored elsewhere. Professional journals, for example, are preserved by (heritage) libraries and/or the organisation that published them.
</div>

Note: some documents or files are available in both physical and digital form. Read how to handle this in the section [[:Categorie:4. Materieel bewaren|''Physical storage'']].

===Selection lists as inspiration===
The selection lists below, produced specifically for arts organisations, may well inspire you.

* [[:Bestand:VerbelenC_SelectielijstDienstDramaturgie.pdf|Verbelen, C., De kunst van het bewaren, vernietigen is de kunst - Hedendaags documentbeheer in de Vlaamse Opera. Richtlijnen en advies voor de dienst dramaturgie. (The art of preservation or destruction is an art in itself - Contemporary document management in Flemish Opera. Guidelines and advice for the dramaturgy service). VUB unpublished thesis, Brussels, 2010, pp. 170-203]].
* [[:Bestand:MichielsenE_SelectielijstTheater.pdf | Antwerp Municipal Archive, Michielsen, E. Rapport: Theaterarchieven achter de schermen. Tussen bewaren en vernietigen, (Report: Theatre archives behind the scenes. Between storage and destruction), Antwerp, 2004]]
* [[:Bestand:Podiumkunst.net QuickStartGuideArchiveren.pdf|Oorburg, S. and Jansen, G. (Podiumkunst.net), Quick Start Guide - Retention list, 2024]]

== Statutory retention periods ==
Organisations set up as non-profit associations, self-employed people and companies are required to comply with statutory retention periods. These are the minimum periods for keeping different types of documents, such as non-profit association records, accounting documents and payslips.

[https://www.cultuurloket.be/sites/default/files/2022-02/Wettelijke%20verplichtingen%20vzw.pdf Cultuurloket has drawn up a handy list of obligations for non-profit associations]. As you can see, a non-profit association must compile and keep an internal association file permanently. This includes:

* Register of members

* Minutes of general meetings and board meetings (it’s also best to keep the invitations and agendas, as these can show that the meetings were called in good time)

* Accounting documents:
** Budget
** Journals
** Inventory
** Annual accounts

* Annual report (for larger non-profit associations)

* Internal regulations (if you have them; these should be included in the articles of association)

* [https://www.cultuurloket.be/kennisbank/administratieve-verplichtingen-van-je-organisatie/ubo-register UBO register]

It’s also a good idea to keep a copy of any documents you file with the registry of the enterprise court, such as the deed of incorporation and the articles of association (including any amendments). That way, you don’t have to rely on the registry to keep them safe. You can find a list of these documents in [https://www.sbb.be/nl/magazine/checklist-welke-documenten-moeten-vzws-verplicht-bijhouden this checklist], under ‘extern verenigingsdossier’ (external association file).

You’re also required to keep accounting records and supporting documents (such as till receipts, bills, invoices, bank statements and tenancy agreements) [https://financien.belgium.be/nl/ondernemingen/vennootschapsbelasting/boekhouding#q2). for 10 years]. You must be able to produce them in the event of an audit. After 10 years, you can safely dispose of them. Please note, however, that budgets, journals and annual accounts must be kept for as long as the non-profit association exists, as mentioned above.

Several rules apply to staff files and social documents. The General Data Protection Regulation (GDPR) requires you not to keep personal data for longer than is strictly necessary. According to the [https://www.gegevensbeschermingsautoriteit.be/burger/thema-s/privacy-op-de-werkplek/gegevens-van-de-werknemers/professioneel-dossier Data Protection Authority], a maximum period of five years after an employee leaves is sufficient to ensure smooth administration. The file can then be deleted.

<div lang="nl" dir="ltr" class="mw-content-ltr">
Hierop gelden enkele uitzonderingen. Een werkgever is verplicht om het personeelsregister, speciale personeelsregister, de individuele rekening en eventuele bijlagen [https://werk.belgie.be/nl/themas/arbeidsreglementering/sociale-documenten/de-sociale-documenten vijf jaar] bij te houden. Onkostennota’s moet je, net als andere boekhoudkundige stukken, 10 jaar bijhouden. Ook (maandelijkse) loonfiches en fiscale fiches hou je 10 jaar bij: medewerkers moeten hun eigen fiches voor diezelfde termijn bijhouden. Jaarlijkse loonoverzichten hou je best bij tot aan het pensioen van de werknemer. Als je deze datum niet kent, hou de documenten dan 50 jaar bij. Een overzicht van bewaartermijnen voor personeelsdocumenten vind je op de [https://www.attentia.be/nl/blog/bewaartermijnen-personeelsdocumenten-gdpr/ website van sociaal secretariaat Attentia].
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Let op: neem deze lijst niet blindelings over, maar gebruik je gezond verstand. Maak voor jezelf uit of er eventueel nog documenten of objecten zijn die naast een juridische of administratieve waarde ook artistieke of cultuurhistorische waarde hebben.
</div>

==Contact a heritage organisation==
If you are wondering whether to destroy certain documents and/or objects or store them permanently, please contact a heritage organisation. They can provide advice and help you look for other parties that may be interested in (certain parts of) your archive and/or collections (e.g. your book collection).

==Make a note of what you destroy==
Finally, when destroying (parts of) your archive and collections, it’s important to keep an overview (with accountability) of the documents and objects in question. This means you can check at a later date whether a particular document or object, which you cannot find, has been destroyed intentionally or is simply missing. It’s also important to agree who is ultimately responsible for every decision to destroy archive and collection items.

[[Categorie: 3. Weggooien en bijhouden/en]]
[[Categorie:Primaire Tools/en]]

Translations:Waardebepaling/28/en

2026-11-02T09:26:27Z

Several rules apply to staff files and social documents. The General Data Protection Regulation (GDPR) requires you not to keep personal data for longer than is strictly necessary. According to the [https://www.gegevensbeschermingsautoriteit.be/burger/thema-s/privacy-op-de-werkplek/gegevens-van-de-werknemers/professioneel-dossier Data Protection Authority], a maximum period of five years after an employee leaves is sufficient to ensure smooth administration. The file can then be deleted.

Waardebepaling/en

2026-11-02T09:26:27Z

Bart Magnus: Nieuwe pagina aangemaakt met 'You’re also required to keep accounting records and supporting documents (such as till receipts, bills, invoices, bank statements and tenancy agreements) [https://financien.belgium.be/nl/ondernemingen/vennootschapsbelasting/boekhouding#q2). for 10 years]. You must be able to produce them in the event of an audit. After 10 years, you can safely dispose of them. Please note, however, that budgets, journals and annual accounts must be kept for as long as the no…'

<languages /><blockquote>
A crucial aspect of good archive or collection management is understanding why your documents or items are valuable. Various factors play a role in valuation to a greater or lesser degree.<br>
In this article, you’ll learn:
* What is a valuation?
* Why is it important to determine the value of your documents or items?
* What possible value can items from your archive or collection have?
* How do you carry out a valuation?
</blockquote>

<div class="mw-translate-fuzzy">
Valuation entails checking the value of a particular document, dossier, object or series of archive items. The process of choosing whether to store or destroy this item, and then implementing this decision, is called ‘selection’. In order to make a good selection of documents and objects, you first need to know their value and significance. [[File:Alles van waarde is weerloos - Lucebert - light artwork by Toni Burgering (cropped).jpg|thumb|Sandra Fauconnier, [https://creativecommons.org/licenses/by/2.0 CC BY 2.0], via Wikimedia Commons]]
</div>

Documents and objects can have:
* practical use or value
* administrative value
* legal value
* cultural and historical value
* heritage value
* value as a promotional tool
* emotional value
* symbolic value
* aesthetic value
* economic value
* artistic value

The points below can help you determine the value of (parts of) your archive and collections, and decide whether you want to store something (permanently) or not.

You can find an introduction to appraisal in music and the performing arts in the video [https://www.youtube.com/watch?v=bQLHMmfOfWc| Learning to archive: What should you keep and what can you discard?] by CEMPER and Podiumkunst.net.

==How do you determine the value?==
Answer the following questions:
* Do these documents or objects protect the legal rights of your organisation, its employees or legal successors?
* Would losing the document or object make it difficult to represent your work correctly? In other words, does it have any historical value for you or your organisation?
* Does the document or object have emotional value for you or your organisation?

If the answer to one or more of these questions is ‘yes’, the document or object qualifies for temporary or permanent storage. You can find an indicative list of such documents or objects below.

===What qualifies for permanent preservation?===
* Documents or objects that represent the organisation’s creation, objectives and working methods (such as reports from the board of directors);
* Documents or objects that protect your organisation’s legal rights, its employees or inheritors (such as a rental agreement for the building or employment details with regard to pension rights, etc);
* Documents and objects that are significant for representing your artistic work correctly;
* Documents and objects that outline the organisation’s activities (such as policy plans);
* Documents and objects produced and saved by the organisation, which are essentially the reason for its existence (such as production records).

<div class="mw-translate-fuzzy">
===What qualifies for permanent destruction?===
* Documents with expired legal retention periods;
* All documents and objects with low administrative, legal, artistic or scientific value, which lose their practical importance almost immediately (such as unsolicited offers from suppliers, invitations to meetings, printing proofs, etc);
* Documents that may be stored elsewhere. Professional journals, for example, are preserved by (heritage) libraries and/or the organisation that published them.
</div>

Note: some documents or files are available in both physical and digital form. Read how to handle this in the section [[:Categorie:4. Materieel bewaren|''Physical storage'']].

===Selection lists as inspiration===
The selection lists below, produced specifically for arts organisations, may well inspire you.

* [[:Bestand:VerbelenC_SelectielijstDienstDramaturgie.pdf|Verbelen, C., De kunst van het bewaren, vernietigen is de kunst - Hedendaags documentbeheer in de Vlaamse Opera. Richtlijnen en advies voor de dienst dramaturgie. (The art of preservation or destruction is an art in itself - Contemporary document management in Flemish Opera. Guidelines and advice for the dramaturgy service). VUB unpublished thesis, Brussels, 2010, pp. 170-203]].
* [[:Bestand:MichielsenE_SelectielijstTheater.pdf | Antwerp Municipal Archive, Michielsen, E. Rapport: Theaterarchieven achter de schermen. Tussen bewaren en vernietigen, (Report: Theatre archives behind the scenes. Between storage and destruction), Antwerp, 2004]]
* [[:Bestand:Podiumkunst.net QuickStartGuideArchiveren.pdf|Oorburg, S. and Jansen, G. (Podiumkunst.net), Quick Start Guide - Retention list, 2024]]

== Statutory retention periods ==
Organisations set up as non-profit associations, self-employed people and companies are required to comply with statutory retention periods. These are the minimum periods for keeping different types of documents, such as non-profit association records, accounting documents and payslips.

[https://www.cultuurloket.be/sites/default/files/2022-02/Wettelijke%20verplichtingen%20vzw.pdf Cultuurloket has drawn up a handy list of obligations for non-profit associations]. As you can see, a non-profit association must compile and keep an internal association file permanently. This includes:

* Register of members

* Minutes of general meetings and board meetings (it’s also best to keep the invitations and agendas, as these can show that the meetings were called in good time)

* Accounting documents:
** Budget
** Journals
** Inventory
** Annual accounts

* Annual report (for larger non-profit associations)

* Internal regulations (if you have them; these should be included in the articles of association)

* [https://www.cultuurloket.be/kennisbank/administratieve-verplichtingen-van-je-organisatie/ubo-register UBO register]

It’s also a good idea to keep a copy of any documents you file with the registry of the enterprise court, such as the deed of incorporation and the articles of association (including any amendments). That way, you don’t have to rely on the registry to keep them safe. You can find a list of these documents in [https://www.sbb.be/nl/magazine/checklist-welke-documenten-moeten-vzws-verplicht-bijhouden this checklist], under ‘extern verenigingsdossier’ (external association file).

You’re also required to keep accounting records and supporting documents (such as till receipts, bills, invoices, bank statements and tenancy agreements) [https://financien.belgium.be/nl/ondernemingen/vennootschapsbelasting/boekhouding#q2). for 10 years]. You must be able to produce them in the event of an audit. After 10 years, you can safely dispose of them. Please note, however, that budgets, journals and annual accounts must be kept for as long as the non-profit association exists, as mentioned above.

<div lang="nl" dir="ltr" class="mw-content-ltr">
Voor personeelsdossiers en sociale documenten gelden meerdere regels. De Algemene Verordening Gegevensbescherming (bekend als AVG of GDPR) vereist dat je persoonsgegevens niet langer bijhoudt dan strikt noodzakelijk. Volgens de [https://www.gegevensbeschermingsautoriteit.be/burger/thema-s/privacy-op-de-werkplek/gegevens-van-de-werknemers/professioneel-dossier Gegevensbeschermingsautoriteit] is een periode van maximum vijf jaar nadat een medewerker uit dienst is getreden voldoende om een vlotte administratie te garanderen. Daarna mag het dossier verwijderd worden.
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Hierop gelden enkele uitzonderingen. Een werkgever is verplicht om het personeelsregister, speciale personeelsregister, de individuele rekening en eventuele bijlagen [https://werk.belgie.be/nl/themas/arbeidsreglementering/sociale-documenten/de-sociale-documenten vijf jaar] bij te houden. Onkostennota’s moet je, net als andere boekhoudkundige stukken, 10 jaar bijhouden. Ook (maandelijkse) loonfiches en fiscale fiches hou je 10 jaar bij: medewerkers moeten hun eigen fiches voor diezelfde termijn bijhouden. Jaarlijkse loonoverzichten hou je best bij tot aan het pensioen van de werknemer. Als je deze datum niet kent, hou de documenten dan 50 jaar bij. Een overzicht van bewaartermijnen voor personeelsdocumenten vind je op de [https://www.attentia.be/nl/blog/bewaartermijnen-personeelsdocumenten-gdpr/ website van sociaal secretariaat Attentia].
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Let op: neem deze lijst niet blindelings over, maar gebruik je gezond verstand. Maak voor jezelf uit of er eventueel nog documenten of objecten zijn die naast een juridische of administratieve waarde ook artistieke of cultuurhistorische waarde hebben.
</div>

==Contact a heritage organisation==
If you are wondering whether to destroy certain documents and/or objects or store them permanently, please contact a heritage organisation. They can provide advice and help you look for other parties that may be interested in (certain parts of) your archive and/or collections (e.g. your book collection).

==Make a note of what you destroy==
Finally, when destroying (parts of) your archive and collections, it’s important to keep an overview (with accountability) of the documents and objects in question. This means you can check at a later date whether a particular document or object, which you cannot find, has been destroyed intentionally or is simply missing. It’s also important to agree who is ultimately responsible for every decision to destroy archive and collection items.

[[Categorie: 3. Weggooien en bijhouden/en]]
[[Categorie:Primaire Tools/en]]

Translations:Waardebepaling/27/en

2026-11-02T09:26:22Z

You’re also required to keep accounting records and supporting documents (such as till receipts, bills, invoices, bank statements and tenancy agreements) [https://financien.belgium.be/nl/ondernemingen/vennootschapsbelasting/boekhouding#q2). for 10 years]. You must be able to produce them in the event of an audit. After 10 years, you can safely dispose of them. Please note, however, that budgets, journals and annual accounts must be kept for as long as the non-profit association exists, as mentioned above.

Waardebepaling/en

2026-11-02T09:26:22Z

Bart Magnus: Nieuwe pagina aangemaakt met 'It’s also a good idea to keep a copy of any documents you file with the registry of the enterprise court, such as the deed of incorporation and the articles of association (including any amendments). That way, you don’t have to rely on the registry to keep them safe. You can find a list of these documents in [https://www.sbb.be/nl/magazine/checklist-welke-documenten-moeten-vzws-verplicht-bijhouden this checklist], under ‘extern verenigingsdossier’ (ext…'

<languages /><blockquote>
A crucial aspect of good archive or collection management is understanding why your documents or items are valuable. Various factors play a role in valuation to a greater or lesser degree.<br>
In this article, you’ll learn:
* What is a valuation?
* Why is it important to determine the value of your documents or items?
* What possible value can items from your archive or collection have?
* How do you carry out a valuation?
</blockquote>

<div class="mw-translate-fuzzy">
Valuation entails checking the value of a particular document, dossier, object or series of archive items. The process of choosing whether to store or destroy this item, and then implementing this decision, is called ‘selection’. In order to make a good selection of documents and objects, you first need to know their value and significance. [[File:Alles van waarde is weerloos - Lucebert - light artwork by Toni Burgering (cropped).jpg|thumb|Sandra Fauconnier, [https://creativecommons.org/licenses/by/2.0 CC BY 2.0], via Wikimedia Commons]]
</div>

Documents and objects can have:
* practical use or value
* administrative value
* legal value
* cultural and historical value
* heritage value
* value as a promotional tool
* emotional value
* symbolic value
* aesthetic value
* economic value
* artistic value

The points below can help you determine the value of (parts of) your archive and collections, and decide whether you want to store something (permanently) or not.

You can find an introduction to appraisal in music and the performing arts in the video [https://www.youtube.com/watch?v=bQLHMmfOfWc| Learning to archive: What should you keep and what can you discard?] by CEMPER and Podiumkunst.net.

==How do you determine the value?==
Answer the following questions:
* Do these documents or objects protect the legal rights of your organisation, its employees or legal successors?
* Would losing the document or object make it difficult to represent your work correctly? In other words, does it have any historical value for you or your organisation?
* Does the document or object have emotional value for you or your organisation?

If the answer to one or more of these questions is ‘yes’, the document or object qualifies for temporary or permanent storage. You can find an indicative list of such documents or objects below.

===What qualifies for permanent preservation?===
* Documents or objects that represent the organisation’s creation, objectives and working methods (such as reports from the board of directors);
* Documents or objects that protect your organisation’s legal rights, its employees or inheritors (such as a rental agreement for the building or employment details with regard to pension rights, etc);
* Documents and objects that are significant for representing your artistic work correctly;
* Documents and objects that outline the organisation’s activities (such as policy plans);
* Documents and objects produced and saved by the organisation, which are essentially the reason for its existence (such as production records).

<div class="mw-translate-fuzzy">
===What qualifies for permanent destruction?===
* Documents with expired legal retention periods;
* All documents and objects with low administrative, legal, artistic or scientific value, which lose their practical importance almost immediately (such as unsolicited offers from suppliers, invitations to meetings, printing proofs, etc);
* Documents that may be stored elsewhere. Professional journals, for example, are preserved by (heritage) libraries and/or the organisation that published them.
</div>

Note: some documents or files are available in both physical and digital form. Read how to handle this in the section [[:Categorie:4. Materieel bewaren|''Physical storage'']].

===Selection lists as inspiration===
The selection lists below, produced specifically for arts organisations, may well inspire you.

* [[:Bestand:VerbelenC_SelectielijstDienstDramaturgie.pdf|Verbelen, C., De kunst van het bewaren, vernietigen is de kunst - Hedendaags documentbeheer in de Vlaamse Opera. Richtlijnen en advies voor de dienst dramaturgie. (The art of preservation or destruction is an art in itself - Contemporary document management in Flemish Opera. Guidelines and advice for the dramaturgy service). VUB unpublished thesis, Brussels, 2010, pp. 170-203]].
* [[:Bestand:MichielsenE_SelectielijstTheater.pdf | Antwerp Municipal Archive, Michielsen, E. Rapport: Theaterarchieven achter de schermen. Tussen bewaren en vernietigen, (Report: Theatre archives behind the scenes. Between storage and destruction), Antwerp, 2004]]
* [[:Bestand:Podiumkunst.net QuickStartGuideArchiveren.pdf|Oorburg, S. and Jansen, G. (Podiumkunst.net), Quick Start Guide - Retention list, 2024]]

== Statutory retention periods ==
Organisations set up as non-profit associations, self-employed people and companies are required to comply with statutory retention periods. These are the minimum periods for keeping different types of documents, such as non-profit association records, accounting documents and payslips.

[https://www.cultuurloket.be/sites/default/files/2022-02/Wettelijke%20verplichtingen%20vzw.pdf Cultuurloket has drawn up a handy list of obligations for non-profit associations]. As you can see, a non-profit association must compile and keep an internal association file permanently. This includes:

* Register of members

* Minutes of general meetings and board meetings (it’s also best to keep the invitations and agendas, as these can show that the meetings were called in good time)

* Accounting documents:
** Budget
** Journals
** Inventory
** Annual accounts

* Annual report (for larger non-profit associations)

* Internal regulations (if you have them; these should be included in the articles of association)

* [https://www.cultuurloket.be/kennisbank/administratieve-verplichtingen-van-je-organisatie/ubo-register UBO register]

It’s also a good idea to keep a copy of any documents you file with the registry of the enterprise court, such as the deed of incorporation and the articles of association (including any amendments). That way, you don’t have to rely on the registry to keep them safe. You can find a list of these documents in [https://www.sbb.be/nl/magazine/checklist-welke-documenten-moeten-vzws-verplicht-bijhouden this checklist], under ‘extern verenigingsdossier’ (external association file).

<div lang="nl" dir="ltr" class="mw-content-ltr">
Verder ben je verplicht om boekhoudkundige bewijsstukken (zoals kassabonnetjes, rekeningen, facturen, bankuittreksels, huurcontracten ...) te bewaren [https://financien.belgium.be/nl/ondernemingen/vennootschapsbelasting/boekhouding#q2). voor 10 jaar]. Deze moet je kunnen voorleggen bij controle. Na 10 jaar kan je deze met een gerust hart weggooien. Let wel op: begrotingen, dagboeken en jaarrekeningen bewaar je (zoals hierboven vermeld werd) wel zolang de vzw bestaat.
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Voor personeelsdossiers en sociale documenten gelden meerdere regels. De Algemene Verordening Gegevensbescherming (bekend als AVG of GDPR) vereist dat je persoonsgegevens niet langer bijhoudt dan strikt noodzakelijk. Volgens de [https://www.gegevensbeschermingsautoriteit.be/burger/thema-s/privacy-op-de-werkplek/gegevens-van-de-werknemers/professioneel-dossier Gegevensbeschermingsautoriteit] is een periode van maximum vijf jaar nadat een medewerker uit dienst is getreden voldoende om een vlotte administratie te garanderen. Daarna mag het dossier verwijderd worden.
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Hierop gelden enkele uitzonderingen. Een werkgever is verplicht om het personeelsregister, speciale personeelsregister, de individuele rekening en eventuele bijlagen [https://werk.belgie.be/nl/themas/arbeidsreglementering/sociale-documenten/de-sociale-documenten vijf jaar] bij te houden. Onkostennota’s moet je, net als andere boekhoudkundige stukken, 10 jaar bijhouden. Ook (maandelijkse) loonfiches en fiscale fiches hou je 10 jaar bij: medewerkers moeten hun eigen fiches voor diezelfde termijn bijhouden. Jaarlijkse loonoverzichten hou je best bij tot aan het pensioen van de werknemer. Als je deze datum niet kent, hou de documenten dan 50 jaar bij. Een overzicht van bewaartermijnen voor personeelsdocumenten vind je op de [https://www.attentia.be/nl/blog/bewaartermijnen-personeelsdocumenten-gdpr/ website van sociaal secretariaat Attentia].
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Let op: neem deze lijst niet blindelings over, maar gebruik je gezond verstand. Maak voor jezelf uit of er eventueel nog documenten of objecten zijn die naast een juridische of administratieve waarde ook artistieke of cultuurhistorische waarde hebben.
</div>

==Contact a heritage organisation==
If you are wondering whether to destroy certain documents and/or objects or store them permanently, please contact a heritage organisation. They can provide advice and help you look for other parties that may be interested in (certain parts of) your archive and/or collections (e.g. your book collection).

==Make a note of what you destroy==
Finally, when destroying (parts of) your archive and collections, it’s important to keep an overview (with accountability) of the documents and objects in question. This means you can check at a later date whether a particular document or object, which you cannot find, has been destroyed intentionally or is simply missing. It’s also important to agree who is ultimately responsible for every decision to destroy archive and collection items.

[[Categorie: 3. Weggooien en bijhouden/en]]
[[Categorie:Primaire Tools/en]]

2026-11-02T09:25:36Z

Bart Magnus: Nieuwe pagina aangemaakt met '* Accounting documents: ** Budget ** Journals ** Inventory ** Annual accounts'

* Accounting documents:
** Budget
** Journals
** Inventory
** Annual accounts

Translations:Waardebepaling/21/en

2026-11-02T09:25:27Z

* Minutes of general meetings and board meetings (it’s also best to keep the invitations and agendas, as these can show that the meetings were called in good time)

Waardebepaling/en

2026-11-02T09:25:22Z

Bart Magnus: Nieuwe pagina aangemaakt met '* Register of members'

<languages /><blockquote>
A crucial aspect of good archive or collection management is understanding why your documents or items are valuable. Various factors play a role in valuation to a greater or lesser degree.<br>
In this article, you’ll learn:
* What is a valuation?
* Why is it important to determine the value of your documents or items?
* What possible value can items from your archive or collection have?
* How do you carry out a valuation?
</blockquote>

<div class="mw-translate-fuzzy">
Valuation entails checking the value of a particular document, dossier, object or series of archive items. The process of choosing whether to store or destroy this item, and then implementing this decision, is called ‘selection’. In order to make a good selection of documents and objects, you first need to know their value and significance. [[File:Alles van waarde is weerloos - Lucebert - light artwork by Toni Burgering (cropped).jpg|thumb|Sandra Fauconnier, [https://creativecommons.org/licenses/by/2.0 CC BY 2.0], via Wikimedia Commons]]
</div>

Documents and objects can have:
* practical use or value
* administrative value
* legal value
* cultural and historical value
* heritage value
* value as a promotional tool
* emotional value
* symbolic value
* aesthetic value
* economic value
* artistic value

The points below can help you determine the value of (parts of) your archive and collections, and decide whether you want to store something (permanently) or not.

You can find an introduction to appraisal in music and the performing arts in the video [https://www.youtube.com/watch?v=bQLHMmfOfWc| Learning to archive: What should you keep and what can you discard?] by CEMPER and Podiumkunst.net.

==How do you determine the value?==
Answer the following questions:
* Do these documents or objects protect the legal rights of your organisation, its employees or legal successors?
* Would losing the document or object make it difficult to represent your work correctly? In other words, does it have any historical value for you or your organisation?
* Does the document or object have emotional value for you or your organisation?

If the answer to one or more of these questions is ‘yes’, the document or object qualifies for temporary or permanent storage. You can find an indicative list of such documents or objects below.

===What qualifies for permanent preservation?===
* Documents or objects that represent the organisation’s creation, objectives and working methods (such as reports from the board of directors);
* Documents or objects that protect your organisation’s legal rights, its employees or inheritors (such as a rental agreement for the building or employment details with regard to pension rights, etc);
* Documents and objects that are significant for representing your artistic work correctly;
* Documents and objects that outline the organisation’s activities (such as policy plans);
* Documents and objects produced and saved by the organisation, which are essentially the reason for its existence (such as production records).

<div class="mw-translate-fuzzy">
===What qualifies for permanent destruction?===
* Documents with expired legal retention periods;
* All documents and objects with low administrative, legal, artistic or scientific value, which lose their practical importance almost immediately (such as unsolicited offers from suppliers, invitations to meetings, printing proofs, etc);
* Documents that may be stored elsewhere. Professional journals, for example, are preserved by (heritage) libraries and/or the organisation that published them.
</div>

Note: some documents or files are available in both physical and digital form. Read how to handle this in the section [[:Categorie:4. Materieel bewaren|''Physical storage'']].

===Selection lists as inspiration===
The selection lists below, produced specifically for arts organisations, may well inspire you.

* [[:Bestand:VerbelenC_SelectielijstDienstDramaturgie.pdf|Verbelen, C., De kunst van het bewaren, vernietigen is de kunst - Hedendaags documentbeheer in de Vlaamse Opera. Richtlijnen en advies voor de dienst dramaturgie. (The art of preservation or destruction is an art in itself - Contemporary document management in Flemish Opera. Guidelines and advice for the dramaturgy service). VUB unpublished thesis, Brussels, 2010, pp. 170-203]].
* [[:Bestand:MichielsenE_SelectielijstTheater.pdf | Antwerp Municipal Archive, Michielsen, E. Rapport: Theaterarchieven achter de schermen. Tussen bewaren en vernietigen, (Report: Theatre archives behind the scenes. Between storage and destruction), Antwerp, 2004]]
* [[:Bestand:Podiumkunst.net QuickStartGuideArchiveren.pdf|Oorburg, S. and Jansen, G. (Podiumkunst.net), Quick Start Guide - Retention list, 2024]]

== Statutory retention periods ==
Organisations set up as non-profit associations, self-employed people and companies are required to comply with statutory retention periods. These are the minimum periods for keeping different types of documents, such as non-profit association records, accounting documents and payslips.

[https://www.cultuurloket.be/sites/default/files/2022-02/Wettelijke%20verplichtingen%20vzw.pdf Cultuurloket has drawn up a handy list of obligations for non-profit associations]. As you can see, a non-profit association must compile and keep an internal association file permanently. This includes:

* Register of members

<div lang="nl" dir="ltr" class="mw-content-ltr">
* Notulen van de algemene vergadering en het bestuursorgaan (ook de uitnodiging en agenda bewaar je best; hiermee kan je aantonen dat je deze organen tijdig hebt samengeroepen)
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* Boekhoudkundige stukken:
** Begroting
** Dagboeken
** Inventaris
** Jaarrekening
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* Jaarverslag (voor grotere vzw’s)
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* Intern reglement (als je dit hebt; dat zou in de statuten moeten staan)
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* [https://www.cultuurloket.be/kennisbank/administratieve-verplichtingen-van-je-organisatie/ubo-register UBO-register]
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Ook van documenten die je neerlegt bij de griffie van de ondernemingsrechtbank (zoals een oprichtingsakte en (wijzigingen van) statuten) bewaar je best zelf nog een kopie. Zo hoef je niet te vertrouwen op de goede werking van de griffie. Een lijstje van deze documenten kan je terugvinden in [https://www.sbb.be/nl/magazine/checklist-welke-documenten-moeten-vzws-verplicht-bijhouden deze checklist] onder ‘extern verenigingsdossier’.
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Verder ben je verplicht om boekhoudkundige bewijsstukken (zoals kassabonnetjes, rekeningen, facturen, bankuittreksels, huurcontracten ...) te bewaren [https://financien.belgium.be/nl/ondernemingen/vennootschapsbelasting/boekhouding#q2). voor 10 jaar]. Deze moet je kunnen voorleggen bij controle. Na 10 jaar kan je deze met een gerust hart weggooien. Let wel op: begrotingen, dagboeken en jaarrekeningen bewaar je (zoals hierboven vermeld werd) wel zolang de vzw bestaat.
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Voor personeelsdossiers en sociale documenten gelden meerdere regels. De Algemene Verordening Gegevensbescherming (bekend als AVG of GDPR) vereist dat je persoonsgegevens niet langer bijhoudt dan strikt noodzakelijk. Volgens de [https://www.gegevensbeschermingsautoriteit.be/burger/thema-s/privacy-op-de-werkplek/gegevens-van-de-werknemers/professioneel-dossier Gegevensbeschermingsautoriteit] is een periode van maximum vijf jaar nadat een medewerker uit dienst is getreden voldoende om een vlotte administratie te garanderen. Daarna mag het dossier verwijderd worden.
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Hierop gelden enkele uitzonderingen. Een werkgever is verplicht om het personeelsregister, speciale personeelsregister, de individuele rekening en eventuele bijlagen [https://werk.belgie.be/nl/themas/arbeidsreglementering/sociale-documenten/de-sociale-documenten vijf jaar] bij te houden. Onkostennota’s moet je, net als andere boekhoudkundige stukken, 10 jaar bijhouden. Ook (maandelijkse) loonfiches en fiscale fiches hou je 10 jaar bij: medewerkers moeten hun eigen fiches voor diezelfde termijn bijhouden. Jaarlijkse loonoverzichten hou je best bij tot aan het pensioen van de werknemer. Als je deze datum niet kent, hou de documenten dan 50 jaar bij. Een overzicht van bewaartermijnen voor personeelsdocumenten vind je op de [https://www.attentia.be/nl/blog/bewaartermijnen-personeelsdocumenten-gdpr/ website van sociaal secretariaat Attentia].
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Let op: neem deze lijst niet blindelings over, maar gebruik je gezond verstand. Maak voor jezelf uit of er eventueel nog documenten of objecten zijn die naast een juridische of administratieve waarde ook artistieke of cultuurhistorische waarde hebben.
</div>

==Contact a heritage organisation==
If you are wondering whether to destroy certain documents and/or objects or store them permanently, please contact a heritage organisation. They can provide advice and help you look for other parties that may be interested in (certain parts of) your archive and/or collections (e.g. your book collection).

==Make a note of what you destroy==
Finally, when destroying (parts of) your archive and collections, it’s important to keep an overview (with accountability) of the documents and objects in question. This means you can check at a later date whether a particular document or object, which you cannot find, has been destroyed intentionally or is simply missing. It’s also important to agree who is ultimately responsible for every decision to destroy archive and collection items.

[[Categorie: 3. Weggooien en bijhouden/en]]
[[Categorie:Primaire Tools/en]]

Translations:Waardebepaling/20/en

2026-11-02T09:25:21Z

Bart Magnus: Nieuwe pagina aangemaakt met '* Register of members'

* Register of members

Waardebepaling/en

2026-11-02T09:25:19Z

Bart Magnus: Nieuwe pagina aangemaakt met '[https://www.cultuurloket.be/sites/default/files/2022-02/Wettelijke%20verplichtingen%20vzw.pdf Cultuurloket has drawn up a handy list of obligations for non-profit associations]. As you can see, a non-profit association must compile and keep an internal association file permanently. This includes:'

<languages /><blockquote>
A crucial aspect of good archive or collection management is understanding why your documents or items are valuable. Various factors play a role in valuation to a greater or lesser degree.<br>
In this article, you’ll learn:
* What is a valuation?
* Why is it important to determine the value of your documents or items?
* What possible value can items from your archive or collection have?
* How do you carry out a valuation?
</blockquote>

<div class="mw-translate-fuzzy">
Valuation entails checking the value of a particular document, dossier, object or series of archive items. The process of choosing whether to store or destroy this item, and then implementing this decision, is called ‘selection’. In order to make a good selection of documents and objects, you first need to know their value and significance. [[File:Alles van waarde is weerloos - Lucebert - light artwork by Toni Burgering (cropped).jpg|thumb|Sandra Fauconnier, [https://creativecommons.org/licenses/by/2.0 CC BY 2.0], via Wikimedia Commons]]
</div>

Documents and objects can have:
* practical use or value
* administrative value
* legal value
* cultural and historical value
* heritage value
* value as a promotional tool
* emotional value
* symbolic value
* aesthetic value
* economic value
* artistic value

The points below can help you determine the value of (parts of) your archive and collections, and decide whether you want to store something (permanently) or not.

You can find an introduction to appraisal in music and the performing arts in the video [https://www.youtube.com/watch?v=bQLHMmfOfWc| Learning to archive: What should you keep and what can you discard?] by CEMPER and Podiumkunst.net.

==How do you determine the value?==
Answer the following questions:
* Do these documents or objects protect the legal rights of your organisation, its employees or legal successors?
* Would losing the document or object make it difficult to represent your work correctly? In other words, does it have any historical value for you or your organisation?
* Does the document or object have emotional value for you or your organisation?

If the answer to one or more of these questions is ‘yes’, the document or object qualifies for temporary or permanent storage. You can find an indicative list of such documents or objects below.

===What qualifies for permanent preservation?===
* Documents or objects that represent the organisation’s creation, objectives and working methods (such as reports from the board of directors);
* Documents or objects that protect your organisation’s legal rights, its employees or inheritors (such as a rental agreement for the building or employment details with regard to pension rights, etc);
* Documents and objects that are significant for representing your artistic work correctly;
* Documents and objects that outline the organisation’s activities (such as policy plans);
* Documents and objects produced and saved by the organisation, which are essentially the reason for its existence (such as production records).

<div class="mw-translate-fuzzy">
===What qualifies for permanent destruction?===
* Documents with expired legal retention periods;
* All documents and objects with low administrative, legal, artistic or scientific value, which lose their practical importance almost immediately (such as unsolicited offers from suppliers, invitations to meetings, printing proofs, etc);
* Documents that may be stored elsewhere. Professional journals, for example, are preserved by (heritage) libraries and/or the organisation that published them.
</div>

Note: some documents or files are available in both physical and digital form. Read how to handle this in the section [[:Categorie:4. Materieel bewaren|''Physical storage'']].

===Selection lists as inspiration===
The selection lists below, produced specifically for arts organisations, may well inspire you.

* [[:Bestand:VerbelenC_SelectielijstDienstDramaturgie.pdf|Verbelen, C., De kunst van het bewaren, vernietigen is de kunst - Hedendaags documentbeheer in de Vlaamse Opera. Richtlijnen en advies voor de dienst dramaturgie. (The art of preservation or destruction is an art in itself - Contemporary document management in Flemish Opera. Guidelines and advice for the dramaturgy service). VUB unpublished thesis, Brussels, 2010, pp. 170-203]].
* [[:Bestand:MichielsenE_SelectielijstTheater.pdf | Antwerp Municipal Archive, Michielsen, E. Rapport: Theaterarchieven achter de schermen. Tussen bewaren en vernietigen, (Report: Theatre archives behind the scenes. Between storage and destruction), Antwerp, 2004]]
* [[:Bestand:Podiumkunst.net QuickStartGuideArchiveren.pdf|Oorburg, S. and Jansen, G. (Podiumkunst.net), Quick Start Guide - Retention list, 2024]]

== Statutory retention periods ==
Organisations set up as non-profit associations, self-employed people and companies are required to comply with statutory retention periods. These are the minimum periods for keeping different types of documents, such as non-profit association records, accounting documents and payslips.

[https://www.cultuurloket.be/sites/default/files/2022-02/Wettelijke%20verplichtingen%20vzw.pdf Cultuurloket has drawn up a handy list of obligations for non-profit associations]. As you can see, a non-profit association must compile and keep an internal association file permanently. This includes:

<div lang="nl" dir="ltr" class="mw-content-ltr">
* Ledenregister
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* Notulen van de algemene vergadering en het bestuursorgaan (ook de uitnodiging en agenda bewaar je best; hiermee kan je aantonen dat je deze organen tijdig hebt samengeroepen)
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* Boekhoudkundige stukken:
** Begroting
** Dagboeken
** Inventaris
** Jaarrekening
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* Jaarverslag (voor grotere vzw’s)
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* Intern reglement (als je dit hebt; dat zou in de statuten moeten staan)
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* [https://www.cultuurloket.be/kennisbank/administratieve-verplichtingen-van-je-organisatie/ubo-register UBO-register]
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Ook van documenten die je neerlegt bij de griffie van de ondernemingsrechtbank (zoals een oprichtingsakte en (wijzigingen van) statuten) bewaar je best zelf nog een kopie. Zo hoef je niet te vertrouwen op de goede werking van de griffie. Een lijstje van deze documenten kan je terugvinden in [https://www.sbb.be/nl/magazine/checklist-welke-documenten-moeten-vzws-verplicht-bijhouden deze checklist] onder ‘extern verenigingsdossier’.
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Verder ben je verplicht om boekhoudkundige bewijsstukken (zoals kassabonnetjes, rekeningen, facturen, bankuittreksels, huurcontracten ...) te bewaren [https://financien.belgium.be/nl/ondernemingen/vennootschapsbelasting/boekhouding#q2). voor 10 jaar]. Deze moet je kunnen voorleggen bij controle. Na 10 jaar kan je deze met een gerust hart weggooien. Let wel op: begrotingen, dagboeken en jaarrekeningen bewaar je (zoals hierboven vermeld werd) wel zolang de vzw bestaat.
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Voor personeelsdossiers en sociale documenten gelden meerdere regels. De Algemene Verordening Gegevensbescherming (bekend als AVG of GDPR) vereist dat je persoonsgegevens niet langer bijhoudt dan strikt noodzakelijk. Volgens de [https://www.gegevensbeschermingsautoriteit.be/burger/thema-s/privacy-op-de-werkplek/gegevens-van-de-werknemers/professioneel-dossier Gegevensbeschermingsautoriteit] is een periode van maximum vijf jaar nadat een medewerker uit dienst is getreden voldoende om een vlotte administratie te garanderen. Daarna mag het dossier verwijderd worden.
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Hierop gelden enkele uitzonderingen. Een werkgever is verplicht om het personeelsregister, speciale personeelsregister, de individuele rekening en eventuele bijlagen [https://werk.belgie.be/nl/themas/arbeidsreglementering/sociale-documenten/de-sociale-documenten vijf jaar] bij te houden. Onkostennota’s moet je, net als andere boekhoudkundige stukken, 10 jaar bijhouden. Ook (maandelijkse) loonfiches en fiscale fiches hou je 10 jaar bij: medewerkers moeten hun eigen fiches voor diezelfde termijn bijhouden. Jaarlijkse loonoverzichten hou je best bij tot aan het pensioen van de werknemer. Als je deze datum niet kent, hou de documenten dan 50 jaar bij. Een overzicht van bewaartermijnen voor personeelsdocumenten vind je op de [https://www.attentia.be/nl/blog/bewaartermijnen-personeelsdocumenten-gdpr/ website van sociaal secretariaat Attentia].
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Let op: neem deze lijst niet blindelings over, maar gebruik je gezond verstand. Maak voor jezelf uit of er eventueel nog documenten of objecten zijn die naast een juridische of administratieve waarde ook artistieke of cultuurhistorische waarde hebben.
</div>

==Contact a heritage organisation==
If you are wondering whether to destroy certain documents and/or objects or store them permanently, please contact a heritage organisation. They can provide advice and help you look for other parties that may be interested in (certain parts of) your archive and/or collections (e.g. your book collection).

==Make a note of what you destroy==
Finally, when destroying (parts of) your archive and collections, it’s important to keep an overview (with accountability) of the documents and objects in question. This means you can check at a later date whether a particular document or object, which you cannot find, has been destroyed intentionally or is simply missing. It’s also important to agree who is ultimately responsible for every decision to destroy archive and collection items.

[[Categorie: 3. Weggooien en bijhouden/en]]
[[Categorie:Primaire Tools/en]]

Waardebepaling/en

2026-11-02T09:25:17Z

Bart Magnus:

<languages /><blockquote>
A crucial aspect of good archive or collection management is understanding why your documents or items are valuable. Various factors play a role in valuation to a greater or lesser degree.<br>
In this article, you’ll learn:
* What is a valuation?
* Why is it important to determine the value of your documents or items?
* What possible value can items from your archive or collection have?
* How do you carry out a valuation?
</blockquote>

<div class="mw-translate-fuzzy">
Valuation entails checking the value of a particular document, dossier, object or series of archive items. The process of choosing whether to store or destroy this item, and then implementing this decision, is called ‘selection’. In order to make a good selection of documents and objects, you first need to know their value and significance. [[File:Alles van waarde is weerloos - Lucebert - light artwork by Toni Burgering (cropped).jpg|thumb|Sandra Fauconnier, [https://creativecommons.org/licenses/by/2.0 CC BY 2.0], via Wikimedia Commons]]
</div>

Documents and objects can have:
* practical use or value
* administrative value
* legal value
* cultural and historical value
* heritage value
* value as a promotional tool
* emotional value
* symbolic value
* aesthetic value
* economic value
* artistic value

The points below can help you determine the value of (parts of) your archive and collections, and decide whether you want to store something (permanently) or not.

You can find an introduction to appraisal in music and the performing arts in the video [https://www.youtube.com/watch?v=bQLHMmfOfWc| Learning to archive: What should you keep and what can you discard?] by CEMPER and Podiumkunst.net.

==How do you determine the value?==
Answer the following questions:
* Do these documents or objects protect the legal rights of your organisation, its employees or legal successors?
* Would losing the document or object make it difficult to represent your work correctly? In other words, does it have any historical value for you or your organisation?
* Does the document or object have emotional value for you or your organisation?

If the answer to one or more of these questions is ‘yes’, the document or object qualifies for temporary or permanent storage. You can find an indicative list of such documents or objects below.

===What qualifies for permanent preservation?===
* Documents or objects that represent the organisation’s creation, objectives and working methods (such as reports from the board of directors);
* Documents or objects that protect your organisation’s legal rights, its employees or inheritors (such as a rental agreement for the building or employment details with regard to pension rights, etc);
* Documents and objects that are significant for representing your artistic work correctly;
* Documents and objects that outline the organisation’s activities (such as policy plans);
* Documents and objects produced and saved by the organisation, which are essentially the reason for its existence (such as production records).

<div class="mw-translate-fuzzy">
===What qualifies for permanent destruction?===
* Documents with expired legal retention periods;
* All documents and objects with low administrative, legal, artistic or scientific value, which lose their practical importance almost immediately (such as unsolicited offers from suppliers, invitations to meetings, printing proofs, etc);
* Documents that may be stored elsewhere. Professional journals, for example, are preserved by (heritage) libraries and/or the organisation that published them.
</div>

Note: some documents or files are available in both physical and digital form. Read how to handle this in the section [[:Categorie:4. Materieel bewaren|''Physical storage'']].

===Selection lists as inspiration===
The selection lists below, produced specifically for arts organisations, may well inspire you.

* [[:Bestand:VerbelenC_SelectielijstDienstDramaturgie.pdf|Verbelen, C., De kunst van het bewaren, vernietigen is de kunst - Hedendaags documentbeheer in de Vlaamse Opera. Richtlijnen en advies voor de dienst dramaturgie. (The art of preservation or destruction is an art in itself - Contemporary document management in Flemish Opera. Guidelines and advice for the dramaturgy service). VUB unpublished thesis, Brussels, 2010, pp. 170-203]].
* [[:Bestand:MichielsenE_SelectielijstTheater.pdf | Antwerp Municipal Archive, Michielsen, E. Rapport: Theaterarchieven achter de schermen. Tussen bewaren en vernietigen, (Report: Theatre archives behind the scenes. Between storage and destruction), Antwerp, 2004]]
* [[:Bestand:Podiumkunst.net QuickStartGuideArchiveren.pdf|Oorburg, S. and Jansen, G. (Podiumkunst.net), Quick Start Guide - Retention list, 2024]]

== Statutory retention periods ==
Organisations set up as non-profit associations, self-employed people and companies are required to comply with statutory retention periods. These are the minimum periods for keeping different types of documents, such as non-profit association records, accounting documents and payslips.

<div lang="nl" dir="ltr" class="mw-content-ltr">
[https://www.cultuurloket.be/sites/default/files/2022-02/Wettelijke%20verplichtingen%20vzw.pdf Cultuurloket stelde een handig lijstje op met verplichtingen voor vzw’s]. Zoals je hierin kan zien, moet een vzw een intern verenigingsdossier opstellen en (permanent) bewaren. Dit bevat:
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* Ledenregister
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* Notulen van de algemene vergadering en het bestuursorgaan (ook de uitnodiging en agenda bewaar je best; hiermee kan je aantonen dat je deze organen tijdig hebt samengeroepen)
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* Boekhoudkundige stukken:
** Begroting
** Dagboeken
** Inventaris
** Jaarrekening
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* Jaarverslag (voor grotere vzw’s)
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* Intern reglement (als je dit hebt; dat zou in de statuten moeten staan)
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* [https://www.cultuurloket.be/kennisbank/administratieve-verplichtingen-van-je-organisatie/ubo-register UBO-register]
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Ook van documenten die je neerlegt bij de griffie van de ondernemingsrechtbank (zoals een oprichtingsakte en (wijzigingen van) statuten) bewaar je best zelf nog een kopie. Zo hoef je niet te vertrouwen op de goede werking van de griffie. Een lijstje van deze documenten kan je terugvinden in [https://www.sbb.be/nl/magazine/checklist-welke-documenten-moeten-vzws-verplicht-bijhouden deze checklist] onder ‘extern verenigingsdossier’.
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Verder ben je verplicht om boekhoudkundige bewijsstukken (zoals kassabonnetjes, rekeningen, facturen, bankuittreksels, huurcontracten ...) te bewaren [https://financien.belgium.be/nl/ondernemingen/vennootschapsbelasting/boekhouding#q2). voor 10 jaar]. Deze moet je kunnen voorleggen bij controle. Na 10 jaar kan je deze met een gerust hart weggooien. Let wel op: begrotingen, dagboeken en jaarrekeningen bewaar je (zoals hierboven vermeld werd) wel zolang de vzw bestaat.
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Voor personeelsdossiers en sociale documenten gelden meerdere regels. De Algemene Verordening Gegevensbescherming (bekend als AVG of GDPR) vereist dat je persoonsgegevens niet langer bijhoudt dan strikt noodzakelijk. Volgens de [https://www.gegevensbeschermingsautoriteit.be/burger/thema-s/privacy-op-de-werkplek/gegevens-van-de-werknemers/professioneel-dossier Gegevensbeschermingsautoriteit] is een periode van maximum vijf jaar nadat een medewerker uit dienst is getreden voldoende om een vlotte administratie te garanderen. Daarna mag het dossier verwijderd worden.
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Hierop gelden enkele uitzonderingen. Een werkgever is verplicht om het personeelsregister, speciale personeelsregister, de individuele rekening en eventuele bijlagen [https://werk.belgie.be/nl/themas/arbeidsreglementering/sociale-documenten/de-sociale-documenten vijf jaar] bij te houden. Onkostennota’s moet je, net als andere boekhoudkundige stukken, 10 jaar bijhouden. Ook (maandelijkse) loonfiches en fiscale fiches hou je 10 jaar bij: medewerkers moeten hun eigen fiches voor diezelfde termijn bijhouden. Jaarlijkse loonoverzichten hou je best bij tot aan het pensioen van de werknemer. Als je deze datum niet kent, hou de documenten dan 50 jaar bij. Een overzicht van bewaartermijnen voor personeelsdocumenten vind je op de [https://www.attentia.be/nl/blog/bewaartermijnen-personeelsdocumenten-gdpr/ website van sociaal secretariaat Attentia].
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Let op: neem deze lijst niet blindelings over, maar gebruik je gezond verstand. Maak voor jezelf uit of er eventueel nog documenten of objecten zijn die naast een juridische of administratieve waarde ook artistieke of cultuurhistorische waarde hebben.
</div>

==Contact a heritage organisation==
If you are wondering whether to destroy certain documents and/or objects or store them permanently, please contact a heritage organisation. They can provide advice and help you look for other parties that may be interested in (certain parts of) your archive and/or collections (e.g. your book collection).

==Make a note of what you destroy==
Finally, when destroying (parts of) your archive and collections, it’s important to keep an overview (with accountability) of the documents and objects in question. This means you can check at a later date whether a particular document or object, which you cannot find, has been destroyed intentionally or is simply missing. It’s also important to agree who is ultimately responsible for every decision to destroy archive and collection items.

[[Categorie: 3. Weggooien en bijhouden/en]]
[[Categorie:Primaire Tools/en]]

Translations:Waardebepaling/19/en

2026-11-02T09:25:17Z

[https://www.cultuurloket.be/sites/default/files/2022-02/Wettelijke%20verplichtingen%20vzw.pdf Cultuurloket has drawn up a handy list of obligations for non-profit associations]. As you can see, a non-profit association must compile and keep an internal association file permanently. This includes:

Translations:Waardebepaling/11/en

2026-11-02T09:25:10Z

Bart Magnus:

== Statutory retention periods ==
Organisations set up as non-profit associations, self-employed people and companies are required to comply with statutory retention periods. These are the minimum periods for keeping different types of documents, such as non-profit association records, accounting documents and payslips.

Waardebepaling/en

2026-11-02T09:24:56Z

Bart Magnus:

<languages /><blockquote>
A crucial aspect of good archive or collection management is understanding why your documents or items are valuable. Various factors play a role in valuation to a greater or lesser degree.<br>
In this article, you’ll learn:
* What is a valuation?
* Why is it important to determine the value of your documents or items?
* What possible value can items from your archive or collection have?
* How do you carry out a valuation?
</blockquote>

<div class="mw-translate-fuzzy">
Valuation entails checking the value of a particular document, dossier, object or series of archive items. The process of choosing whether to store or destroy this item, and then implementing this decision, is called ‘selection’. In order to make a good selection of documents and objects, you first need to know their value and significance. [[File:Alles van waarde is weerloos - Lucebert - light artwork by Toni Burgering (cropped).jpg|thumb|Sandra Fauconnier, [https://creativecommons.org/licenses/by/2.0 CC BY 2.0], via Wikimedia Commons]]
</div>

Documents and objects can have:
* practical use or value
* administrative value
* legal value
* cultural and historical value
* heritage value
* value as a promotional tool
* emotional value
* symbolic value
* aesthetic value
* economic value
* artistic value

The points below can help you determine the value of (parts of) your archive and collections, and decide whether you want to store something (permanently) or not.

You can find an introduction to appraisal in music and the performing arts in the video [https://www.youtube.com/watch?v=bQLHMmfOfWc| Learning to archive: What should you keep and what can you discard?] by CEMPER and Podiumkunst.net.

==How do you determine the value?==
Answer the following questions:
* Do these documents or objects protect the legal rights of your organisation, its employees or legal successors?
* Would losing the document or object make it difficult to represent your work correctly? In other words, does it have any historical value for you or your organisation?
* Does the document or object have emotional value for you or your organisation?

If the answer to one or more of these questions is ‘yes’, the document or object qualifies for temporary or permanent storage. You can find an indicative list of such documents or objects below.

===What qualifies for permanent preservation?===
* Documents or objects that represent the organisation’s creation, objectives and working methods (such as reports from the board of directors);
* Documents or objects that protect your organisation’s legal rights, its employees or inheritors (such as a rental agreement for the building or employment details with regard to pension rights, etc);
* Documents and objects that are significant for representing your artistic work correctly;
* Documents and objects that outline the organisation’s activities (such as policy plans);
* Documents and objects produced and saved by the organisation, which are essentially the reason for its existence (such as production records).

<div class="mw-translate-fuzzy">
===What qualifies for permanent destruction?===
* Documents with expired legal retention periods;
* All documents and objects with low administrative, legal, artistic or scientific value, which lose their practical importance almost immediately (such as unsolicited offers from suppliers, invitations to meetings, printing proofs, etc);
* Documents that may be stored elsewhere. Professional journals, for example, are preserved by (heritage) libraries and/or the organisation that published them.
</div>

Note: some documents or files are available in both physical and digital form. Read how to handle this in the section [[:Categorie:4. Materieel bewaren|''Physical storage'']].

===Selection lists as inspiration===
The selection lists below, produced specifically for arts organisations, may well inspire you.

* [[:Bestand:VerbelenC_SelectielijstDienstDramaturgie.pdf|Verbelen, C., De kunst van het bewaren, vernietigen is de kunst - Hedendaags documentbeheer in de Vlaamse Opera. Richtlijnen en advies voor de dienst dramaturgie. (The art of preservation or destruction is an art in itself - Contemporary document management in Flemish Opera. Guidelines and advice for the dramaturgy service). VUB unpublished thesis, Brussels, 2010, pp. 170-203]].
* [[:Bestand:MichielsenE_SelectielijstTheater.pdf | Antwerp Municipal Archive, Michielsen, E. Rapport: Theaterarchieven achter de schermen. Tussen bewaren en vernietigen, (Report: Theatre archives behind the scenes. Between storage and destruction), Antwerp, 2004]]
* [[:Bestand:Podiumkunst.net QuickStartGuideArchiveren.pdf|Oorburg, S. and Jansen, G. (Podiumkunst.net), Quick Start Guide - Retention list, 2024]]

<div class="mw-translate-fuzzy">
Organisations with a non-profit organisation structure, self-employed people and private limited liability companies are all obliged to comply with legal retention periods. You can find a summary list of retention periods on the [https://www.vlaanderen.be/economie-en-ondernemen/boekhouding-en-fiscaliteit/hoe-lang-moet-ik-documenten-bewaren Flemish government] website.
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
[https://www.cultuurloket.be/sites/default/files/2022-02/Wettelijke%20verplichtingen%20vzw.pdf Cultuurloket stelde een handig lijstje op met verplichtingen voor vzw’s]. Zoals je hierin kan zien, moet een vzw een intern verenigingsdossier opstellen en (permanent) bewaren. Dit bevat:
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* Ledenregister
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* Notulen van de algemene vergadering en het bestuursorgaan (ook de uitnodiging en agenda bewaar je best; hiermee kan je aantonen dat je deze organen tijdig hebt samengeroepen)
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* Boekhoudkundige stukken:
** Begroting
** Dagboeken
** Inventaris
** Jaarrekening
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* Jaarverslag (voor grotere vzw’s)
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* Intern reglement (als je dit hebt; dat zou in de statuten moeten staan)
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* [https://www.cultuurloket.be/kennisbank/administratieve-verplichtingen-van-je-organisatie/ubo-register UBO-register]
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Ook van documenten die je neerlegt bij de griffie van de ondernemingsrechtbank (zoals een oprichtingsakte en (wijzigingen van) statuten) bewaar je best zelf nog een kopie. Zo hoef je niet te vertrouwen op de goede werking van de griffie. Een lijstje van deze documenten kan je terugvinden in [https://www.sbb.be/nl/magazine/checklist-welke-documenten-moeten-vzws-verplicht-bijhouden deze checklist] onder ‘extern verenigingsdossier’.
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Verder ben je verplicht om boekhoudkundige bewijsstukken (zoals kassabonnetjes, rekeningen, facturen, bankuittreksels, huurcontracten ...) te bewaren [https://financien.belgium.be/nl/ondernemingen/vennootschapsbelasting/boekhouding#q2). voor 10 jaar]. Deze moet je kunnen voorleggen bij controle. Na 10 jaar kan je deze met een gerust hart weggooien. Let wel op: begrotingen, dagboeken en jaarrekeningen bewaar je (zoals hierboven vermeld werd) wel zolang de vzw bestaat.
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Voor personeelsdossiers en sociale documenten gelden meerdere regels. De Algemene Verordening Gegevensbescherming (bekend als AVG of GDPR) vereist dat je persoonsgegevens niet langer bijhoudt dan strikt noodzakelijk. Volgens de [https://www.gegevensbeschermingsautoriteit.be/burger/thema-s/privacy-op-de-werkplek/gegevens-van-de-werknemers/professioneel-dossier Gegevensbeschermingsautoriteit] is een periode van maximum vijf jaar nadat een medewerker uit dienst is getreden voldoende om een vlotte administratie te garanderen. Daarna mag het dossier verwijderd worden.
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Hierop gelden enkele uitzonderingen. Een werkgever is verplicht om het personeelsregister, speciale personeelsregister, de individuele rekening en eventuele bijlagen [https://werk.belgie.be/nl/themas/arbeidsreglementering/sociale-documenten/de-sociale-documenten vijf jaar] bij te houden. Onkostennota’s moet je, net als andere boekhoudkundige stukken, 10 jaar bijhouden. Ook (maandelijkse) loonfiches en fiscale fiches hou je 10 jaar bij: medewerkers moeten hun eigen fiches voor diezelfde termijn bijhouden. Jaarlijkse loonoverzichten hou je best bij tot aan het pensioen van de werknemer. Als je deze datum niet kent, hou de documenten dan 50 jaar bij. Een overzicht van bewaartermijnen voor personeelsdocumenten vind je op de [https://www.attentia.be/nl/blog/bewaartermijnen-personeelsdocumenten-gdpr/ website van sociaal secretariaat Attentia].
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Let op: neem deze lijst niet blindelings over, maar gebruik je gezond verstand. Maak voor jezelf uit of er eventueel nog documenten of objecten zijn die naast een juridische of administratieve waarde ook artistieke of cultuurhistorische waarde hebben.
</div>

==Contact a heritage organisation==
If you are wondering whether to destroy certain documents and/or objects or store them permanently, please contact a heritage organisation. They can provide advice and help you look for other parties that may be interested in (certain parts of) your archive and/or collections (e.g. your book collection).

==Make a note of what you destroy==
Finally, when destroying (parts of) your archive and collections, it’s important to keep an overview (with accountability) of the documents and objects in question. This means you can check at a later date whether a particular document or object, which you cannot find, has been destroyed intentionally or is simply missing. It’s also important to agree who is ultimately responsible for every decision to destroy archive and collection items.

[[Categorie: 3. Weggooien en bijhouden/en]]
[[Categorie:Primaire Tools/en]]

Translations:Waardebepaling/10/en

2026-11-02T09:24:46Z

Bart Magnus:

* [[:Bestand:VerbelenC_SelectielijstDienstDramaturgie.pdf|Verbelen, C., De kunst van het bewaren, vernietigen is de kunst - Hedendaags documentbeheer in de Vlaamse Opera. Richtlijnen en advies voor de dienst dramaturgie. (The art of preservation or destruction is an art in itself - Contemporary document management in Flemish Opera. Guidelines and advice for the dramaturgy service). VUB unpublished thesis, Brussels, 2010, pp. 170-203]].
* [[:Bestand:MichielsenE_SelectielijstTheater.pdf | Antwerp Municipal Archive, Michielsen, E. Rapport: Theaterarchieven achter de schermen. Tussen bewaren en vernietigen, (Report: Theatre archives behind the scenes. Between storage and destruction), Antwerp, 2004]]
* [[:Bestand:Podiumkunst.net QuickStartGuideArchiveren.pdf|Oorburg, S. and Jansen, G. (Podiumkunst.net), Quick Start Guide - Retention list, 2024]]

Waardebepaling/en

2026-11-02T09:24:23Z

Bart Magnus: Nieuwe pagina aangemaakt met 'You can find an introduction to appraisal in music and the performing arts in the video [https://www.youtube.com/watch?v=bQLHMmfOfWc| Learning to archive: What should you keep and what can you discard?] by CEMPER and Podiumkunst.net.'

<languages /><blockquote>
A crucial aspect of good archive or collection management is understanding why your documents or items are valuable. Various factors play a role in valuation to a greater or lesser degree.<br>
In this article, you’ll learn:
* What is a valuation?
* Why is it important to determine the value of your documents or items?
* What possible value can items from your archive or collection have?
* How do you carry out a valuation?
</blockquote>

<div class="mw-translate-fuzzy">
Valuation entails checking the value of a particular document, dossier, object or series of archive items. The process of choosing whether to store or destroy this item, and then implementing this decision, is called ‘selection’. In order to make a good selection of documents and objects, you first need to know their value and significance. [[File:Alles van waarde is weerloos - Lucebert - light artwork by Toni Burgering (cropped).jpg|thumb|Sandra Fauconnier, [https://creativecommons.org/licenses/by/2.0 CC BY 2.0], via Wikimedia Commons]]
</div>

Documents and objects can have:
* practical use or value
* administrative value
* legal value
* cultural and historical value
* heritage value
* value as a promotional tool
* emotional value
* symbolic value
* aesthetic value
* economic value
* artistic value

The points below can help you determine the value of (parts of) your archive and collections, and decide whether you want to store something (permanently) or not.

You can find an introduction to appraisal in music and the performing arts in the video [https://www.youtube.com/watch?v=bQLHMmfOfWc| Learning to archive: What should you keep and what can you discard?] by CEMPER and Podiumkunst.net.

==How do you determine the value?==
Answer the following questions:
* Do these documents or objects protect the legal rights of your organisation, its employees or legal successors?
* Would losing the document or object make it difficult to represent your work correctly? In other words, does it have any historical value for you or your organisation?
* Does the document or object have emotional value for you or your organisation?

If the answer to one or more of these questions is ‘yes’, the document or object qualifies for temporary or permanent storage. You can find an indicative list of such documents or objects below.

===What qualifies for permanent preservation?===
* Documents or objects that represent the organisation’s creation, objectives and working methods (such as reports from the board of directors);
* Documents or objects that protect your organisation’s legal rights, its employees or inheritors (such as a rental agreement for the building or employment details with regard to pension rights, etc);
* Documents and objects that are significant for representing your artistic work correctly;
* Documents and objects that outline the organisation’s activities (such as policy plans);
* Documents and objects produced and saved by the organisation, which are essentially the reason for its existence (such as production records).

<div class="mw-translate-fuzzy">
===What qualifies for permanent destruction?===
* Documents with expired legal retention periods;
* All documents and objects with low administrative, legal, artistic or scientific value, which lose their practical importance almost immediately (such as unsolicited offers from suppliers, invitations to meetings, printing proofs, etc);
* Documents that may be stored elsewhere. Professional journals, for example, are preserved by (heritage) libraries and/or the organisation that published them.
</div>

Note: some documents or files are available in both physical and digital form. Read how to handle this in the section [[:Categorie:4. Materieel bewaren|''Physical storage'']].

===Selection lists as inspiration===
The selection lists below, produced specifically for arts organisations, may well inspire you.

<div class="mw-translate-fuzzy">
* [[:Bestand:VerbelenC_SelectielijstDienstDramaturgie.pdf|Verbelen, C., De kunst van het bewaren, vernietigen is de kunst - Hedendaags documentbeheer in de Vlaamse Opera. Richtlijnen en advies voor de dienst dramaturgie. (The art of preservation or destruction is an art in itself - Contemporary document management in Flemish Opera. Guidelines and advice for the dramaturgy service). VUB unpublished thesis, Brussels, 2010, pp. 170-203]].
* [[:Bestand:MichielsenE_SelectielijstTheater.pdf | Antwerp Municipal Archive, Michielsen, E. Rapport: Theaterarchieven achter de schermen. Tussen bewaren en vernietigen, (Report: Theatre archives behind the scenes. Between storage and destruction), Antwerp, 2004]]
</div>

<div class="mw-translate-fuzzy">
Organisations with a non-profit organisation structure, self-employed people and private limited liability companies are all obliged to comply with legal retention periods. You can find a summary list of retention periods on the [https://www.vlaanderen.be/economie-en-ondernemen/boekhouding-en-fiscaliteit/hoe-lang-moet-ik-documenten-bewaren Flemish government] website.
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
[https://www.cultuurloket.be/sites/default/files/2022-02/Wettelijke%20verplichtingen%20vzw.pdf Cultuurloket stelde een handig lijstje op met verplichtingen voor vzw’s]. Zoals je hierin kan zien, moet een vzw een intern verenigingsdossier opstellen en (permanent) bewaren. Dit bevat:
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* Ledenregister
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* Notulen van de algemene vergadering en het bestuursorgaan (ook de uitnodiging en agenda bewaar je best; hiermee kan je aantonen dat je deze organen tijdig hebt samengeroepen)
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* Boekhoudkundige stukken:
** Begroting
** Dagboeken
** Inventaris
** Jaarrekening
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* Jaarverslag (voor grotere vzw’s)
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* Intern reglement (als je dit hebt; dat zou in de statuten moeten staan)
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
* [https://www.cultuurloket.be/kennisbank/administratieve-verplichtingen-van-je-organisatie/ubo-register UBO-register]
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Ook van documenten die je neerlegt bij de griffie van de ondernemingsrechtbank (zoals een oprichtingsakte en (wijzigingen van) statuten) bewaar je best zelf nog een kopie. Zo hoef je niet te vertrouwen op de goede werking van de griffie. Een lijstje van deze documenten kan je terugvinden in [https://www.sbb.be/nl/magazine/checklist-welke-documenten-moeten-vzws-verplicht-bijhouden deze checklist] onder ‘extern verenigingsdossier’.
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Verder ben je verplicht om boekhoudkundige bewijsstukken (zoals kassabonnetjes, rekeningen, facturen, bankuittreksels, huurcontracten ...) te bewaren [https://financien.belgium.be/nl/ondernemingen/vennootschapsbelasting/boekhouding#q2). voor 10 jaar]. Deze moet je kunnen voorleggen bij controle. Na 10 jaar kan je deze met een gerust hart weggooien. Let wel op: begrotingen, dagboeken en jaarrekeningen bewaar je (zoals hierboven vermeld werd) wel zolang de vzw bestaat.
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Voor personeelsdossiers en sociale documenten gelden meerdere regels. De Algemene Verordening Gegevensbescherming (bekend als AVG of GDPR) vereist dat je persoonsgegevens niet langer bijhoudt dan strikt noodzakelijk. Volgens de [https://www.gegevensbeschermingsautoriteit.be/burger/thema-s/privacy-op-de-werkplek/gegevens-van-de-werknemers/professioneel-dossier Gegevensbeschermingsautoriteit] is een periode van maximum vijf jaar nadat een medewerker uit dienst is getreden voldoende om een vlotte administratie te garanderen. Daarna mag het dossier verwijderd worden.
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Hierop gelden enkele uitzonderingen. Een werkgever is verplicht om het personeelsregister, speciale personeelsregister, de individuele rekening en eventuele bijlagen [https://werk.belgie.be/nl/themas/arbeidsreglementering/sociale-documenten/de-sociale-documenten vijf jaar] bij te houden. Onkostennota’s moet je, net als andere boekhoudkundige stukken, 10 jaar bijhouden. Ook (maandelijkse) loonfiches en fiscale fiches hou je 10 jaar bij: medewerkers moeten hun eigen fiches voor diezelfde termijn bijhouden. Jaarlijkse loonoverzichten hou je best bij tot aan het pensioen van de werknemer. Als je deze datum niet kent, hou de documenten dan 50 jaar bij. Een overzicht van bewaartermijnen voor personeelsdocumenten vind je op de [https://www.attentia.be/nl/blog/bewaartermijnen-personeelsdocumenten-gdpr/ website van sociaal secretariaat Attentia].
</div>

<div lang="nl" dir="ltr" class="mw-content-ltr">
Let op: neem deze lijst niet blindelings over, maar gebruik je gezond verstand. Maak voor jezelf uit of er eventueel nog documenten of objecten zijn die naast een juridische of administratieve waarde ook artistieke of cultuurhistorische waarde hebben.
</div>

==Contact a heritage organisation==
If you are wondering whether to destroy certain documents and/or objects or store them permanently, please contact a heritage organisation. They can provide advice and help you look for other parties that may be interested in (certain parts of) your archive and/or collections (e.g. your book collection).

==Make a note of what you destroy==
Finally, when destroying (parts of) your archive and collections, it’s important to keep an overview (with accountability) of the documents and objects in question. This means you can check at a later date whether a particular document or object, which you cannot find, has been destroyed intentionally or is simply missing. It’s also important to agree who is ultimately responsible for every decision to destroy archive and collection items.

[[Categorie: 3. Weggooien en bijhouden/en]]
[[Categorie:Primaire Tools/en]]

Translations:Waardebepaling/18/en

2026-11-02T09:24:22Z

You can find an introduction to appraisal in music and the performing arts in the video [https://www.youtube.com/watch?v=bQLHMmfOfWc| Learning to archive: What should you keep and what can you discard?] by CEMPER and Podiumkunst.net.

Hoe maak je een back-up?/en

2026-11-02T09:21:17Z

Bart Magnus: Nieuwe pagina aangemaakt met 'Categorie:5. Digitaal bewaren/enCategorie:Primaire Tools/en'

<languages />Something can always go wrong with your digital archive, which is why it’s important to make regular backups and keep them somewhere safe.<br>
In this tool, you’ll learn:
* Why is it important to make backups?
* Which principles should you follow when making backups?
* Where is the best place to keep your backups?
</blockquote>

[[Bestand:Serverruimte.jpg|right]]

A backup, or backup copy, is a copy of your files stored on a data storage medium (e.g. an external hard drive) or in the cloud. These copies are made as a precaution to protect important data and make it possible to restore it if the data on the original storage medium is lost or damaged. The term ‘backup’ is most often used for data on a computer’s hard drive. You can also back up data stored on other media, such as a SIM card or a database management system, and even non-digital records, such as an address book.

What can cause files to be damaged or lost?

* hardware failure, such as a faulty hard drive or failing electronics, for example because of a data centre outage;
* human error, such as accidentally deleting a file or editing it incorrectly;
* programming errors or bugs in the original software or an update;
* changes caused by malware, such as viruses, or deletions resulting from a cyberattack.

Everyone knows they should make backups, but many organisations still don’t have good backup copies. You can make good progress with a limited budget, level of knowledge and resources. As there’s no one-size-fits-all solution, this tool highlights some basic rules and principles, as well as pitfalls to avoid when developing a backup strategy.

<span id="Basisprincipes"></span>
== Basic principles ==

=== 3-2-1 of 3-2-1-1-0 ===
The 3-2-1 rule says that you should always have 3 copies of the same data (including the original), 2 of them on different storage media (minimal) and at least 1 in another location (offsite). This approach protects your data against loss caused by disasters (e.g. fire or flooding), hardware failures (e.g. a problem with the make of hard drive you use, or damage to the data centre where your backup is stored) or cyberattacks. If you store your data in three different places, you can be reasonably confident that at least one copy will survive a disaster.

The 3-2-1-1-0 method is the new best practice:
* 3: keep at least three copies of your data, in addition to the original. The chances of something going wrong with all three copies at the same time are low.
* 2: keep your backups on two different storage media.
* 1: keep at least 1 copy offsite, in another location. If you keep your backup in the same location (e.g. the same city), your data could be lost in a disaster such as a flood.
* 1: keep at least 1 copy offline, for example on an external hard drive. It’s strongly recommended that you keep one copy offline. If a hacker gains access to your infrastructure and data, they may be able to access every environment you’re connected to online. In the event of a ransomware attack, you can still access your data if you have a copy stored offline.
* 0: make sure you have a verified backup with no errors.

<span id="Centraliseer_je_bestanden"></span>
=== Centralise your files ===

Before you start backing up your files, it’s a good idea to bring them all together. At the same time, identify which files are important and which would be difficult to replace. Important, irreplaceable data needs the greatest care, while files that are easy to replace may not need to be backed up at all.

If you can’t centralise all your files, you’ll need to come up with several solutions. For example, you could have one backup strategy for files stored locally on staff computers and another for files on a central server or online workspace.

<span id="Bewaar_meerdere_versies"></span>
=== Keep multiple versions ===

If you find out that a file was deleted a week ago, yesterday’s backup won’t be much use. So, for example, make a backup every day, but also keep a backup from the previous week and the previous month.

If you make incremental backups, you don’t need to do this. An incremental backup starts with a full copy of all your data. After that, only new or changed files are added to the backup. This has the advantage of letting you trace a file’s history. You can see what it looked like the previous day or a month earlier. Windows Backup or Time Machine for macOS makes it easy to set up incremental backups on a network drive or external hard drive.

<span id="Regelmatig_en_automatisch"></span>
=== Regular and automatic ==

A fundamental problem with many everyday backup strategies is that they depend on users being meticulous. The strategy often consists of manually copying files to an external hard drive. The problem is that you have to actively manage the process: if you forget to copy your files, you won’t have a backup.

A good backup should therefore be ‘regular and automatic’. Regular means that it happens at set times (for example, at midnight) or at a set interval (for example, once a week). Regular backups ensure that there’s always a reasonably recent version of your data. After all, there’s little point in restoring a file to last month’s version if it was changed significantly last week and disappeared yesterday. The best option is to back up your data daily, depending on how often it changes.

As people aren’t usually very good at doing things ‘regularly’, the only practical way to achieve this is to automate the process using software. Most people are bound to forget now and then, and no one wants to have to run a backup manually at 1 am. That’s why most backups are made using specialist software that automates the process (and runs it regularly, often continuously). Human intervention is kept to a minimum: configuring the software and selecting the folders and files to back up.

=== Test and document ===
It’s important to document the recovery process, so you don’t waste time when disaster strikes. Create a document explaining where your files are and how to restore them. If necessary, also document how to reinstall all your software and reload your emails into your email programme.

'''Please note:''' regularly check that your backups are complete and test whether you can actually recover the data. At the very least, test a few files from time to time. If that works, you can rest easy.

<span id="Hoe_implementeer_je_deze_principes?"></span>
== How do you put these principles into practice? ==

There are several ways to put these principles into practice. We’ve outlined some of the most common scenarios.

<span id="Scenario_1:_Al_je_bestanden_zitten_in_de_cloud"></span>
=== Scenario 1: All your files are in the cloud ===

Google Drive and Dropbox aren’t full-fledged backup solutions. A colleague could still accidentally delete a file, which may be permanently lost in some cases. Files in the cloud therefore need to be backed up. This prevents you from losing files if they’re accidentally deleted or edited, or if they’re damaged.

Try to follow the 3-2-1 or 3-2-1-1-0 principle for files in the cloud too. Make sure files are stored in at least two different geographical locations, using different technologies. So don’t keep all your copies with a single cloud service. You should also keep a local copy on an external hard drive or network drive.

One way to make a local, offline backup is to sync your files to an external hard drive, for example using Google Drive for Desktop for Google Workspace or the Dropbox app. You can then use Windows Backup, Time Machine or another application to back up your files, so you always have an external copy.

There are also cloud services that back up other cloud services, such as [https://www.backupify.com/ Backupify], [https://spinbackup.com/ Spinbackup], [https://spanning.com/ Spanning]...

<span id="Scenario_2:_Al_je_bestanden_zitten_op_een_centrale_server/NAS_of_lokaal"></span>
=== Scenario 2: All your files are on a central server/NAS or stored locally ===

==== Option 1: NAS + take a hard drive home ====
A [[NAS]], or Network Attached Storage, is an external hard drive whose storage you make available to all the devices in your office or home via the local network or the internet. A NAS is also known as a network drive. You manage it through a browser.

Set up automatic backups to a network drive at your desk or in your office. Also back up your files to an external hard drive that you keep somewhere else.

* Effort:
** transfer files once
** back up files to a hard drive monthly
* Requirements:
** a stable network
* Costs:
** network drive (NAS)
** additional hard drive
* Disadvantages:
** You might forget to take your hard drive to the other location.

<span id="Optie_2:_NAS_+_externe_server"></span>
==== Option 2: NAS + external server ====

The [[NAS]] connects to an external server and sends it a copy of the backup. Once an IT specialist has set it up, it requires less maintenance than you might think. It’s also not very expensive.

The costs compared with the amount of storage offered by cloud services. The external server replaces the external hard drive kept at another location. An IT specialist automates the backup process to the external server.

* Effort:
** a lot of configuration to begin with
* Requirements:
** a stable network
* Costs:
** network drive (NAS)
** annual server costs
** annual costs for the IT specialist who manages the server
** one-off cost to install the backup
* Disadvantages:
** If something goes wrong, you’ll need someone who understands the issues.

<span id="Optie_3:_NAS_+_Cloudopslag"></span>
==== Option 3: NAS + cloud storage ====

This is a variation on option 2, in which cloud storage replaces the external server. NAS software allows easy connection to a cloud storage service of your choice. This requires minimal setup, less than with the external server in Scenario 2. Cloud storage services designed specifically for backups focus on offering large amounts of storage at an affordable price, along with file versioning.

* Effort:
** low
* Requirements:
** a reliable network
* Costs:
** annual cloud storage costs
** network drive (NAS)
* Disadvantages:
** You’re handing over control.

'''Please note:''' Google Drive and Dropbox aren’t fully-fledged backup solutions. A colleague could still accidentally delete a file, which may be permanently lost in some cases. However, there are dedicated cloud services that focus on backups.

''Author: Joris Janssens, ([[PACKED vzw]]), Henk Vanstappen ([[PACKED vzw]]), Bert Lemmens ([[Meemoo, Vlaams instituut voor het archief|meemoo]]), Nastasia Vanderperren ([[Meemoo, Vlaams instituut voor het archief|meemoo]]) and Lode Scheers ([[Meemoo, Vlaams instituut voor het archief|meemoo]])''

[[Categorie:5. Digitaal bewaren/en]][[Categorie:Primaire Tools/en]]

Translations:Hoe maak je een back-up?/47/en

2026-11-02T09:21:03Z

Bart Magnus: Nieuwe pagina aangemaakt met 'Categorie:5. Digitaal bewaren/enCategorie:Primaire Tools/en'

[[Categorie:5. Digitaal bewaren/en]][[Categorie:Primaire Tools/en]]

Hoe maak je een back-up?/en

2026-11-02T09:21:00Z

Bart Magnus:

<languages />Something can always go wrong with your digital archive, which is why it’s important to make regular backups and keep them somewhere safe.<br>
In this tool, you’ll learn:
* Why is it important to make backups?
* Which principles should you follow when making backups?
* Where is the best place to keep your backups?
</blockquote>

[[Bestand:Serverruimte.jpg|right]]

A backup, or backup copy, is a copy of your files stored on a data storage medium (e.g. an external hard drive) or in the cloud. These copies are made as a precaution to protect important data and make it possible to restore it if the data on the original storage medium is lost or damaged. The term ‘backup’ is most often used for data on a computer’s hard drive. You can also back up data stored on other media, such as a SIM card or a database management system, and even non-digital records, such as an address book.

What can cause files to be damaged or lost?

* hardware failure, such as a faulty hard drive or failing electronics, for example because of a data centre outage;
* human error, such as accidentally deleting a file or editing it incorrectly;
* programming errors or bugs in the original software or an update;
* changes caused by malware, such as viruses, or deletions resulting from a cyberattack.

Everyone knows they should make backups, but many organisations still don’t have good backup copies. You can make good progress with a limited budget, level of knowledge and resources. As there’s no one-size-fits-all solution, this tool highlights some basic rules and principles, as well as pitfalls to avoid when developing a backup strategy.

<span id="Basisprincipes"></span>
== Basic principles ==

=== 3-2-1 of 3-2-1-1-0 ===
The 3-2-1 rule says that you should always have 3 copies of the same data (including the original), 2 of them on different storage media (minimal) and at least 1 in another location (offsite). This approach protects your data against loss caused by disasters (e.g. fire or flooding), hardware failures (e.g. a problem with the make of hard drive you use, or damage to the data centre where your backup is stored) or cyberattacks. If you store your data in three different places, you can be reasonably confident that at least one copy will survive a disaster.

The 3-2-1-1-0 method is the new best practice:
* 3: keep at least three copies of your data, in addition to the original. The chances of something going wrong with all three copies at the same time are low.
* 2: keep your backups on two different storage media.
* 1: keep at least 1 copy offsite, in another location. If you keep your backup in the same location (e.g. the same city), your data could be lost in a disaster such as a flood.
* 1: keep at least 1 copy offline, for example on an external hard drive. It’s strongly recommended that you keep one copy offline. If a hacker gains access to your infrastructure and data, they may be able to access every environment you’re connected to online. In the event of a ransomware attack, you can still access your data if you have a copy stored offline.
* 0: make sure you have a verified backup with no errors.

<span id="Centraliseer_je_bestanden"></span>
=== Centralise your files ===

Before you start backing up your files, it’s a good idea to bring them all together. At the same time, identify which files are important and which would be difficult to replace. Important, irreplaceable data needs the greatest care, while files that are easy to replace may not need to be backed up at all.

If you can’t centralise all your files, you’ll need to come up with several solutions. For example, you could have one backup strategy for files stored locally on staff computers and another for files on a central server or online workspace.

<span id="Bewaar_meerdere_versies"></span>
=== Keep multiple versions ===

If you find out that a file was deleted a week ago, yesterday’s backup won’t be much use. So, for example, make a backup every day, but also keep a backup from the previous week and the previous month.

If you make incremental backups, you don’t need to do this. An incremental backup starts with a full copy of all your data. After that, only new or changed files are added to the backup. This has the advantage of letting you trace a file’s history. You can see what it looked like the previous day or a month earlier. Windows Backup or Time Machine for macOS makes it easy to set up incremental backups on a network drive or external hard drive.

<span id="Regelmatig_en_automatisch"></span>
=== Regular and automatic ==

A fundamental problem with many everyday backup strategies is that they depend on users being meticulous. The strategy often consists of manually copying files to an external hard drive. The problem is that you have to actively manage the process: if you forget to copy your files, you won’t have a backup.

A good backup should therefore be ‘regular and automatic’. Regular means that it happens at set times (for example, at midnight) or at a set interval (for example, once a week). Regular backups ensure that there’s always a reasonably recent version of your data. After all, there’s little point in restoring a file to last month’s version if it was changed significantly last week and disappeared yesterday. The best option is to back up your data daily, depending on how often it changes.

As people aren’t usually very good at doing things ‘regularly’, the only practical way to achieve this is to automate the process using software. Most people are bound to forget now and then, and no one wants to have to run a backup manually at 1 am. That’s why most backups are made using specialist software that automates the process (and runs it regularly, often continuously). Human intervention is kept to a minimum: configuring the software and selecting the folders and files to back up.

=== Test and document ===
It’s important to document the recovery process, so you don’t waste time when disaster strikes. Create a document explaining where your files are and how to restore them. If necessary, also document how to reinstall all your software and reload your emails into your email programme.

'''Please note:''' regularly check that your backups are complete and test whether you can actually recover the data. At the very least, test a few files from time to time. If that works, you can rest easy.

<span id="Hoe_implementeer_je_deze_principes?"></span>
== How do you put these principles into practice? ==

There are several ways to put these principles into practice. We’ve outlined some of the most common scenarios.

<span id="Scenario_1:_Al_je_bestanden_zitten_in_de_cloud"></span>
=== Scenario 1: All your files are in the cloud ===

Google Drive and Dropbox aren’t full-fledged backup solutions. A colleague could still accidentally delete a file, which may be permanently lost in some cases. Files in the cloud therefore need to be backed up. This prevents you from losing files if they’re accidentally deleted or edited, or if they’re damaged.

Try to follow the 3-2-1 or 3-2-1-1-0 principle for files in the cloud too. Make sure files are stored in at least two different geographical locations, using different technologies. So don’t keep all your copies with a single cloud service. You should also keep a local copy on an external hard drive or network drive.

One way to make a local, offline backup is to sync your files to an external hard drive, for example using Google Drive for Desktop for Google Workspace or the Dropbox app. You can then use Windows Backup, Time Machine or another application to back up your files, so you always have an external copy.

There are also cloud services that back up other cloud services, such as [https://www.backupify.com/ Backupify], [https://spinbackup.com/ Spinbackup], [https://spanning.com/ Spanning]...

<span id="Scenario_2:_Al_je_bestanden_zitten_op_een_centrale_server/NAS_of_lokaal"></span>
=== Scenario 2: All your files are on a central server/NAS or stored locally ===

==== Option 1: NAS + take a hard drive home ====
A [[NAS]], or Network Attached Storage, is an external hard drive whose storage you make available to all the devices in your office or home via the local network or the internet. A NAS is also known as a network drive. You manage it through a browser.

Set up automatic backups to a network drive at your desk or in your office. Also back up your files to an external hard drive that you keep somewhere else.

* Effort:
** transfer files once
** back up files to a hard drive monthly
* Requirements:
** a stable network
* Costs:
** network drive (NAS)
** additional hard drive
* Disadvantages:
** You might forget to take your hard drive to the other location.

<span id="Optie_2:_NAS_+_externe_server"></span>
==== Option 2: NAS + external server ====

The [[NAS]] connects to an external server and sends it a copy of the backup. Once an IT specialist has set it up, it requires less maintenance than you might think. It’s also not very expensive.

The costs compared with the amount of storage offered by cloud services. The external server replaces the external hard drive kept at another location. An IT specialist automates the backup process to the external server.

* Effort:
** a lot of configuration to begin with
* Requirements:
** a stable network
* Costs:
** network drive (NAS)
** annual server costs
** annual costs for the IT specialist who manages the server
** one-off cost to install the backup
* Disadvantages:
** If something goes wrong, you’ll need someone who understands the issues.

<span id="Optie_3:_NAS_+_Cloudopslag"></span>
==== Option 3: NAS + cloud storage ====

This is a variation on option 2, in which cloud storage replaces the external server. NAS software allows easy connection to a cloud storage service of your choice. This requires minimal setup, less than with the external server in Scenario 2. Cloud storage services designed specifically for backups focus on offering large amounts of storage at an affordable price, along with file versioning.

* Effort:
** low
* Requirements:
** a reliable network
* Costs:
** annual cloud storage costs
** network drive (NAS)
* Disadvantages:
** You’re handing over control.

'''Please note:''' Google Drive and Dropbox aren’t fully-fledged backup solutions. A colleague could still accidentally delete a file, which may be permanently lost in some cases. However, there are dedicated cloud services that focus on backups.

''Author: Joris Janssens, ([[PACKED vzw]]), Henk Vanstappen ([[PACKED vzw]]), Bert Lemmens ([[Meemoo, Vlaams instituut voor het archief|meemoo]]), Nastasia Vanderperren ([[Meemoo, Vlaams instituut voor het archief|meemoo]]) and Lode Scheers ([[Meemoo, Vlaams instituut voor het archief|meemoo]])''

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[[Categorie:5. Digitaal bewaren]][[Categorie:Primaire Tools]]
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Translations:Hoe maak je een back-up?/27/en

2026-11-02T09:20:57Z

Bart Magnus:

''Author: Joris Janssens, ([[PACKED vzw]]), Henk Vanstappen ([[PACKED vzw]]), Bert Lemmens ([[Meemoo, Vlaams instituut voor het archief|meemoo]]), Nastasia Vanderperren ([[Meemoo, Vlaams instituut voor het archief|meemoo]]) and Lode Scheers ([[Meemoo, Vlaams instituut voor het archief|meemoo]])''

Hoe maak je een back-up?/en

2026-11-02T09:20:52Z

Bart Magnus:

2026-11-02T09:19:16Z

Bart Magnus:

==== Option 2: NAS + external server ====