Document filing at DTU
As a public institution, DTU is required to document handling and file all documents of historical, legal, or administrative significance in accordance with the following laws:
- The Public Administration Act's (Forvaltningsloven) requirement for citizens' right of access to documents in cases creates a need to be able to document case procedures.
- The Act on Public Access to Information in Public Administration (Lov om offentlighed i forvaltningen) is intended to ensure the public's right of access to the public administration's administrative case processing.
You are responsible for filing your documents
As a DTU employee, you are responsible for filing your documents within a case. A case may consist of a collection of documents that describe how a task was completed and the basis on which decisions were made.
The National Archives has asked DTU to ensure the data quality of our filed documents. Therefore, selected cases and documents are reviewed locally by individual units every six months.
All documents of historical, judicial or administrative importance must be filed with a meaningful title so they can be retrieved later. This includes:
- Documents that make DTU legally or financially committed.
- Information, decisions, and agreements that document a case process.
- Enquiries from/to external companies, authorities, and organizations.
- Documentation that DTU needs to retrieve, e.g., minutes of decision and recommendations.
Examples of documents:
- Received and sent emails
- Self-produced documents such as financial reports, minutes, recommendations, and decisions
- Paper mail (must be scanned)
Examples of administrative case areas:
- Research project applications and grants
- Personnel management
- Patents
- Research-based consultancy
- Student administration
- Official hearings
- Financial reporting
- Supplier contracts
- Construction and renovation projects
- Educational collaborations
- Complaint cases
Before filing, you must know which case type to file under:
- General case: Covers all cases related to general case processing.
- GDPR case: Documentation about a specific dataset, e.g., records, checklists, data processor agreements, information texts.
- Research case: Used for all research projects.
- Student case: Created for each student and contains relevant documents about the study relationship, e.g., credit transfers. Can only be created by AUS.
- PhD case: Used for PhD students and can only be created by the PhD Office in Corporate HR.
- Legal case: Created for legal matters and can only be created by AFRI.
- Patent case: Used for patents and can only be created by DTU Legal & Tech Transfer in AFRI.
- Financial audit case: Used in connection with audits.
Read more here about how to create the different case types.