The distinction between intermediate archives and permanent archives is fundamental in document management and electronic archiving. Below are the main differences.
Intermediate archives
- Definition: These are documents that are no longer used daily but must be kept for administrative, legal or evidential purposes.
Their frequency of use is low, but they may still be needed in case of audits, disputes or verification. - Retention period: Limited, defined by legislation, regulations or the organization’s internal policy (Administrative Retention Period, ARP).
At the end of this period, a final decision is made: destruction or transfer to permanent archives. - Value: Evidential, administrative or legal.
They serve to justify the rights, obligations or activities of the company or administration. - Access: Restricted to authorized persons, generally for specific needs (litigation, audits, etc.).
Permanent archives
- Definition: These are documents preserved indefinitely because of their historical, heritage, scientific or legal value.
They constitute the long‑term memory of the organization or of society. - Retention period: Unlimited.
Once classified as permanent archives, these documents cannot be destroyed. - Value: Heritage, historical or scientific.
They document the activity, decisions and history of the organization or community. - Access: Public or restricted depending on regulations.
The objective is long‑term preservation.
Comparison
| Criteria | Intermediate archives | Permanent archives |
| Use | Administrative, legal, evidential | Historical, heritage, scientific |
| Retention period | Limited (ARP) | Unlimited |
| Access | Restricted, authorized persons | Often public or access‑controlled |
| Final disposition | Destruction or transfer to permanent archives | Permanent preservation, not destructible |
| Examples | HR files, invoices, contracts before expiration | Founding acts, minutes, historical documents |
Key takeaway
- Intermediate archives: a transitional phase, temporary retention to meet obligations or mitigate risks, restricted access, final disposition after the ARP (destruction or permanent preservation).
- Permanent archives: long‑term preservation for memory and heritage, historical or scientific value, not destructible.
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