The basic task of the State Archives is gathering archival materials such as: all kinds of files, documents, correspondence, financial, technical, statistic, cartographic and photographic documentation, as well as films, audio recordings or other documentation (e.g. electronic), which is important on account of their historical value, regardless of the way it was created, ownership form or the time when it was made. As a government institution, thanks to some administrative efforts, the Archives creates local and national level archival holdings (among others, by allowing for destroying documentation).
Archival materials are regularly repossessed (usually after 25 years) by the State Archives. In case of private institutions (political parties, social organizations, business entities), it is possible only when they are closed down or the owner decides to donor the materials to the Archives. The State Archives in Kalisz mainly bases on private people’s donations or purchase.
Since 2003 it has also been possible to transfer (for a fee) not archival documentation (limited storage period) connected with financial or personal data. It is the basis to issue work certificates and earnings needed to determine the pension or retirement level or initial capital.
Archival materials are stored perpetually, so it is very important to protect them well. The documents must be kept in good conditions, among others in appropriate temperature and humidity. The archival holdings are subject to prophylactic actions (i.e. removing the dust, which is a nutrient to microorganisms destroying paper, greasing the leather covers or placing the files in acid-free packaging). The conservative works are conducted in case of more destroyed documents. Another form of protecting the materials is microfilming and digitalization.
The archival materials are recorded and described by the workers. These works include documents segregation, cataloguing, giving the files archival reference number and making the list of inventory groups in an electronic form.
The archival holdings of the Archives are accessible for research purposes, as well as for office and private use, provided that the national and personal legally protected rights are not violated. It is possible to use the archival materials, catalogued goods and archival support (among others: archival holdings guides, indexes) only in the science laboratory. Using the archival materials and taking photos with own equipment is free of charge. The Archives can import microfilms from other archives of state-run institutions or make files reproduction (photo copy, scan, digital photograph) upon user’s application. This is, however, a payable service. In recent years, sharing archival materials in a digital form has become more important and popular: online (“Szukajwarchiwach” portal) or in the science laboratory.
The Archives workers search information in archival materials upon private people’s applications - Polish citizens as well as foreigners, and also for the needs of offices and institutions.
Scientific and educational work of the Archives is just as important. The institution conducts research on archive studies, publishes archival sources and supports and popularizes knowledge about archives and archival materials. The Archives organizes: lessons about archives for teenagers, competitions and exhibitions (stationary and circulating), meetings with family archivists, national - popular science conferences. It also publishes archival source editions, albums and exhibition catalogues.
