Everyone in the organization unit has access to its electronic archives, but archives of other units in the Defence Forces are not usually accessible. Paper records are also registered in the system, so one can establish their existence but obviously cannot see their contents. Paper documents are still regularly used in the Defence Forces when information is of personal or sensitive nature. Documents received from outside are always on paper. Some organization units scan at least some of their incoming paper records into the system.
Appraisal decision is made by the person who registers the record.
Records retained temporarily are kept only in electronic form. They are purged annually from the system and a list of purged records is printed out for the archives. Records that are to be preserved permanently, are printed out immediately after registration. For legal reasons these printouts are also signed manually. As was said earlier, the printout shows the change history of the record and a list of persons and organizations to whom it was sent.