Tasks of the city archive

In order for the documents transferred to the city archive to be used, they must first be processed and their contents indexed. Documents come to the archive in a wide variety of forms. Administrative files are often filled with metal(e.g. paper clips and staples) and plastic(e.g. filing strips, transparent pockets). For reasons of preservation, these materials are removed and, if necessary, the files are reburied in envelopes suitable for archiving, which are acid-free and also protect the archive material from damage caused by mechanical impact. Digital documents may have to be converted into archivable formats so that they remain permanently usable. The aim of processing is to make the archive material ready for permanent storage, to protect it from any damage and to make it usable. The authenticity and integrity of the archive material must also be preserved and secured.

Processing is regularly carried out in the course of indexing, i.e. organizing and indexing the content of the archive material. Specifically, we record the relevant content-related and formal information and transfer this data into a finding aid that allows a targeted search for documents on a specific topic. The individual item is also given a shelfmark, which makes the archive item identifiable and usually also defines the storage location. A shelfmark consists of the archive name (abbreviation), the fonds (abbreviation) and the item number, e.g. StadtA OF (Stadtarchiv Offenbach am Main), A (Akten) 1053/4 (= Tätigkeitsbericht der Wasenmeisterei, 1894). The shelfmark can be used to order individual archive items for use in the reading room and, if used, can be cited in written works, for example. As part of the cataloging process, it is also determined when the archive material can be used. It must be checked whether archive records must be subject to retention periods due to the data they contain. There is a general protection period of 30 years after the document was created, personal protection periods (10 years after death, alternatively 100 years after birth, alternatively 60 years after creation) and protection periods for documents that are subject to special secrecy regulations(e.g. social secrecy) (60 years after creation). Archival records can only be made available for regular use after the established protection periods have expired. Restrictions based on condition and preservation are also possible. The Hessian Archives Act and our archive statutes regulate the protection periods, the possibility of shortening them in individual cases and all modalities of use.

In the future, this indexing data will be made available on arcinsys.hessen.de (opens in a new tab) on the Internet so that all interested parties can independently research the city archive's holdings to find out whether and which documents we have in the city archive that are of interest to them. We are currently still working with analog and digital finding aids that are only accessible internally. Therefore, you must currently send us a request if you have a possible interest in using the archive and we will then provide you with relevant archive material.

You can find information on a wide range of research topics in the city archive. Are you interested in a historical personality from Offenbach? Would you like to find out about local reconstruction after the Second World War? Does your family come from Offenbach and you would like to research your own ancestors? We can help you with this and other research into Offenbach's history.

At your request, we will provide you with verbal or written information and advise you in your search for suitable sources. Our library is also at your disposal for your research with literature on the history of the town and current specialist publications. You can consult both the sources and the literature in our reading room, provided that the state of preservation or other restrictions on use permit this. If required, we can also make copies or scans of the submitted documents for you.

The use of the reading room is free of charge. Further research(e.g. genealogical research) and other services - such as the creation of reproductions - may be subject to a fee. Information on this can be found in our fee schedule. The legal bases that define the use of the municipal archive are our archive statutes and the Hessian Archive Act.

The user groups of the city archive are diverse. Scientists and students, people interested in (local) history and family researchers, teachers and pupils and simply people who want to know more about Offenbach today, e.g. a park, a building, a company, a business, a person or the city's development and are looking for answers to their questions. Associations and initiatives, e.g. to clarify the fates of those persecuted and murdered under National Socialism or the history of the main railway station, can access the information in the city archive. However, the city administration itself also often requires information from the city archive, for example in the areas of urban development and urban planning, monument protection or the question of contaminated sites. (Probate) courts, federal and state authorities, but also commercial users complete the picture. Often, the use also involves documents that are important for legal security. For example, to prove a family relationship in order to claim an inheritance, for proof of citizenship or proof of pension entitlements. Securing legal rights for individuals and for the city as the archive authority is a task of the city archive whose importance is often underestimated. The range of user interests and topics is broad, as are the holdings of the city archive.

One of our statutory tasks is to contribute to the communication of the town's history. Unfortunately, we currently lack the human resources to design and organize our own exhibitions, lectures and other events. However, we support our colleagues at the museum and, on request, other cultural institutions in their work on the history of the city. An exhibition in the museum, for example, always includes a piece of archive work.

For smaller groups, we can also introduce the city archive and its holdings and provide a brief look "behind the scenes".

Archive education is another form of history education. Due to a lack of staff resources, we are unfortunately unable to offer our own programs. However, we are happy to support schools and educational institutions in their historical education work by offering accompanied school classes or groups the opportunity to make their lessons more tangible and relevant to Offenbach by working with suitable authentic sources. Interested teachers are welcome to contact us.

We would be happy to point out the exciting offers of our colleagues from the museum education department.