Regulations

Art.1 Constitution and goals

The Historical Archive is set up to protect the Company’s identity and historical memory. Its documentary heritage shall be made available under the rules for consultation within the meaning of these Regulations. Such heritage includes paper, electronic and multimedia documents, as well as iconographic collections, objects and oral sources concerning the evolution of Istituto Nazionale delle Assicurazioni, that was formerly a state institute.

Art. 2   Structure

The Historical Archive shall house and enhance the Fonds created by the Head Office and branch offices, as well as the Fonds belonging to the institutes taken over by the Company or different bodies, families and individuals that have stored their documents or have been members of the organization or complementary to its business. All the Fonds shall count as one documentary heritage in compliance with the principle of provenance. The Head of the Historical Archive shall provide the rules for permanent conservation and shall be entitled to chair the Disposal Commission set up under Article 5.

Art. 3   Legal Status

The Historical Archive is a private archive that has been officially declared to be of noteworthy historical interest by a decree of Latium archival authorities dated 21st November 1992.

Art. 4   Tasks

The Historical Archive shall:

  • acquire the documents from the intermediate archive with a loading list. Records acquisition and retention shall concern the documents created by the entities under Article 2 in compliance with the archival rules on the protection of records integrity and authenticity, the principle of provenance and their context. Acquisition shall also refer to the activities performed to come into possession of:
    1. private archives created by personalities related to the Company’s business or concerning it
    2. oral and multimedia testimonies
    3. objects and iconographic materials related to the Company’s business.
  • make an inventory of – and if necessary reorganize – the holdings under international rules.
  • organize consulting services by regulating access to and use of the documentary heritage.
  • enhance the documentary heritage – also in agreement with other Generali Group areas – to provide further scientific insight of the sources. Activities shall include:
    1. the publication of inventories and other tools improving the use of document holdings
    2. the drawing up of regular reports on consultation and activities performed to the area manager, to be then disclosed to Latium archival authorities
    3. relations with the historical archives of all the Group companies to standardize Fonds complementary tools and to improve the use of the global documentary heritage
    4. the dissemination of activities targeting the internal staff and the public at large
    5. relations with national and international Authorities and Associations for field-specific cultural initiatives.
  • provide consultancy on current filing and, more specifically, shall:
    1. supervise on the correct transfer of documents under its competence
    2. cooperate to identify the Management Handbook criteria
    3. update the records schedule including the relevant regulations, in cooperation with other Group and internal areas if necessary. It shall also manage the procedure to obtain the relevant approvals by the Latium archival authorities
    4. provide technical assistance to departments upon request in the field of records retention, filing, disposal and indexing.
Art. 5   Disposal Commission

A Disposal Commission consisting of the Head of the Historical Archive, a representative of Human Resources and the Head of warehouse management shall be set up. The Commission shall have an ordinary meeting every year to review the disposal proposals submitted by the various departments and shall verify their consistency with the records schedule. Based on the relevant regulations, it shall submit a global disposal request to the Latium archival authorities for approval.