Experience

ANTWERP | Better storage of old documents and better service in Central Archives

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Since Monday 17 February 2025, the non-public archives, which were previously spread across various districts of Antwerp, are being managed in the Central Archives in Merksem. The archive collects no less than 2.5 million paper personal records and 185 linear metres of population registers and civil status books.

Like all other local authorities, the City of Antwerp is responsible for the high-quality storage and management of administrative documents. The archives of non-public population and civil status documents were spread across various districts and were located in spaces that were not suitable for this purpose. 

From now on, the Central Archives in Merksem will store the archives in a specially equipped room. In this room, the humidity and temperature are regulated and direct sunlight is shielded by panels.

The centralisation also ensures better service in all areas. Searches run more smoothly, books are stored correctly and GDPR privacy is better managed.

The archive

The archive consists of population registers and civil status books. Local authorities must include all residents in the population registers. The registers of the City of Antwerp have been kept since 1910. 

From 1947, most districts of Antwerp switched to index cards or personal files, and in the 1980s they switched to digital registration when the national register was created. Not all information from the population registers and index cards has been digitised, which means that searches in the archive are still carried out.

In the civil status books, the City of Antwerp kept, among other things, birth and marriage certificates before digitisation.

Alderman for Counters and Decentralisation Ken Casier (N-VA): “After thorough maintenance and inventory, no fewer than 2.5 million paper personal files from the period 1947-1990 and 185 linear meters of population registers and civil status books from before 1947 have been collected in the Central Archives in Merksem. These non-public documents are stored there under the right climatological conditions and can be consulted by the competent services. This operation results in a major efficiency gain in the processing of personal data. At the same time, it cherishes a tangible memento of all those who used to live in our city and districts.” 

Approach

The ‘Central Archive’ project started in the autumn of 2023. In the district house of Merksem, the offices, originally temporary police stations and part of the counter hall, were adapted and renovated. Thanks to these adaptations, the space meets all the requirements for optimally preserving the archive. The archives of the various locations were restored and treated before they were moved to Merksem.

The relocation of the various archives, spread across various districts, took place in collaboration with Werkhaven, Felixarchief, the library staff service, AG Vespa and the Den Bell facility service.

Some statistics:

  • Approximately 2,500,000 index cards, personal files, were packed in boxes of 1,250;
  • 2,976 population books and 1,080 population registers were collected;
  • 185 linear metres of archive books.

On the look of Antwerp

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