Archives in Poland - collection availability update at the State Archives
State archives in Poland consist of a large network of archives. Three of them have national coverage: the Central Archive of Historical Records, the Archive of New Records, and the National Digital Archive in Warsaw. There are also 29 regional archives with 45 branches. Regulated by Polish law, the archival institutions are responsible for creating collections, cataloging, storing, saving, and accessing documents. Upon request the offices issue scans and certified copies of the materials, if you need them for any legal or official proceedings. The online catalog szukajwarchiwach.gov.pl is quite comprehensive and it is the first step to search the archives and indexes and identify the resources you are looking for.
Upgrading Polish state archives
Currently, there is a strong drive to bring the Polish archives into the 21st century. Some offices are in serious need of refurbishment not only to adhere to the modern preservation requirements but also to meet the customers’ needs. A custom-made search engine helps to identify the archive materials, but it has naturally increased the demand for documentation. It is true that digital copies are being added daily, but most requests are simply calling records and flicking through the original. That causes a demand for more spacious reading rooms where a variety of materials such as files, microfilms, maps, sound recordings, or photographic materials can be viewed.
As some of the state offices are old and are not fit for purpose, the authorities received EU funding for modernization. It is great news that these cultural institutions will be nice and shiny, and the archive resources of Central and Eastern Europe will be made available in the right environment. However, before we can conduct our genealogy, property, or historical research using archival materials in a fancy building, we need to brace ourselves for some pain.
Which branches are affected?
Between 2025 and 2029, 27 national archives buildings in various parts of Poland will be affected. The announcements can be found on the website and social media. On top of the ongoing refurbishment in Katowice, the program will include the following:
- Archive of New Records;
- National Digital Archive (NAC);
- Central Archive of Historical Records;
- National Archives in Gdańsk – Gdynia branch;
- National Archives in Kalisz;
- National Archives in Kielce;
- National Archives in Opole (main building);
- National Archives in Płock;
- National Archives in Przemyśl;
- National Archives in Szczecin;
- National Archives in Toruń;
- National Archives in Warszawa – Otwock branch;
- National Archives in Wrocław (headquarters);
- National Archives in Wrocław (Jelenia Góra and Legnica branches).
What does it mean in practice?
Depending on the location, the level of disruption will vary. Some, for example in Opole (main building), they are packing all their collections of documents, move them to a temporary location, and once the building works are finished, move all archival resources back. That means months of packing, transporting, and unpacking. There is a possibility that some collections will be made available, but the details are not known at the moment.
What does it mean for genealogical research?
Disruptions and delays are to be expected. Although modern technology allows us to browse and view millions of registry books on-line, not everything has been digitized, and receiving information on e.g. death certificates still not in digital form may take longer than usual. Documents related to our ancestors in more obscure collections may not be available at all until the whole process is completed. People responsible for the project will no doubt make every effort to minimize the negative impact, but we must be prepared for the issues.
How my citizenship application may be affected?
Private persons pursuing their dream of obtaining a Polish passport based on their Polish heritage must submit extensive evidence proving the fact that their ancestors were Polish citizens. Digitized copies may be enough for a genealogist, but in this case, certified documents are needed. The registrations of birth, marriage, and death are some of the most popular documents, so access to them will likely be relatively easy. However, it is not always possible to locate the parish records, and then an extensive search related to Polish ancestry is required.
Applicants for German citizenship may also be affected, if their ancestors lived in Silesia, Wielkopolska or West Pommerania before 1945. Many records are kept by the Polish state archives in Wrocław (Breslau), Opole (Oppeln), Szczecin (Stetten) or Kalisz (Kalisch).
What to do?
Well, hurry! If you are planning to apply for citizenship in Poland or finally create your family tree, do not wait and conduct the research as soon as possible. If you are looking for help locally in Poland with your genealogy query or citizenship case, we are here to help!
Article for information purposes only.
Read more about genealogy in Poland and obtaining Polish citizenship.