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RESOLUTION OF THE MINISTRY OF JUSTICE OF THE REPUBLIC OF BELARUS

of October 8, 2021 No. 190

About work with documents in electronic form in the Public Records Offices

(as amended of the Resolution of the Ministry of Justice of the Republic of Belarus of 31.08.2022 No. 120)

Based on part seven of Article 18-1 and part two of article 28 of the Law of the Republic of Belarus of November 25, 2011 No. 323-Z "About archiving and clerical work", the paragraph of the eleventh subitem 6.30 of Item 6, parts one of Item 11 of the Regulations on the Ministry of Justice of the Republic of Belarus approved by the resolution of Council of Ministers of the Republic of Belarus of October 31, 2001 No. 1605, the Ministry of Justice of the Republic of Belarus DECIDES:

1. Approve Rules of work with documents in electronic form in the Public Records Offices (are applied).

2. This resolution becomes effective after its official publication. 

Minister

O. L. Slizhevsky

It is approved

Operational analytical center in case of the President of the Republic of Belarus

 

Brest regional executive committee

 

Vitebsk regional executive committee

 

Gomel regional executive committee

 

Grodno regional executive committee

 

Minsk regional executive committee

 

Mogilev regional executive committee

 

Minsk city executive committee

 

 

Approved by the Resolution of the Ministry of Justice of the Republic of Belarus of October 8, 2021 No. 190

Rules of work with documents in electronic form in the Public Records Offices

Chapter 1. General provisions

1. These rules establish operating procedure with documents in electronic form, including with electronic documents, in the Public Records Offices with use of information system of archive of electronic documents of National Archive Fund of the Republic of Belarus (further – the IC AED) and automated information system of the Public Records Offices (further – AIS of archive).

2. For the purposes of these rules terms in the values determined in the Law of the Republic of Belarus of December 28, 2009 No. 113-Z "About the electronic document and the electronic digital signature", the Law of the Republic of Belarus "About archiving and clerical work", Rules of work with documents in electronic form in archives of state bodies, other organizations approved by the resolution of the Ministry of Justice of the Republic of Belarus of February 6, 2019 No. 20 are applied.

3. In the Public Records Office the unity of information on sources of completing of the Public Records Office (further – completing sources) and archive funds irrespective of carrier type in the course of information exchange of the IC AED and AIS of archive is provided.

4. The Public Records Office in the IC AED performs the following functions:

documents acceptance in electronic form, the state bodies and other organizations which are formed in the course of activities (further if other is not determined, – the organizations);

ensuring safety of documents in electronic form;

accounting of documents in electronic form;

use of documents in electronic form.

Chapter 2. Completing of the Public Records Office documents in electronic form, procedure for their transfer to the Public Records Office

5. Completing of the Public Records Office documents in electronic form is performed by systematic replenishment of the Public Records Office by documents in electronic form according to its profile.

Completing of the Public Records Office documents in electronic form includes:

determination of sources of completing;

determination of structure of the documents in electronic form which are subject to acceptance;

reception-transmission of documents in electronic form.

6. Determination of sources of completing of the Public Records Office, structure of the documents in electronic form which are subject to acceptance and acceptance forms, conducting examination of value of documents in electronic form, organizational and methodical management of archives of the organizations for acceptance, storage, accounting and use of documents in electronic form in clerical work are performed according to general requirements of the legislation in the field of archiving and clerical work.

7. In the Public Records Office the list of the organizations transferring documents in electronic form for permanent storage is created and kept.

8. The Public Records Office accepts on permanent storage documents in electronic form of the state part of National Archive Fund of the Republic of Belarus after the expiration of the terms of their temporary storage established by the legislation in the field of archiving and clerical work.

Change of fixed terms of temporary storage of electronic cases (prolongation of storage durations of electronic cases or their transfer to the Public Records Office before the expiration of terms of temporary storage) is performed according to the procedure, established by the legislation in the field of archiving and clerical work.

9. Transfer and acceptance of electronic cases on permanent storage is performed according to the schedule of transfer of electronic cases on permanent storage. The schedule of transfer of electronic cases on permanent storage is constituted by the Public Records Office together with archives of the organizations which are completing sources, after receipt of the approved inventories of electronic cases of permanent storage in the Public Records Office.

The Public Records Office informs the organizations which are completing sources on date and transmission time of documents in electronic form for permanent storage according to format of data exchange of information systems of archives of the organizations which are completing sources with the IC AED (further – exchange format).

10. The organizations which are completing sources approve the used formats of the document files in electronic form transferred on permanent storage with the Public Records Office which completing source they are.

11. Electronic cases arrive on permanent storage according to the inventories of electronic cases of permanent storage constituted in form according to appendix 1.

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