of August 31, 2022 No. 119
About approval of Rules of work of the Public Records Offices
Based on 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" and the paragraph of the sixth subitem 6.30 of Item 6 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 of the Public Records Offices (are applied).
2. Recognize invalid:
the resolution of Committee on archives and clerical work under Council of Ministers of the Republic of Belarus of November 25, 2005 No. 7 "About approval of Rules of work of the Public Records Offices of the Republic of Belarus";
the resolution of Committee on archives and clerical work under Council of Ministers of the Republic of Belarus of March 1, 2006 No. 2 "About entering of amendment into Rules of work of the Public Records Offices of the Republic of Belarus";
the resolution of the Ministry of Justice of the Republic of Belarus of June 19, 2007 No. 40 "About entering of amendment into Rules of work of the Public Records Offices of the Republic of Belarus";
the resolution of the Ministry of Justice of the Republic of Belarus of May 24, 2012 No. 133 "About approval of the Instruction about procedure for use of archive documents in reading rooms of the Public Records Offices of the Republic of Belarus";
the resolution of the Ministry of Justice of the Republic of Belarus of May 24, 2012 No. 142 "About modification and amendments in the resolution of Committee on archives and clerical work under Council of Ministers of the Republic of Belarus of November 25, 2005 No. 7 and recognition of the voided resolution of the State committee on archives and clerical work of the Republic of Belarus of March 17, 2000 No. 11";
the resolution of the Ministry of Justice of the Republic of Belarus of April 12, 2013 No. 59 "About introduction of amendments to the resolution of Committee on archives and clerical work under Council of Ministers of the Republic of Belarus of November 25, 2005 No. 7 and the resolution of the Ministry of Justice of the Republic of Belarus of May 24, 2012 No. 133";
the resolution of the Ministry of Justice of the Republic of Belarus of August 13, 2015 No. 150 "About modification and amendments in the resolution of Committee on archives and clerical work under Council of Ministers of the Republic of Belarus of November 25, 2005 No. 7";
the resolution of the Ministry of Justice of the Republic of Belarus of July 12, 2017 No. 138 "About introduction of amendments to the resolution of Committee on archives and clerical work under Council of Ministers of the Republic of Belarus of November 25, 2005 No. 7".
3. This resolution becomes effective since October 27, 2022.
|
Minister |
S. N. Homenko |
Approved by the Resolution of the Ministry of Justice of the Republic of Belarus of August 31, 2022 No. 119
1. These rules are established:
operating procedure of the Public Records Offices (further, unless otherwise specified, – archive);
the single requirements imposed to activities of the archives storing archive documents on papers;
procedure for use of the documents which are stored in the Public Records Offices, territorial (city or district) archives.
2. For the purposes of these rules terms are used in the values provided in the Law of the Republic of Belarus "About archiving and clerical work" (further – the Law).
3. Regarding the organization of planning and the reporting, labor organization, scientific and methodical work, printing activities, work with managerial documentation these rules extend to the archives storing scientific and technical and audiovisual documentation.
4. Features of work of archives with scientific and technical, audiovisual and electronic documentation regarding accumulating, storage, accounting and use of archive documents are regulated by the Rules of work with scientific and technical documentation in the Public Records Offices approved by the resolution of the Ministry of Justice of the Republic of Belarus of March 14, 2007 No. 14, Rules of work of the Public Records Offices with film, photo, phono - and the video documents approved by the resolution of the Ministry of Justice of the Republic of Belarus of April 9, 2007 No. 27, Rules of work with the documents in electronic form in the Public Records Offices approved by the resolution of the Ministry of Justice of the Republic of Belarus of October 8, 2021 No. 190.
5. The archive according to procedure, the stipulated in Clause 12 Laws, and also these rules, performs completing, ensuring safety, accounting, creation and maintaining explanatory notes (further, unless otherwise specified, – NSA), and also use of archive documents, including by means of automated information system of the Public Records Office (further, unless otherwise specified, – AIS of archive).
6. The archive is the public institution financed from republican and local budgets, and also means received from the bringing income of activities, and other sources which are not prohibited by the legislation. The archive performs the functions in interaction with state bodies, scientific, cultural and other organizations, public associations, and also citizens.
7. The documents which are stored in archives are historical and cultural property of the Belarusian people and are only in property of the state, except for the documents transferred to these archives based on the agreement of storage.
8. The archive performs competences on ownership, use and the order of the documents of the state part of National Archive Fund of the Republic of Belarus which are stored in it (further – NAF), performs their permanent accumulating, storage in the mode of protection and use providing integrity of historically developed archive complexes and their availability to users.
On the basis of the single scientific and methodical principles the archive performs documents acceptance on storage, ensures their safety, records, creates and enhances explanatory notes, provides conditions for use of archive documents by legal entities and physical persons, performs information servicing of state bodies, other organizations (further, unless otherwise specified, – the organizations), the satisfaction of information needs and constitutional rights of citizens, and also performs use of archive documents for the benefit of citizens, societies and the states.
9. Archival management is understood as the organization of activities for accomplishment by workers of tasks and functions of archive.
10. Heads archive and the director directs its activities. It provides accomplishment of the tasks assigned to archive, distributes obligations between the deputies.
In archive as scientific advisory bodies are created:
directorate for joint discussion of the main questions of activities. Regulations on directorate and its structure affirm the director of archive. Decisions of directorate become effective after approval of the minutes by the director of archive;
the expert and methodical commission (further – EMK) for consideration of questions of examination of value (further, unless otherwise specified, – ETs) documents, scientific and methodical ensuring activities of archive. Decisions of EMK become effective after approval of the minutes of EMK by the director of archive.
11. In archive as scientific advisory body, with involvement of representatives of other organizations and scientific community, the academic council for joint consideration of questions of research and printing work can be created. Regulations on the academic council and its structure affirm the director of archive.
In case of need in archive other scientific advisory bodies can be created. Regulations on them and their structures affirm the director of archive.
12. Work planning is performed by archive independently on the basis of the analysis of results of activities, perspective plans of development of archiving, instructions and recommendations of Department about archives and clerical work of the Ministry of Justice (further – Department) and (or) structural divisions on archives and clerical work regional (Minsk city) executive committees.
13. Work on planning and control over the implementation of plan targets, preparation of reporting documents will be organized by the director of archive or its deputy.
14. Planned documentation of archive is constituted for year taking into account indicators of the appropriate state program. According to perspective plans of development of archiving, and also on own initiative in archive other work plans or developments of the separate directions it activities can be developed.
In case of work planning for year the priority directions, work types are determined, I will eat around them also contractors, regular, financial and material opportunities are considered, issues of coordination of activities of structural divisions of archive are resolved.
15. Planned documentation of archive for year consists from:
the main indicators of activities of the public archive institution (further – GAU) created in software module "Indicators of activities of GAU" of AIS of archive;
the explanatory note to planned main targets of activities in which types and amount of planned activities are proved and concretized the main organizational and methodical actions, terms and contractors are specified.
Types and amount of paid works and services join in work plans of archive for year.
Republican archives in addition represent to Department:
plan of organizational actions;
plan of research and methodical work;
work plan EMK.
The structure of the additional information provided regional (The Minsk city) and zone archives, is determined by the relevant structural divisions by archives and clerical work regional (The Minsk city) executive committees.
16. Summary planned documentation of structural divisions on archives and clerical work regional (The Minsk city) executive committees for year consists from:
the summary main indicators of activities created in software module "Summary indicators of activities of GAU" of the Summary automated information system of the Public Records Offices;
the explanatory note to planned summary main targets of the activities constituted based on explanatory notes regional (The Minsk city) and zone archives;
plan of the main actions of structural division for archives and clerical work regional (The Minsk city) executive committees.
17. Control over the implementation of work plans of archive for year and quality of work is performed by management of archive.
18. Reporting documentation of archive consists from:
the main indicators of activities created in software module "Indicators of activities of GAU" of AIS of archive in quarter, half-year, nine months, in year;
the explanatory note to reporting main indicators of activities in which the short analysis of the main results of work is given, to effectiveness of the held organizational and methodical events;
passports of the public archive institution as of January 1 of the year following reporting.
Regional (The Minsk city) and zone archives provide passports of the public archive institution at the same time in structural divisions on archives and clerical work regional (The Minsk city) executive committees and in Department.
19. Summary reporting documentation of structural divisions on archives and clerical work regional (The Minsk city) executive committees consists from:
the summary main indicators of activities created in software module "Summary indicators of activities of GAU" of Summary AIS of archive in quarter, half-year, nine months, in year;
the explanatory note to reporting summary main indicators of the activities constituted based on explanatory notes regional (The Minsk city) and zone archives;
report on accomplishment of the plan of the main actions of structural division on archives and clerical work regional (The Minsk city) executive committees.
20. Completing of archive represents systematic replenishment of archive documents NAF according to its profile. It is necessary to understand the structure of documents established for each archive determining its specialization according to signs of classification of documents NAF as profile of archive. The main objective of completing of archive is the most complete concentration of the documents relating to profile of archive.
Completing of archive includes:
determination of sources of completing;
determination of structure of the documents which are subject to acceptance;
reception-transmission of documents in archive.
21. Sources of completing of archive (fondoobrazovatel) are legal entities and physical persons in which activities the documents NAF which are subject to transfer on permanent storage to archives are formed.
Determination of sources of completing of archive (further, unless otherwise specified, – fondoobrazovatel) – legal entities is performed based on the following main criteria:
functional purpose of the organization-fondoobrazovatelya;
organization type;
level of the organization;
completeness of reflection of information on organization activity in archive funds of other organizations;
completeness of documentation;
special role among other homogeneous organizations;
activities scale;
information saturation;
scientific historical value of documents.
The archive keeps the list of physical persons – sources of completing of archive. Reference of physical persons to number of sources of completing is performed based on the following criteria:
roles of fondoobrazovatel in the state activities, in development of science, culture and in other areas of public life;
roles of fondoobrazovatel as participant, witness of considerable events in life of society;
family, friendly and creative relations of fondoobrazovatel;
structure and contents of the documents collected by physical person.
22. Completing of archive is performed according to lists of legal entities and physical persons – sources of completing of archive.
The archive constitutes the list of the organizations – sources of completing of archive (further – the list No. 1) and the list of the organizations which are potential sources of completing of archive (further – the list No. 2).
Inclusion of the organizations in the list No. 1 or in the list No. 2 is preceded by their inspection by the employee (curator) of archive. Results of inspection are generalized in the conclusion about reference of the organization to number of sources of completing of archive in form according to appendix 1. Based on the conclusions drafts of lists No. 1 and 2 are constituted. Drafts of lists are considered at meetings of EMK of archive and are in accordance with the established procedure submitted for approval with the Central expert and methodical commission (further – TsEMK) Department. Regional (The Minsk city) and zone archives approve previously drafts of lists with expert survey board (further – EPK) structural division on archives and clerical work regional (Minsk city) executive committees. The approved lists No. 1 and 2 affirm the director of archive.
Work on refining of lists No. 1 and 2 is carried out systematically and assumes regular control of creation, reorganization, liquidation of the organizations. Changes and amendments to lists No. 1 and 2 annually are generalized and considered at meetings of EMK of archive (republican archives) or EMK of archive and EPK of structural division on archives and clerical work regional (The Minsk city) executive committees (regional and zone archives). Lists of sources of completing of archive peresostavlyatsya once in five years.
The list of physical persons – sources of completing of archive is kept in the form established in archive. The list of physical persons – sources of completing of archive which personal funds are included in structure of NAF is approved by EMK of archive once a year and affirms the director of archive.
23. The approximate structure of the documents which are subject to acceptance in archive is determined by the list of standard documents with indication of storage durations, lists of the documents which are formed in the course of activities of state bodies, other state organizations and subordinated to them (which are part, system) the bodies and (or) the organizations, with indication of storage durations (further – the departmental list of documents with indication of storage durations), and also lists of the documents which are formed in the course of activities of the non-state organizations and subordinated to them (which are part, system) the organizations, with indication of storage durations, nomenclatures of cases of the organization. The structure of documents serves one of the bases for the choice of the most rational form of acceptance.
24. Documents of the organizations – sources of completing of archive can arrive in archive completely or selectively.
In case of complete acceptance in archive all documents of the specific organization – source of completing of complete acceptance arrive.
In case of group form of selective acceptance in archive all documents from the separate organizations of certain type (group) of sources of completing of group selective acceptance arrive.
In case of povidovy form of selective acceptance in archive part of documents from among other organizations which are not repeating in funds, from the specific organization – source of completing of povidovy selective acceptance arrives.
25. Completing of archive the documents NAF which appeared outside the Republic of Belarus, and also the documents of foreign origin having historical, scientific, social, economic, political or cultural value for the Republic of Belarus assumes:
detection of the archive and published data on the specified documents abroad;
creation of lists of documents, funds, the collections corresponding to profile of archive;
studying of circumstances of hit abroad the archive documents created in the territory of Belarus;
preparation of the scientific publications containing information on archive documents on history of Belarus, which are stored outside the republic;
implementation of work on equivalent exchange of copies of archive documents with the foreign organizations and archive agencies of foreign countries according to the signed international treaties;
acceptance on permanent storage of originals of documents or copies as the originals received from abroad within interstate or other agreements.
26. Examination of value of documents – determination of historical, scientific, social, economic, political or cultural value and practical importance of documents for the purpose of establishment of terms of their storage and selection for permanent storage. Expertize of value of documents in archive is carried out:
in case of receipt of documents in the disorder condition;
in case of conversion of inventories of the cases postponed in archive after 1991;
for the purpose of removal of doublet and other documents. If the documents which are stored in archive are created till 1991, then inventories on them can be processed only for the purpose of refining of headings of cases, the cipher, the historical and archive help and so on. At the same time the original version of the inventory in case of creation of the new inventory shall be saved as historical source of the Soviet period (if only single sheets in the inventory change, then old sheets of the inventory remain too). Thus, entering into the inventory of changes or its conversion, but without destruction from it of documents or single sheets is allowed;
by optimization of structure of the funds (groups of the funds) postponed in archive after 1991 and containing significant amount of doublet and invaluable documents (target examination). At the same time the approach provided by the paragraph third this Item is applied.
27. Expertize of value of documents is carried out on the basis of the principles of historicism, complexity and comprehensiveness, and also assessment of documents according to criteria of origin, content and external features.
Treat criteria of origin:
role and the place of the organization in system of public administration and (or) functioning of specific industry (system), the importance of the functions performed by it;
role and value of physical person in the state activities, in development of science, culture and in other areas of public life;
time and place of formation of the document.
Treat criteria of content:
the importance of the event reflected in the document;
value of information containing in the document;
recurrence of information of the document in other documents;
type and kind of the document.
Treat criteria of external features of the document:
authenticity of the document;
legal reliability of the document (availability of signatures, dates, seals);
availability of resolutions, dung;
features of transfer of the text of the document;
features of material basis of the document;
physical condition of the document.
28. Examination of value of documents is performed in the following procedure:
The department determines the principles and criteria of forming of NAF, structure of the documents relating to NAF, storage durations of documents, approves lists of standard documents with indication of storage durations and acts of selection to destruction of documents and cases from funds of the republican archives postponed after 1991 approves departmental lists of documents with indication of storage durations, approximate and standard nomenclatures of cases, resolves matters of argument on selection of documents for storage or their destruction;
structural divisions regional (The Minsk city) executive committees determine structure of the documents relating to NAF and which are subject to storage in the relevant archives by archives and clerical work, approve inventories of cases of permanent storage and acts of selection to destruction of documents and cases from funds of the regional and zone archives postponed after 1991 approve inventories of cases on staff and temporary (over 10 years) storages, approximate nomenclatures of cases and the nomenclature of cases of the organizations – sources of completing of archives, resolve within the competence matters of argument on selection of documents for permanent storage;
the archive will organize selection and timely acceptance on permanent document storage of the organizations – completing sources, considers lists of funds which documents are subject to examination of value, carries out in accordance with the established procedure expertize of value of documents, considers the constituted, processed inventories of the cases which are stored in archive, acts of selection to destruction of documents from the funds of archive postponed after 1991, the inventory of cases of the organizations – completing sources, approves lists of the documents NAF which are formed in the course of activities of the non-state organizations and subordinated to them (which are part, system) the organizations, with indication of storage durations.
29. The organizational and methodical management and control of conducting examination of value of documents are exercised by TsEMK of Department, EPK of structural division on archives and clerical work regional (The Minsk city) executive committees and EMK of archives.
30. When conducting examination of value of documents archives are guided by decisions of TsEMK of Department, EPK of structural divisions on archives and clerical work regional (The Minsk city) executive committees, EMK of archives, lists of standard documents with indication of storage durations, departmental lists of documents with indication of storage durations, and also lists of the documents which are formed in the course of activities of the non-state organizations and subordinated to them (which are part, system) the organizations, with indication of storage durations, the nomenclatures of cases, explanatory notes of archive published by historical sources and handbooks.
31. Examination of value of documents begins with studying of history of fondoobrazovatel and fund, structure and contents of documents.
32. During examination of value of documents each case is subject to sheet viewing. At the same time documents of temporary storage are withdrawn. Documents which storage duration expired are selected to destruction.
The archive documents postponed in archives till 1991 are not liable to destruction.
By results of examination of value of documents by archive inventories of cases and explanatory notes to them, acts of selection to destruction of the documents and cases which are not subject to storage are constituted. Acts of selection to destruction of the documents and cases which are not subject to storage are submited also approval of EMK of archive along with inventories of cases of permanent storage and on staff. After approval acts of selection to destruction of the documents and cases which are not subject to storage affirm the director of archive and TsEMK of Department and (or) EPK of structural division on archives and clerical work regional (The Minsk city) executive committees affirm. Inventories of cases of permanent storage affirm EPK of structural division on archives and clerical work regional (The Minsk city) executive committees, EMK of republican archive.
The documents which are liable to destruction are struck off the register. The documents selected to destruction and included in the act are transferred to the organizations knowing procurement of secondary raw materials. Use of these documents for economic needs is forbidden. Delivery of documents is drawn up by acceptance delivery note. Date of delivery and number of delivery note are specified in the act.
33. The archive accepts on permanent storage documents of the state part of NAF no later than the expiration of the terms determined by article 20 of the Law.
34. Works (service) connected with preparation and document transfer on permanent storage (transportation, production of boxes and so forth) are carried out at the expense of means of state bodies, other organizations, individual entrepreneurs, representative offices of the foreign organizations which transfer them, taking into account the requirements stated in Items 102, of 118 these rules.
35. Cases are accepted in archive poyedinichno according to inventories. On all copies of inventories marks about documents acceptance in archive become. Together with cases in archive three copies of the inventory of cases of permanent storage are accepted, one copy of the inventory put in electronic form and four copies of the historical and archive help to fund. One copy of the inventory and the historical and archive help remains in the organization-fondoobrazovatele.
36. Documents acceptance is drawn up by the delivery-acceptance certificate of documents and cases on permanent storage. The delivery-acceptance certificate of documents and cases on permanent storage is constituted in duplicate, one of which remains in the organization-fondoobrazovatele.
37. If in case of acceptance on permanent storage it is revealed that any documents did not join in the inventory, then the help about the reasons of their absence is constituted. Absence reasons of the specified documents make a reservation in the help about lack of documents and in the historical and archive help to fund.
If in case of acceptance loss of documents of permanent storage is revealed, then the statement of nondetection of documents and cases which ways of search are exhausted is drawn up. The organization transferring documents shall take measures to their search. The lost authentic documents can be replaced with their copies.
In case of detection of discrepancies between final entry in the inventory and the actual availability of the accepted cases in the inventory new final entry is made. Numbers of the absent cases are specified in the delivery-acceptance certificate of cases permanent storage in the column "Note".
38. The non-state organizations transfer the documents for storage to archive in terms and on the conditions stated in the relevant agreement providing transfer of property on documents to the state.
39. Documents of representations of the Republic of Belarus under the international organizations, interstate educations which participant is the Republic of Belarus, are transferred to storage to archives if other is not provided by international treaties of the Republic of Belarus.
40. In case of liquidation of the organization which is source of completing of archive, the archive documents formed in its activities completed and not completed by clerical work of case of permanent storage are transferred to archive, and the cases of temporary storage completed and not completed by clerical work, including on staff, – in territorial (city or district) archive of local executive and administrative organ (further – territorial (city or district) archive) or archive of superior organization (archive of the founder (participant)).
In case of liquidation of the organization included in the list No. 2, in the archive documents formed in its activities completed and not completed by clerical work of case of permanent storage at the request of management of the organization and in coordination with management of archive can be transferred to permanent storage.
41. By reorganization of the organization the archive documents formed in its activities completed and not completed by clerical work of case are transferred to the legal successor.
By reorganization of the state organization in the form of conversion to the organization of other pattern of ownership its archive documents, and also being stored in structural divisions of the organization the cases of permanent storage completed by clerical work are transferred to archive, and archive documents and also which are stored in structural divisions of case with unexpired terms of temporary storage including on staff, – in territorial (city or in district) archive or archive of superior organization (archive of the founder (participant)).
42. Receipt in archive of the unprocessed documents is possible owing to emergence of the emergency situations which entailed documents acceptance with unexpired terms of temporary storage.
43. The archive performs acceptance on document storage, formed throughout life of physical person (his family, the sort) carried to structure of NAF.
Documents of personal origin arrive in archive:
according to the gift agreement;
according to the will;
according to the purchase and sale agreement;
by a court decision about withdrawal illegally the appropriated documents, recognition of documents ownerless;
in other ways which are not contradicting the legislation.
In case of the death of the physical person who is source of completing of archive and in the absence of heirs at it documents of physical person are transferred to archive.
44. The archive performs initiative document retrieval, identification of sources of completing of archive documents of personal origin and their accounting. All data on such documents are entered in accounting card of personal fund for form according to appendix 2.
45. On the storage location of documents of personal origin their print preview as a result of which the expert constitutes the conclusion about the value of documents is made. The employee of archive or the owner of documents constitutes the delivery inventory.
In case of the conclusion of the purchase and sale agreement the draft of the rastsenochny inventory with indication of the cost of documents is constituted.
Documents acceptance of personal origin in archive is performed based on the decision of EMK by results of consideration of the delivery or rastsenochny inventory and the expert opinion, and the delivery-acceptance certificate of documents of personal origin for permanent storage is drawn up.
46. In case of failure in acceptance or acquisition of documents by archive, and also in case of return of part of documents after conducting examination of value the statement of return of documents to the owner in duplicate is drawn up. One copy of the act remains in archive, another together with documents is given to the owner.
46-1. In case of introduction of extraordinary or military provisions, emergence of emergency situations, military threats archives provide acceptance of separate categories of documents of the evacuated state bodies which are sources of completing of archives, according to the procedure, determined by Chapter 41 of Rules of work of archives of the state bodies and other organizations approved by the resolution of the Ministry of Justice of the Republic of Belarus of May 24, 2012 No. 143.
46-2. In archives the order of the director creates groups:
on documents acceptance;
on liquidation of documents in case of threat of capture of confidential cases (in the presence of division on protection of the state secrets).
46-3. Documents acceptance is performed according to schedules of documents acceptance. For this time archives are transferred to two-shift operation mode.
47. Distribution of documents between archives, determination of profile of archive, transfer of archive funds, their parts and separate cases from one archive in another are performed based on the decision of TsEMK of Department.
48. In case of document transfer from one archive in another the delivery-acceptance certificate of documents is drawn up and put in duplicate. By transfer of all fund three copies of the inventory, one copy of the inventory in electronic form, case of fund, insurance fund and fund of use, the inventory are transferred to the inventory of especially important documents and cases to insurance fund, the observation case, etc.
49. The methodical help to archives of the organizations is performed in the following directions:
selection of the documents which are subject to transfer on permanent storage, and ensuring their safety;
development and deployment of local legal acts and methodical documents concerning archiving and clerical work;
accounting of the documents NAF which are on temporary storage;
carrying out certification;
record keeping.
50. The archive can render based on the agreement to the organizations paid services in selection and preparation of documents for transfer for permanent storage (scientific and technical processing), development of local legal acts and methodical documents concerning archiving and the organization of documents in clerical work.
51. The archive together with the organizations approves instructions on clerical work, standard, approximate and specific nomenclatures of cases, regulations on archives of the organizations both other local legal acts and methodical documents.
In case of approval of instructions on clerical work, nomenclatures of cases, regulations on archives of the organizations compliance to their requirements of state standards, standard instructions on clerical work, rules of work of archives of the organizations, lists of standard documents with indication of storage durations, departmental lists with indication of storage durations is checked.
Nomenclatures of cases are submitted for approval as required (in case of essential change of functions, tasks and structure of the organization), but at least once in five years.
52. For the purpose of rendering the organization to the methodical help in selection of the documents which are subject to transfer on permanent storage, streamlining of documents on staff and ensuring their safety archive:
participates in development of local legal acts and methodical documents on the organization of work of archives of the organizations, selection of documents for permanent storage and ensuring their safety, suggestions for improvement of work of archives of the organizations;
approves regulations on archives of the organizations and their central commissions of experts (further – TsEK) or commissions of experts (further – EK);
claims and (or) approves on EMK of archive and (or) prepares for approval of EPK of structural division on archives and clerical work regional (The Minsk city) executive committees annual Sections of inventories of cases of permanent storage, approves and (or) prepares for approval of EPK of structural division on archives and clerical work regional (The Minsk city) executive committees annual Sections of inventories of cases on staff;
gives organizational and practical help in preparation and document transfer on permanent storage and on other activities of archives of the organizations;
develops and will organize implementation of methodical documents concerning work of archives of the organizations.
53. In work with TsEK (EK) of the organizations archive:
gives help in development of regulations on TsEK (EK);
participates in work of TsEK (EK) of the organizations – sources of completing of archives;
hears reports of chairmen of TsEK (EK) of the organizations – completing sources about selection of documents for permanent storage, conducting examination of value of documents, ensuring their safety and on other questions.
54. The archive records the documents which are stored in archives of the organizations – completing sources, in the following forms:
inventories of cases of permanent storage and on staff;
the passport of archive of the organization as of January 1 of accounting year.
55. The archive jointly with structural divisions on archives and clerical work regional (The Minsk city) executive committees, other organizations or independently holds meetings (seminars) on advanced training of employees of archive and office work agencies of the organizations, chairmen and members of TsEK (EK).
56. The archive interacts with the non-state organizations based on the agreement. In accordance with the terms of the agreement archive:
renders to the non-state organizations on paid basis the necessary methodical and practical assistance directed by clerical work and the organization of work of archive;
involves employees of archive and office work agencies of the non-state organizations in participation in seminars (meetings) on advanced training.
57. Based on the agreement with the non-state organization its documents can arrive on permanent storage. In this case the organization joins in the list of sources of completing of archive.
The archive takes measures for preserving archives of the non-state organizations in case of threat of their safety.
The agreement can be signed with the non-state organization on complex performance of works and services in the field of archiving and clerical work or on their separate types.
58. The state control in the field of archiving and clerical work is performed according to the legislation on control (supervising) activities.
59. On each organization – source of completing of archive accounting cards of work of the Public Records Office with the organization for form according to appendix 3 and the observation case are created. Cards and the observation cases have single indexation. The new organizations – sources of completing join in card-index at warranty numbers. Renumbering of cards and the observation cases is performed once in five years after recreation of the list No. 1.
The observation case of the organization – source of completing of archive joins the documents characterizing work of archive of the organization and condition of clerical work:
regulations on archive of the organization, regulations on TsEK (EK) of the organization;
instruction for record keeping;
control copies of inventories of cases of permanent storage and on staff;
documents on conducting checks;
other documents.
60. Data on liquidation of the organization and its exception of the list No. 1 or No. 2 are entered to card-index of liquidated organizations which is conducted by the archive performing documents acceptance on permanent storage. The archive has the right to conduct card-index of liquidated organizations in paper and (or) electronic types.
61. For the purpose of accounting of work of archive with the organizations accounting and help card-indexes and databases can be created. The archive also records works with the organizations for the accounting documents provided by AIS of archive.
At the scheduled time in archive verification of presence of documents in the observation case is carried out.
62. Classification of documents within NAF is understood as their scientific grouping on the basis of the following signs:
belongings of documents to certain historical periods;
accessories of documents to state and to other patterns of ownership;
belongings of documents to certain administrative and territorial units;
accessories of documents to certain legal entities or physical persons;
belongings of documents to the complexes having republican and local value;
type of carriers, method and technology of fixing of information.
63. Documents of the state part of NAF depending on time of origin are subdivided into documents of the pre-October period (till November 7 (on October 25), 1917), the Soviet period (till September 19, 1991), Post-Soviet (the period of the Republic of Belarus).
Funds of the organizations of the pre-October period (till November 7 (on October 25), 1917) are stored separately from documents of other historical periods in historical archives. The isolated document storage, formed in different historical periods, is provided with the organization of system of archives, their structure and grouping of documents for archive funds and archive collections.
64. The documents of the state part of NAF carried to complexes of republican value are stored in republican archives, and also in archives of the relevant state bodies, other organizations.
The documents of the state part of NAF carried to complexes of local value are stored in regional and zone archives, territorial (city or district) archives.
Documents of non-state part of NAF are stored in the organizations-fondoobrazovatelyakh, at physical persons and in archives (on contractual basis).
65. Depending on belonging of documents to administrative and territorial units distribution of documents between republican, regional, zone archives is performed.
66. Accessory of documents to certain legal entities or physical persons is the basis for reference of the specified documents to archive fund – the fundamental classification unit of NAF.
67. Depending on scale and nature of organization activity and their structural divisions reference of their documents to complexes of republican and local value is performed:
67.1. treat complexes of documents of republican value:
funds of the civil and military organizations, public associations and the organizations of Grand Duchy of Lithuania, the Polish-Lithuanian Commonwealth, the Russian Empire, the Russian Republic (the period of Provisional government) extending the competence to all or considerable part of the territory of Belarus;
funds of local organizations of the pre-revolutionary period;
funds of organizations of the Soviet Socialist Republic of Lithuania and Belarus;
funds of organizations of the Belarusian People's Republic;
funds of the occupational governing bodies and public organizations functioning in the territory of Belarus during the civil war happening in the territory of the former Russian Empire, the German and Polish foreign military interventions of 1918-1920, the Great Patriotic War of 1941-1945;
funds of public authorities and the central governing bodies of BSSR, the organizations allied (the former USSR) subordination, acting in the territory of BSSR, central bodies the Communist Party of Belarus (further – bedding set), the Lenin communistic union of youth of Belarus (further – LKSMB) and the BSSR public organizations, the other organizations which competence extended to all territory of BSSR, military organizations, parts and connections of the Belarusian military district Decorated with the Order of the Red Banner;
funds of state governing bodies of the Republic of Belarus, other organizations which competence extends (extended) to all territory of the Republic of Belarus.
Reference of documents NAF to the complexes having republican value is performed by Department;
67.2. treat complexes of documents of local value:
funds of the provincial, district, regional, volost, district and city, rural, backward organizations operating after November 7 (on October 25), 1917;
funds of the industrial, cooperative, agricultural enterprises operating (acting) in the territory of the corresponding administrative and territorial unit if their documents are not carried to complexes of republican value;
funds provincial, district, regional, volost, district, district, city, bedding sets rural organizations, LKSMB and other public organizations;
funds of organizations of the Western Belarus of 1919-1939.
Reference of documents NAF to the complexes of documents having local value is performed by structural divisions on archives and clerical work regional (The Minsk city) executive committees.
68. Depending on type of carriers, methods and technology of fixing of information classification of scientific and technical, audiovisual documentation is performed. This sign is used during creation of the relevant specialized archives (or departments of archive).
69. Classification of documents within archive is understood as grouping of documents on archive funds and archive collections.
Set of the documents formed in the course of activities of state body, other organization and also throughout the citizen's life, makes its documentary fund.
The part of documentary fund which passed in accordance with the established procedure ETs and arrived on storage in archive constitutes archive fund.
The archive fund is not subject to crushing. Separation of documents of one archive fund between several archives is inadmissible, except cases when at fondoobrazovatel, in addition to managerial documentation, the documents which are subject to storage in specialized archive are formed.
70. Kinds of archive fund are:
the archive fund of the organization consisting of the archive documents formed in activities of one legal entity;
the archive fund of personal origin consisting of the documents formed throughout life of physical person (his family, sort);
the joint archive fund (further, unless otherwise specified, – OAF) consisting of the documents formed in the course of activities of two or more fondoobrazovatel who had among themselves historically and (or) logically caused communications.
71. Set of the separate documents of different origin combined on one or several signs (thematic, author's, chronological, object), represents archive collection. Archive collections can arrive in archive in already developed type or be created in the archive from separate documents. Historically developed archive collections arrived in archive are not subject to disbandment.
72. Practical implementation of classification of documents by archive funds is funding. Funding consists of determination (refining) of share accessory of documents and chronological limits of documents of archive funds for the purpose of forming of archive funds and archive collections.
Work on funding is carried out in archive in case of the description of the documents accepted unprocessed, conversion of the old poorly constituted inventories, during creation of the joint archive funds and archive collections, funding error correction.
73. Determination of share accessory of documents consists in their reference to fund of the relevant legal entity or physical person:
73.1. incoming documents belong to fund of that organization by which they are received. Copies of outgoing documents and internal documents belong to fund of that organization in which they are constituted;
business which were run in two and more organizations are included fund of that organization in which they were finished with clerical work;
documents of the organization and its primary organizations (trade-union, youth and others) can constitute single archive fund;
by reorganization of the organizations in the form of merge the cases finished with clerical work join in funds of the reorganized organizations, and unfinished – in fund of again arisen organization;
by reorganization of the organization in the form of accession the cases of the attached organization finished with clerical work join in its fund, and unfinished – in fund of the organization to which it was attached. If the organization is attached as the isolated structural division or not isolated structural division with the rights of the legal entity, its documents finished and not finished with clerical work can form separate (independent) fund;
by reorganization in the form of separation the cases finished with clerical work join in fund of the reorganized organization, and unfinished – in funds of again arisen organizations according to distribution of functions, the rights and obligations between them;
by reorganization of the organization in the form of selection the cases finished with clerical work join in fund of the reorganized organization, and unfinished – in funds of the reorganized and selected organizations according to distribution of functions, the rights and obligations between them;
by reorganization of the organization in the form of conversion its documents formed before reorganization constitute single fund;
73.2. in case of determination of share accessory of documents of personal origin content, addresses in letters (designation of addressees), signatures, handwriting, references of different persons are taken into account;
73.3. if among documents of archive fund mistakenly included documents of other funds are found, they shall be selected and attached to those funds which they treat;
from funds of personal origin documents of the state organizations can be selected and attached to the relevant funds if these funds are stored in this archive and are not connected with activities of person which formed archive fund of personal origin in any way. Documents of public associations, other non-state organizations from funds of personal origin of persons heads and members of the corresponding associations and the organizations are not subject to selection;
73.4. share accessory of archive documents of archive fund and OAF can be changed (refunding is made) in case of error trapping in case of their initial funding.
74. The name corresponding to the official name of fondoobrazovatel (complete and reduced) with all its renamings, changes of subordination, the location is appropriated to each archive fund.
75. The name of archive fund of personal origin consists of surname, own name and middle name (if that is available), alias, kind of activity, official position of fondoobrazovatel, title (for funds till 1917 is class rank, after 1917 – official rank of fondoobrazovatel (scientific, church, military, sports, artistic).
76. OAF can be created from documents:
homogeneous on purpose and functions of the organizations of the same name operating and (or) operating in certain territory;
governing body (superior organization) and subordinated to it (being part, system) the organizations operating in certain territory;
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