ORDER OF THE MINISTER FOR CULTURE AND SPORTS OF THE REPUBLIC OF KAZAKHSTAN

of August 25, 2023 No. 236

About approval of Rules of documentation, management of documentation and uses of electronic document management systems in the state and non-state organizations

According to the subitem 475) Item 15 of the Regulations on the Ministry of Culture and information of the Republic of Kazakhstan approved by the order of the Government of the Republic of Kazakhstan of October 4, 2023 No. 866 of PRIKAZYVAYU:

1. Approve the enclosed Rules of documentation, management of documentation and uses of electronic document management systems in the state and non-state organizations.

2. To provide to committee of archives, documentation and book case of the Ministry of Culture and sport of the Republic of Kazakhstan in the procedure established by the legislation:

1) state registration of this order in the Ministry of Justice of the Republic of Kazakhstan;

2) within three working days after its enforcement placement of this order on Internet resource of the Ministry of Culture and sport of the Republic of Kazakhstan;

3) within three working days after execution of the actions provided by this Item, submission to Department of legal service of the Ministry of Culture and sport of the Republic of Kazakhstan of data on execution of actions.

3. To impose control of execution of this order on the supervising vice-Minister for Culture and Sports of the Republic of Kazakhstan.

4. This order becomes effective after ten calendar days after day of its first official publication.

It is approved Ministry of information and social development of the Republic of Kazakhstan

It is approved Ministry of Agriculture of the Republic of Kazakhstan

It is approved Prosecutor General's Office of the Republic of Kazakhstan

It is approved Ministry of Public Education of the Republic of Kazakhstan

It is approved Ministry of Health of the Republic of Kazakhstan

It is approved Ministry of Labour and Social Protection of the population of the Republic of Kazakhstan

It is approved Supreme Court of the Republic of Kazakhstan

It is approved Ministry of the industry and infrastructure development of the Republic of Kazakhstan

It is approved Ministry of Finance of the Republic of Kazakhstan

It is approved Ministry of Defence of the Republic of Kazakhstan

It is approved Service of the state protection of the Republic of Kazakhstan

It is approved Administration of the President of the Republic of Kazakhstan

It is approved The highest auditor chamber of the Republic of Kazakhstan

It is approved Ministry of Trade and integration of the Republic of Kazakhstan

It is approved Ministry of Foreign Affairs of the Republic of Kazakhstan

It is approved Ministry of Emergency Situations of the Republic of Kazakhstan

It is approved Committee of homeland security of the Republic of Kazakhstan

It is approved Ministry of national economy of the Republic of Kazakhstan

It is approved Ministry of digital development, innovations and aerospace industry of the Republic of Kazakhstan

It is approved Ministry of Internal Affairs of the Republic of Kazakhstan

It is approved Ministry of ecology, geology and natural resources of the Republic of Kazakhstan

It is approved Department of Energy of the Republic of Kazakhstan

It is approved Ministry of science and the higher education of the Republic of Kazakhstan

It is approved The agency of the Republic of Kazakhstan for public service

It is approved Agency on protection and development of the competition of the Republic of Kazakhstan

It is approved Agency on strategic planning and reforms of the Republic of Kazakhstan

It is approved Agency of the Republic of Kazakhstan on regulation and development of the financial market

It is approved Anti-corruption agency of the Republic of Kazakhstan

It is approved Archive of the President of the Republic of Kazakhstan

It is approved RGU "National Bank of the Republic of Kazakhstan"

It is approved Constitutional court of the Republic of Kazakhstan

It is approved Office of the Supreme Judicial Council of the Republic of Kazakhstan

It is approved Financial monitoring agency of the Republic of Kazakhstan

 

Appendix

to the Order of the Minister for Culture and Sports of the Republic of Kazakhstan of August 25, 2023 No. 236

Rules of documentation, management of documentation and uses of electronic document management systems in the state and non-state organizations

Chapter 1. General provisions

1. These rules of documentation, management of documentation and uses of electronic document management systems in the state and non-state organizations (further – Rules) establish procedure for documentation, management of documentation and uses of electronic document management systems in the state and non-state organizations (further – the organizations).

2. The organization, maintaining and enhancement of system of documentary ensuring management, methodical management and control of observance of the established by authorized body in the field of archiving and documentary ensuring management (further – authorized body) operating procedure with documents in the organization are performed by the structural division intended for realization of tasks and functions on documentary ensuring management (further – service of preschool educational institution). Maintaining confidential and unclassified clerical work is performed in different structural divisions.

3. In the organization in which the staff list does not provide service of preschool educational institution management of documentation is assigned to the official.

4. Action of Rules is not spread on the documents containing the information constituting the state secrets of the Republic of Kazakhstan.

Works on creation of private keys of the electronic digital signature (procedure for development, registration, issue, storage, destruction) for legal entities, state bodies or officials, procedure for providing the mode of privacy and safety of the electronic documents and private keys of the electronic digital signature containing the data constituting the state secrets are determined according to the procedure, established by the legislation of the Republic of Kazakhstan on the state secrets and work with office information of limited distribution.

The operating procedure of state bodies with electronic documents of limited distribution marked "For office use" is determined by the orders of the Government of the Republic of Kazakhstan of September 14, 2004 No. 965 "About some measures for information security support in the Republic of Kazakhstan" and of June 24, 2022 No. 429 "About approval of Rules of reference of data to office information of limited distribution and work with it".

Features of documentation, management of documentation and uses of electronic document management system in special state bodies are determined by their heads.

5. In these rules the following concepts are used:

1) the paragraph – the part of the text representing semantic unity, selected by indent in the first line and beginning with lowercase letter except the first paragraph of part which begins with capital letter (paragraphs come to an end with semicolon (except the first and last paragraphs of part);

2) protection of objects of informatization – realization of complex of the legal, organizational and technical actions directed to safety of objects of informatization, prevention of illegal and (or) unintentional access and (or) impact on them;

3) means of cryptographic information protection (further – SKZI) – the software or the hardware and software realizing algorithms of cryptographic conversions, generation, forming, distribution or management of encrypting keys;

4) the carrier of key information – the specialized carrier in which for protection of the stored private keys of the electronic digital signature SKZI having the certificate of conformity to requirements of the national standard of the Republic of Kazakhstan 1073-2007 "Means of cryptographic information protection are used. General technical requirements" (3rd level);

5) certification center of state bodies of the Republic of Kazakhstan (further – UTs GO) – the certification center servicing state bodies, officials of state bodies in information systems and other state information resources of state bodies of the Republic of Kazakhstan;

6) national certification center of the Republic of Kazakhstan – the certification center providing means of the electronic digital signature and registration certificates to physical persons or legal entities for forming of electronic documents in the state and non-state information systems;

7) leave of the document (letter) – the copy of the outgoing document remaining in the organization author;

8) the form of the document – set of the details identifying the author of the official document;

9) metadata – the structured data describing the context, content and structure of the electronic document intended for its identification and search and also management processes for all lifecycle of the document;

10) normative reference information – the information (qualifiers, reference books, lists and others) based on regulating documents and used for determination of different characteristics of the document;

11) the Correspondents qualifier of normative reference information – the list of state bodies and organizations, participants of EDMS;

12) the official document – the document created by legal, official or physical person, which is drawn up and certified according to the procedure, established by the legislation of the Republic of Kazakhstan;

13) the owner of the registration certificate – physical person or legal entity addressed to which the registration certificate legally owning the private key corresponding to the public key specified in the registration certificate is granted;

14) electronic information resources – the data in electronic and digital form containing on the electronic medium and in objects of informatization;

15) information system of electronic archive (further – the IC EA) – organizationally the arranged set of the information and communication technologies, service personnel and technical documentation realizing certain technological actions by means of information exchange and intended for the solution of specific functional objectives in the field of archiving and documentary ensuring management;

16) the electronic medium – the material carrier intended for storage of information electronically, and also record or its reproduction by means of technical means;

17) the participant of EDMS – the physical person or legal entity, state body or the official participating in processes of collection, processing, storage, transfer, search and distribution of electronic documents;

18) the electronic document – the document in which information is provided in electronic and digital form and is certified by means of the electronic digital signature;

19) electronic document management – exchange of electronic documents between state bodies, physical persons and legal entities;

20) the Center of the Single system of electronic document management (further – the ESEDO Center) – the subsystem providing registration of members of electronic document management systems, synchronization of normative reference information and exchange of electronic documents between participants of EDMS;

21) electronic document management system – system of exchange of electronic documents, the relations between which participants are governed by the Law of the Republic of Kazakhstan "About the electronic document and the electronic digital signature" and other regulatory legal acts of the Republic of Kazakhstan (further – EDMS);

Information packet of electronic documents (put) 22) – the information object of certain structure transferred on network communications or telecommunications as a unit;

23) the electronic copy of the document – the document which is completely reproducing type and information (data) of the authentic document in electronic and digital form;

24) the paper copy of the electronic document – the paper document received by means of information output (these details) from the electronic original, having completely reproducing information of the authentic electronic document certified by the electronic digital signature created with use of private key of the electronic digital signature, and all its details or part them, and certified by person having powers on assurance of this document;

25) the original of the electronic document – the document certified (signed) by the electronic digital signature created with use of private key of the electronic digital signature, created initially in format of the electronic document and which does not have the paper initial original;

26) format of the electronic document – structure of informative part of the electronic message on the basis of which the electronic document is created;

27) electronic registration control card – the electronic document with accounting data on the document on the established form fixing its details;

28) means of the electronic digital signature – set of the program and technical means used for creation and check of authenticity of the electronic digital signature;

29) electronic case – independent storage unit of the electronic documents and their metadata logically integrated in the course of aggregation.

Chapter 2. Procedure for documentation, preparation and document creation

Paragraph 1. Procedure for documentation and requirement to document creation

6. Language of work and clerical work of state bodies, organizations and local government bodies of the Republic of Kazakhstan is the state language, on an equal basis with Kazakh Russian is officially used.

In work of the non-state organizations other languages are used Kazakh and, if necessary.

7. Paper documents are constituted on white clean sheets of paper of the A4 formats (210 x 297 millimeters (further – mm), A5 (148 x 210 mm) and have fields at least:

1) the left margin – 20 mm;

2) the right margin – 10 mm;

3) top margin of-10 mm;

4) bottom margin – 10 mm.

For bilateral printing document sheet back:

1) the left margin – 10 mm;

2) the right margin – 20 mm;

3) top margin – 10 mm;

4) bottom margin – 10 mm.

Documents in electronic format are similarly constituted.

8. In case of execution of the paper document forms of documents are used. Details on forms of documents are located in certain sequence according to the layout chart of details of the document according to appendix 1 to these rules. Forms of paper documents and electronic templates of forms are identical on structure of details, procedure for their arrangement, headsets of font.

Electronic templates of forms of documents are protected from unauthorized changes.

9. In the organization the following forms of documents are applied:

1) the form of the letter of the organization for form according to appendix 2 to these rules;

2) the form of specific document type of the organization for form according to appendix 3 to these rules;

3) the general form of the organization for form according to appendix 4 to these rules.

The general form of the organization is used for production of any kinds of documents.

10. Forms of paper documents are made by typographical method by operational polygraphy or are reproduced in electronic format directly in case of creation of the document.

11. Paper forms of documents of the state organizations with the image of the State Emblem of the Republic of Kazakhstan are subject to accounting for what in the lower right corner of each copy of the form of the document are put down by typographical method or numerator its number, and if necessary series. Electronic forms are not subject to accounting.

12. Forms of documents are used strictly for designated purpose and not transferred to other organizations or persons without relevant resolution of management of the organization.

By transfer of the form in the Register and issues of printing and blanks products it is specified to whom and when the form is issued.

13. Paper documents are constituted with use of the stamp reproducing the name of the organization by putting down of its print in the upper left corner without use of the form of the organization in the presence of the following details:

1) the official name of the organization which published the document, or print of the stamp reproducing the name of the organization which published the document by its putting down in the upper left corner;

2) name of document type, except for letters;

3) document date;

4) registration number (index) of the document;

5) the name of position of person which signed the document, the signature and disaggregation of the signature;

6) impress of a seal of the organization if this legal entity according to the legislation of the Republic of Kazakhstan has seal.

14. Internal paper documents, except for administrative, are constituted on clean sheets of paper.

15. Registration on one form of the document in two and more languages is not allowed.

The document in Kazakh and the created authentic document in the Russian or other language, and also in two and more languages are printed everyone on separate forms (single sheets) and are drawn up by single details.

Documents in different languages are processed is authentic each other to which single outgoing details are appropriated.

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