RESOLUTION OF THE MINISTRY OF JUSTICE OF THE REPUBLIC OF BELARUS

of August 21, 2026 No. 46

About rules of work of archives

Based on part seven of Article 18-1 and part one of article 26 of the Law of the Republic of Belarus of November 25, 2011 No. 323-Z "About archiving and clerical work" and subitems 7.92 and 7.98 of Item 7 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 July 26, 2024 No. 545, the Ministry of Justice of the Republic of Belarus DECIDES:

1. Approve:

Rules of work of archives of state bodies and other organizations (are attached);

Rules of work of the Public Records Offices (are attached).

2. Recognize invalid regulatory legal acts according to appendix.

3. This resolution becomes effective after its official publication.

 

Appendix

to the Resolution of the Ministry of Justice of the Republic of Belarus of August 21, 2026 No. 46

List of invalid regulatory legal acts

1. The resolution of Committee on archives and clerical work under Council of Ministers of the Republic of Belarus of November 6, 2003 No. 38 "About approval of Rules of work with scientific and technical documentation in the organizations".

2. The resolution of the Ministry of Justice of the Republic of Belarus of March 14, 2007 No. 14 "About approval of Rules of work with scientific and technical documentation in the Public Records Offices".

3. The resolution of the Ministry of Justice of the Republic of Belarus of April 9, 2007 No. 27 "About approval of Rules of work of the Public Records Offices with film, photo, phono - and video documents".

4. The resolution of the Ministry of Justice of the Republic of Belarus of May 7, 2012 No. 117 "About modification and amendments in the resolution of the Ministry of Justice of the Republic of Belarus of April 9, 2007 No. 27".

5. The resolution of the Ministry of Justice of the Republic of Belarus of May 24, 2012 No. 143 "About approval of Rules of work of archives of state bodies and other organizations".

6. The resolution of the Ministry of Justice of the Republic of Belarus of May 24, 2012 No. 144 "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 6, 2003 No. 38".

7. The resolution of the Ministry of Justice of the Republic of Belarus of May 24, 2012 No. 145 "About entering of amendments and changes into the resolution of the Ministry of Justice of the Republic of Belarus of March 14, 2007 No. 14".

8. The resolution of the Ministry of Justice of the Republic of Belarus of February 6, 2019 No. 20 "About approval of Rules of work with documents in electronic form in archives of state bodies, other organizations".

9. The resolution of the Ministry of Justice of the Republic of Belarus of November 22, 2019 No. 214 "About change of the resolution of the Ministry of Justice of the Republic of Belarus of May 24, 2012 No. 143".

10. The 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".

11. The resolution of the Ministry of Justice of the Republic of Belarus of August 30, 2022 No. 112 "About change of the resolution of Committee on archives and clerical work under Council of Ministers of the Republic of Belarus and resolutions of the Ministry of Justice of the Republic of Belarus".

12. The resolution of the Ministry of Justice of the Republic of Belarus of August 30, 2022 No. 116 "About change of the resolution of the Ministry of Justice of the Republic of Belarus of February 6, 2019 No. 20".

13. The resolution of the Ministry of Justice of the Republic of Belarus of August 31, 2022 No. 118 "About change of the resolution of the Ministry of Justice of the Republic of Belarus of May 24, 2012 No. 143".

14. The resolution of the Ministry of Justice of the Republic of Belarus of August 31, 2022 No. 119 "About approval of Rules of work of the Public Records Offices".

15. The resolution of the Ministry of Justice of the Republic of Belarus of August 31, 2022 No. 120 "About change of the resolution of the Ministry of Justice of the Republic of Belarus of October 8, 2021 No. 190".

16. Subitems 1.1 and 1.2 of Item 1 of the resolution of the Ministry of Justice of the Republic of Belarus of February 15, 2023 No. 7 "About change of resolutions of the Ministry of Justice of the Republic of Belarus".

17. The resolution of the Ministry of Justice of the Republic of Belarus of April 30, 2024 No. 24 "About change of the resolution of Committee on archives and clerical work under Council of Ministers of the Republic of Belarus of November 6, 2003 No. 38".

18. Subitems 1.15 and 1.40 of Item 1 of the resolution of the Ministry of Justice of the Republic of Belarus of September 16, 2024 No. 67 "About change of resolutions of the Ministry of Justice of the Republic of Belarus".

19. The resolution of the Ministry of Justice of the Republic of Belarus of October 1, 2024 No. 77 "About change of the resolution of the Ministry of Justice of the Republic of Belarus of October 8, 2021 No. 190".

 

Approved by the Resolution of the Ministry of Justice of the Republic of Belarus of August 21, 2026 No. 46

Rules of work of archives of state bodies and other organizations

Section I. General provisions

Chapter 1. General provisions

1. These rules establish operating procedure of archives of state bodies, other organizations (further if other is not determined, – the organizations) with managerial documentation (further – UD) and scientific and technical documentation (further – the specifications and technical documentation) on papers, documents in electronic form, including with electronic documents (further respectively if other is not determined, – DEV, documents).

Action of these rules extends also to representations of the foreign legal entities and other organizations registered in accordance with the established procedure in foreign state (further – representative offices of the foreign organizations), branches of foreign legal entities regarding establishment of requirements for ensuring accumulating, storage, accounting and use of the documents which are formed in the course of their activities for staff of employees of these representations, branches.

2. For the purposes of these rules terms in the values determined in the Law of the Republic of Belarus of November 10, 2008 No. 455-Z "About information, informatization and information security", the Law of the Republic of Belarus of December 28, 2009 No. 113-Z "About the electronic document and the digital signature", the Law of the Republic of Belarus "About archiving and clerical work" and also terms and determinations in the following values are applied:

aggregation – consolidation of some number of documents in electronic form and in need of their metadata in single information object for the subsequent storage;

archive of the organization – the structural division of the organization performing acceptance, storage, accounting and use of archive documents;

archive collection – set of the separate archive documents formed in activities of one or different fondoobrazovatel and combined on one or several signs;

the archive copy of information resource – the document in electronic form which is created by replication of information resource on the fixed timepoint or is created on content of information resource in the file format intended for archive storage;

the archive catalog – the archive reference book including the systematized data on contents of documents of archive at the level of document description, the parts of the document, document group, storage units of archive documents or accounting units of archive documents, groups of storage units of archive documents, accounting units of archive documents located according to the scheme of classification of document information accepted in it;

the archive code – the designation appropriated to each storage unit or accounting unit of archive documents for the purpose of ensuring its accounting and identification (includes: number of fund, number of the inventory, file number according to the inventory);

the archive depository – the room which is specially equipped for storage of archive documents;

the internal list of documents – the accounting document containing list of case documents with indication of sequence numbers of documents, their dates, registration indexes of documents of names or (or) headings, numbers of sheets;

reproduction (visualization) – reproduction of the document in electronic form on electronic means of display of information, on paper in shape, available and clear for perception by the person;

case – the document or set of the documents combined on certain sign and placed (for paper documents) in separate cover;

documents on staff – the documents created in case of employment (election, approval, position assignment), transfer (movement), dismissal (release from post) of the worker on provision of leave, business trip, encouragement, salary payment appropriated qualification category, class, qualification, the category, rank and also other documents which can be used for confirmation of the period of work (service) and (or) study, post of the employee (the worker's profession), and also in other purposes connected with providing the rights and legitimate interests of the citizens and stateless persons who are constantly living in the territory of the Republic of Belarus including individual entrepreneurs;

accounting unit of archive documents – unit of measure of number of documents in archive;

storage unit of archive documents – the accounting and classification unit representing the isolated document, the set of documents or subject of documentary information having independent value;

case heading – short designation of information about structure and (or) contents of case documents;

information system of archive of the organization – the information system intended for long-term storage of documents in electronic form and their metadata in archive of the organization, providing confirmation of integrity of documents in electronic form and the authorized access to them;

information object – data set which can be sent, processed and be stored as a unit;

information packet – the information object of certain structure transferred on network communications or telecommunications as a unit;

the historical and archive reference – the document containing data on stories of the organization-fondoobrazovatelya and its fund, the characteristic of inventories of cases, information on structure and completeness of documents, features of forming of cases, their condition, structure of the help device to fund and procedure for use of it;

completing of archive – systematic replenishment of archive documents according to profile of archive;

converting – transformation of data from one format of the file to another;

the control characteristic – hash value for the set information object;

leaf witness of case – the document containing data on the number of sheets of case, features of their numbering, physical condition and forming of case;

metadata – the information elements reflecting data on managerial context, content, structure of the document and management of it during time;

explanatory notes of archive – complex of the archive reference books interconnected and complemented, created on one scientific and methodical basis, including in electronic form, about structure and contents of documents of archive;

The specifications and technical documentation – set of the scientific and technical documents fixing process and results of scientific research, technical developments and also the directions and methods of their implementation in production;

the data carrier – the material object used for record and storage of information;

ensuring safety of documents – complex of the interconnected actions for creation and observance of optimal conditions and the corresponding stores organization of documents;

the overview of archive documents – the archive reference book containing the systematized information (set of summaries (characteristics) of groups of cases, archive documents and the help device) about structure and content of separate complexes of archive documents with elements of the source study analysis;

cloud service – complex of the technical and technology solutions providing provision to archive of the organization of computing resources, means of data storage and the software as services with remote access;

object of storage – each file which is integral part of the document in electronic form;

the inventory of cases of structural division – the systematized list of headings of the cases formed in structural division of the organization and transferred to storage to the archive of the organization intended for disclosure of structure and content of cases, fixing of their systematization and accounting;

permanent storage – dead storage of documents;

backup copy – the identical copy of information object created by replication and stored in the conditions providing its integrity;

replication – creation of two and more identical copies of information object supplied by own identifiers;

the summary inventory of cases – the archive reference book and the accounting document of archive providing information at the level of the description of storage unit of archive documents and (or) accounting units of archive documents, and also in the established cases at the level of the document of the insurance copy of the archive document, structured according to the scheme of systematization of cases of archive fund;

the removable carrier – the electronic medium intended for record, storage and data read-out by computer aids and devices integrated to them;

the index – the archive reference book including the systematized list of names of the subjects and subject concepts, personnel, geographical objects and other data mentioned in archive documents;

UD – set of the documents which are formed in implementation process of functions of public administration, local self-government, management of the organization (organizations);

accounting of archive documents – determination of quantity and structure of archive documents in the established accounting units of archive documents and reflection of data on their quantity and structure, movement – receipt, disposal, physical condition in accounting documents of archive;

the file – the identified information object on the electronic medium supported by operating system in the environment of which creation of object is performed and (or) is provided access to it;

funding of documents – distribution of documents on archive funds and archive collections;

fondoobrazovatel – the organization or physical person in which activities the archive fund is formed;

file format – method of the coding and the organization of elements of information (bits, bytes) in the file;

document value – the properties of the document causing its historical, scientific, social, economic, political, cultural or other value;

digital data representation form – method of submission of information in the form of the sequence of binary codes (bits) intended for processing by computer aids and devices integrated to them;

examination of value of documents – determination of value of documents for the purpose of establishment of terms of their storage, selection for storage or destruction, establishment of specific mode of accounting, storage and use;

electronic case – the document or set of documents in electronic form and its metadata combined on certain sign on the basis of logical relationships and representing single information object for accounting, storage and search of document information;

emulation – reproduction of work of one system as means another without loss of functionality and misstatements of results for the purpose of reproduction of documents in electronic form.

3. For storage during fixed terms of the documents and cases finished with clerical work permanent and temporary (over 10 years) storages, including on staff, the organizations create archives. Depending on structure of documents in the organization separate archives for storage of UD, the specifications and technical documentation can be created.

Functions of archive of the organization regarding work with DEV and their storages are provided with information system of archive of the organization.

In the organizations in which establishment of established posts of employees of archive is not provided accomplishment of functions on implementation of acceptance, storage, accounting and use of documents is assigned to person designated by the head of the organization (further – person responsible for archive).

4. In case of storage in archive of the DEV organization, containing information of limited distribution, the system of information security in information system of archive of the organization according to the legislation on information, informatization and information security is created.

5. The procedure for use of the documents which are stored in archives of the organizations is established by their heads according to the legislation.

6. The decision on restriction of access to the documents which are stored in archives of the organizations is accepted by heads of these organizations. About restriction of access to the documents which are stored in archives of the organizations it is reported to citizens or the organizations in seven-day time from the date of receipt of request.

Chapter 2. Main objectives and functions of archive of the organization

7. Tasks of archive of the organization are:

completing of archive documents;

accounting and ensuring safety of documents;

ensuring safety and integrity of DEV;

creation of system of explanatory notes to documents;

ensuring use of documents;

preparation and document transfer of National Archive Fund of the Republic of Belarus (further – National Archive Fund) on permanent storage in the Public Records Office in the cases established by acts of the legislation;

destruction of documents after fixed terms of their storage;

implementation of methodical management regarding work with DEV in structural divisions of the organization, the subordinates (who are part (system) the organizations and the organizations – sources of completing of archive;

rendering the methodical help of subordinates to archives (which are part, system) the organizations and the organizations – sources of completing of archive.

8. For the purpose of accomplishment of tasks the archive of the organization performs the following functions:

constitutes and annually specifies the list of the organizations – sources of completing of archive in form according to appendix 1 (for the joint archive);

accepts on storage documents of structural divisions of the organization and the organizations – sources of completing of archive;

considers the accepted documents and cases, maintains complex of accounting documents;

performs classification of documents by archive funds and archive collections (further – funding);

ensures safety of documents and cases, controls conditions of their storage, carries out verifications of presence of documents and cases;

ensures safety and integrity of DEV;

checks completeness and exercises control of execution of the specifications and technical documentation;

constitutes and supports in urgent condition explanatory notes to documents;

within use of the documents which are stored in archive issues cases in temporary use, copies of archive documents, archive statements (further – information documents) on requests of the third parties connected with their office activities and also structural divisions of the organization;

issues information documents on requests of citizens, including individual entrepreneurs, and legal entities if the specified documents are necessary for the solution of the questions concerning the rights and (or) legitimate interests of the addressed persons;

provides access to DEV;

provides protection of DEV against unauthorized access according to the legislation on information, informatization and information security;

performs search and issue of information on DEV;

performs issue and assurance of form of external submission of electronic documents and copies of DEV on paper according to the procedure, the established Regulations on procedure for the certificate of form of external submission of the electronic paper document approved by the resolution of Council of Ministers of the Republic of Belarus of July 20, 2010 No. 1086, and Item 59 of the Instruction on clerical work in state bodies, other organizations approved by the resolution of the Ministry of Justice of the Republic of Belarus of August 29, 2025 No. 65;

records also the analysis of use of documents;

participates in work of the central commission of experts (further – TsEK) or to commission of experts (further – EK) the organizations, gives methodical help in conducting examination of value of the documents which are in structural divisions of the organization in subordinates (which are part, system) the organizations, the organizations – sources of completing of archive;

carries out expertize of value of the documents and cases which are stored in archive of the organization, constitutes annual Sections of summary inventories of the cases which are subject to storage, and acts of allocation to destruction of the documents and cases which are not subject to storage their TsEK (EK) submits the organizations and in the cases established by these rules, other acts of the legislation – the Public Records Office, structural division on archives and clerical work regional (Minsk city) executive committee or superior organization;

carries out expertize of value of DEV after fixed terms of their storage, draws up statements of allocation to destruction of documents in electronic form and the electronic cases which are not subject to storage;

performs preparation and document transfer of National Archive Fund on permanent storage in the Public Records Office according to the procedure, established by Chapter 47 of these rules and Chapter 14 of the Instruction on clerical work in state bodies, other organizations;

represents to structural division on archives and clerical work regional (The Minsk city) executive committee or the Public Records Office of the information about structure and amount of the funds which are stored in archive, in the cases established by acts of the legislation;

exercises control of forming and registration of cases in structural divisions of the organization, in subordinates (which are part, system) the organizations and the organizations – sources of completing of archive;

exercises control of forming of electronic cases in structural divisions of the organization, in subordinates (which are part, system) the organizations and the organizations – sources of completing of archive;

performs the analysis of condition of archives and safety of documents in subordinates (which are part, system) the organizations and the organizations – sources of completing of archive;

participates in project development of regulatory legal acts and methodical documents on archiving and documentary ensuring management;

participates in holding actions for advanced training of employees of archives and services of documentary ensuring management (further – preschool educational institution) the organizations, subordinates (which are part, system) the organizations and the organizations – sources of completing of archive.

Chapter 3. Organization of work of archive

9. Work of archive of the organization is carried out according to acts of the legislation in the field of archiving and clerical work, its charter (regulations on it), other local legal acts.

The regulations on archive of the organization affirm the head of the organization. The regulations on archive of the organization which is source of completing of the Public Records Office are approved with the relevant Public Records Office, other organization – with TsEK of superior organization.

10. The archive of the organization is provided necessary with accommodation (rooms), the equipment and personnel.

Job responsibilities, the rights and responsibility of employees of archive (persons responsible for archive) are determined by job descriptions.

11. Work of archive of the organization is carried out on planned basis.

The archive of the organization is constituted:

the work plan for year;

in the presence of structural divisions: the schedule of acceptance put in archive of the organization and the schedule of acceptance of electronic cases in archive of the organization (further – the schedule of acceptance put in archive of the organization);

the passport of archive of the organization (for the organizations which are sources of completing of the Public Records Offices).

12. The work plan of archive of the organization consists of the Sections corresponding to the main areas of work of archive of the organization and includes names of specific work types, units of their measurement, the amount of works, the budget of working hours, completion dates and cast in form according to appendix 2.

The plan is signed by the head of archive of the organization (person responsible for archive) and affirms the head of the organization.

13. The schedule of acceptance of cases includes names of the organizations which are sources of completing of archive, and (or) structural divisions of the organization in which activities archive documents, the term of acceptance, the name of positions of employees, initials, surnames of persons responsible for transfer of archive documents in archive of the organization are formed and in archive of the organization is constituted in form according to appendix 3.

The schedule of acceptance of cases in archive of the organization has quarterly breakdown.

The schedule of acceptance of cases in archive of the organization is signed by the head of archive of the organization (person responsible for archive), approved with heads of the organizations – sources of completing of archive and (or) heads of structural divisions of the organization in whose activities archive documents are formed, and affirms the head of the organization.

In the organization in which there are no structural divisions (further – the unstructured organization), the schedule of acceptance of cases in archive of the organization is not constituted.

14. Schedules of transfer of cases on permanent storage in the Public Records Office, submissions of annual Sections of summary inventories of cases for consideration of the expert and methodical commission of the Public Records Office (further – EMK) or expert survey board of structural division on archives and clerical work regional (Minsk city) executive committee (further – EPK) are constituted in the organization which is source of completing of the Public Records Office for the form approved with the relevant Public Records Office, structural division on archives and clerical work regional (The Minsk city) of executive committee.

The schedule of transfer of the specifications and technical documentation on permanent storage is constituted in the form according to appendix 4 according to lists of developments of the specifications and technical documentation which is subject to transfer on permanent storage approved by EMK of the relevant Public Records Office and the head of the organization.

15. Following the results of work the archive of the organization constitutes the report for work of archive of the organization in year in form according to appendix 5. The report joins data on schedule performance, and also data on accomplishment of the actions which are not included in the annual plan.

16. The passport of archive of the organization is constituted in the organization which is source of completing of the Public Records Office in duplicate in form according to appendix 6 and includes data as of January 1 of the year following reporting.

The passport is signed by the head of the organization and the head of archive of the organization (person responsible for archive).

17. The archive of the organization jointly with service of preschool educational institution exercises control of forming and registration of cases, including electronic cases, in structural divisions of the organization, preparation of the documents and cases formed in their activities for transfer on storage to archive of the organization, information system of archive of the organization, and also carries out the analysis of condition of archives to subordinates (which are part, system) the organizations, archives of the organizations – sources of completing of archive.

The analysis of forming, registration and preparation of cases in structural divisions of the organization for transfer to archive of the organization, information system of archive of the organization is carried out at least once a year. The analysis of condition of archives (which are part, system) the organizations, archives of the organizations – sources of completing of archive is carried out to subordinates at least once in five years.

Following the results of the analysis information addressed to the head of the organization in which the condition of work of archive is reflected prepares, offers on elimination of the revealed shortcomings and further improvement of work of archive are made. Contractors and heads of the relevant structural divisions shall be informed of information on analysis results.

Accounting of work of archive with the organizations specified in part one of this Item is fixed in accounting cards of work with the organization – source of completing of archive, other organization subordinated (which is part, system) the organization, drawn up in form according to appendix 7.

Chapter 4. Procedure for reception-transmission of documents and cases when changing the head of the organization and the head of archive (person responsible for archive)

18. When changing the head of the organization the documents and cases which are in clerical work in archive of the organization, information system of archive of the organization, and also explanatory notes to them are transferred under the delivery-acceptance certificate of documents and cases when changing the head of the organization and to the delivery-acceptance certificate of electronic cases and documents in electronic form when changing the head of the organization for forms according to appendices 8 and 9.

In the delivery-acceptance certificate of documents and cases when changing the head of the organization the number of the documents and cases which are in clerical work, the number of the documents and cases which are stored in archive of the organization with allocation of data on the number of cases of permanent storage, and also data on the equipment and stock of archive of the organization are separately specified.

19. When changing the head of archive of the organization (person responsible for archive) reception-transmission of documents and cases, explanatory notes to them, accounting documents, and also rooms, stock and the equipment of archive of the organization is drawn up by the delivery-acceptance certificate of documents and cases when changing the head of archive of the organization (person responsible for archive) in form according to appendix 10 and the delivery-acceptance certificate of electronic cases and documents in electronic form when changing the head of archive of the organization (person responsible for archive of the organization) in form according to appendix 11.

For reception-transmission of documents and cases the order of the head of the organization appoints the commission as a part of at least 3 people. The commissions the representative of service of preschool educational institution of the organization is included.

In case of reception-transmission of documents and cases are checked:

availability and the state of affairs according to the procedure, established by Chapter 43 of these rules, and insurance copies of documents in archive of the organization;

availability and condition of accounting documents and explanatory notes to documents, including passports of archive, inventories of cases, nomenclatures of cases for accounting of documents and cases temporary (up to 10 years) storages, sheets of funds;

availability of stamps of archive of the organization;

storage conditions of documents;

condition of the room, fire-fighting and security equipment, stock.

The delivery-acceptance certificate of documents and cases and the delivery-acceptance certificate of electronic cases and documents in electronic form are signed by persons, transferring and accepting documents and cases of the organization, the chairman and members of the commission and affirms the head of the organization.

20. In case of detection of shortage of cases (documents) their search according to requirements of Chapter 44 of these rules will be organized.

Section II. Examination of value of documents of the organization

Chapter 5. Principles and criteria of examination of value of documents

21. Expertize of value of documents is carried out on the basis of the principles of historicism, complexity and comprehensiveness.

The principle of historicism assumes assessment of contents of documents proceeding from historical situation in which the organization in which activities documents (organization-fondoobrazovatel) were formed was effective.

The principle of complexity assumes assessment of documents taking into account their place and value as a part of the developed complex of documents (fund) in the organization-fondoobrazovatele, and also their interrelation with documents of other funds.

The principle of comprehensiveness assumes assessment of documents from the point of view of reflection by them of the different parties of material and spiritual human life and society.

22. Expertize of value of documents is carried out by complex use of criteria of origin, content, external features of documents.

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 which are carried out by it;

role and value of the citizen 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;

repeatability 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 basis of the material carrier of the document;

physical condition of the document.

23. Expertize of value of the specifications and technical documentation is carried out based on general, specific criterions and criteria of public recognition.

Authenticity, physical condition of documents, completeness of set of documents belong to general criterions.

Treat specific criteria:

the importance of the specifications and technical documentation for society, the state, degree of novelty, uniqueness and originality of the problem resolution in specific industry of science, the equipment, construction, production;

cost efficiency of implementation of results of research or technical idea;

social efficiency of research or development;

fundamental nature of research works;

extent of reflection of the level of development of science and technology in research, the project, capital construction project or product of industrial production, and also technology of its production;

quantity of the prototype solutions implemented in construction and industrial production;

modification, maximum unification of products of industrial production, their technical esthetics, reliability;

mass character or seriality of production, extent of reconstruction of construction object, national peculiarities of architecture, specifics of geological and hydrological conditions.

Treat criteria of public recognition:

award to developments of the international, state or personalized awards;

promotion of researches and developments on competition of awards, their demonstration at the international exhibitions;

patent and commercial value.

Chapter 6. Organization of examination of value of documents. Tasks and TsEK (EK) functions of the organization

24. Expertize of value of documents in the organization is carried out annually based on the list of standard documents with indication of storage durations established by republican state body in the field of archiving and clerical work, and (or) lists of the documents which are formed in the course of activities of the 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 if other is not determined, – departmental lists of documents with indication of storage durations), the 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 (further – lists of documents of the non-state organizations with indication of storage durations), and also other acts of the legislation.

25. Expertize of value of documents in the organization is carried out:

in clerical work in case of creation of the nomenclature of cases, by preparation of cases for transfer on storage to archive of the organization;

in archive of the organization in case of selection and preparation of cases for transfer on permanent storage to the Public Records Office (in the organization which is source of completing of the Public Records Office), in case of allocation to destruction of documents and cases of temporary storage which storage durations expired.

26. Examination of value of documents in the organization is performed by permanent EK. In the state bodies and other organizations having subordinates (which are part, system) the organizations, permanent TsEK are created.

EK of structural division of the organization is created according to the decision of the head of the organization depending on the number of the documents which are formed in its activities.

Conducting examination of value of documents in the organization which is source of completing of the Public Records Office is performed under methodical management and with the advisory help of the relevant Public Records Office.

27. TsEK (EK) of the organizations is created as a part of at least 3 people. The deputy manager of the organization is appointed the chairman of TsEK (EK), as a rule, members – the head of service of preschool educational institution (person performing functions of service of preschool educational institution), the head of archive of the organization (person responsible for archive), the chief accountant and other most skilled workers of the organization. The structure of TsEK (EK) of the organization which is source of completing of the Public Records Office joins the employee of the relevant Public Records Office.

The structure of TsEK (EK) affirms the order (order) of the head of the organization.

28. TsEK (EK) acts on the basis of the provision approved by the head of the organization. The regulations on TsEK (EK) of the organization which is source of completing of the Public Records Office are approved with the relevant Public Records Office, other organization – with TsEK of superior organization.

If the non-state organizations have no superior organization and are not sources of completing of the Public Records Offices, then the regulations on EK are considered and approved only EK of this organization.

29. The main objectives of TsEK (EK) are:

the organization and conducting examination of value of documents and cases in case of creation of the nomenclature of cases;

the organization and conducting examination of value of the documents and cases completed by clerical work;

the organization and carrying out selection of documents and cases for transfer on permanent storage to the Public Records Office (in the organization which is source of completing of the Public Records Office);

the organization and conducting examination of value of lists of developments of the scientific and technical documentation which is subject to transfer on permanent storage;

the organization and carrying out selection to destruction of documents and cases of temporary storage which storage durations expired.

30. The TsEK (EK) main functions are:

determination of storage durations of documents and cases;

approval of drafts of nomenclatures of cases of the organization and its structural divisions, standard and approximate nomenclatures of cases, instructions on clerical work, drafts of lists of documents with indication of storage durations, methodical documents on clerical work;

annual selection of documents for storage and destruction;

approval of inventories of cases of permanent storage, temporary (over 10 years) storages and on staff;

approval of acts of allocation to destruction of the documents and cases which are not subject to storage, acts of lack of cases, acts of nondetection of cases (documents) which ways of search are exhausted;

preparation of offers on change of storage durations of separate categories of the documents established by the list of standard documents with indication of storage durations and their introduction for consideration to republican state body in the field of archiving and clerical work;

preparation of offers on change of storage durations of separate categories of the documents established by departmental lists of documents with indication of storage durations, lists of documents of the non-state organizations with indication of storage durations and their introduction on approval to republican state body in the field of archiving and clerical work;

implementation of methodical management and control of activities of EK of structural divisions of the organization and subordinates (which are part, system) the organizations;

decision making concerning enhancement of clerical work and work of archive of the organization and subordinates (which are part, system) the organizations.

31. TsEK (EK) is advisory body which decisions are drawn up by the protocols approved by the head of the organization. The solution of TsEK (EK) can be drawn up also by the order (order) of the head of the organization.

Chapter 7. Procedure for conducting examination of value of documents

32. Examination of value of documents in clerical work is performed annually by service of preschool educational institution (person performing functions of service of preschool educational institution) together with TsEK (EK), employees of structural divisions under methodical management of archive of the organization.

33. When conducting examination of value of documents in structural divisions are performed:

selection put permanent and temporary (over 10 years) storages, including on staff, for transfer to archive of the organization, information system of archive of the organization;

selection put with temporary storage durations, subject to storage in structural divisions of the organization;

selection of cases of temporary storage which storage durations expired, for allocation to destruction.

At the same time completeness of the nomenclature of cases of the organization, correctness of determination of storage durations of the cases opened according to the nomenclature of cases, availability of marks about types of the opened cases (electronic cases, hybrid cases), observance of established procedure of forming of cases are checked.

34. Selection of documents to destruction is made for transfer to archive of the organization and allocations by employees of structural divisions of the organization in whose activities they were formed.

35. Selection of documents permanent and temporary (over 10 years) storages (except for DEV) for transfer to archive of the organization is carried out by sheet viewing. Selection of documents for storage and allocation is not allowed to destruction only based on headings of cases.

In case of sheet viewing from cases doublet copies of documents, draft copies, not properly executed copies of documents, documents with temporary (to 10 years) storage durations are subject to withdrawal.

36. In case of documents acceptance on storage the archive of the organization exercises control of quality of the carried-out expertize of value of documents.

37. Examination of value of documents in archive of the organization is performed by employees of archive together with TsEK (EK) of the organization.

Examination of value of documents in archive of the organization which is source of completing of the Public Records Office is performed under methodical management of the relevant Public Records Office.

38. When conducting examination of value of documents in archive of the organization are performed:

selection and preparation of cases of permanent storage for transfer to the Public Records Office, to information system of archive of electronic documents (in the organization which is source of completing of the Public Records Office);

selection of the documents which are stored in archive and cases of temporary storage which storage durations expired, for allocation to destruction.

39. When conducting examination of value of documents (except for DEV) in archive of the organization especially important documents having inherent value, the special importance for society and the state concerning which the specific mode of storage, accounting and use is set can come to light.

Reference of documents to category especially valuable in archive of the organization which is source of completing of the Public Records Office is performed under methodical management and in coordination with the relevant Public Records Office.

40. The cases with the mark "EPK" which are stored in structural divisions are subject to sheet viewing upon termination of office work year, and the organizations which are stored in archive, – after the expiration of their storage for the purpose of prolongation of terms of their storage.

The cases with the mark "EPK" containing the documents which are subject to transfer on permanent storage are reformed. The documents selected from their structure which are subject to transfer on permanent storage are created in separate cases or join homogeneous cases of permanent storage. The cases containing the remained documents with temporary storage durations are stored during fixed terms.

41. In case of detection in the course of conducting examination of value of shortage of documents and cases permanent and temporary (over 10 years) storages measures for their search according to the procedure, established by Chapter 44 of these rules shall be taken.

42. By results of examination of value of documents in the organization inventories of cases permanent, temporary (over 10 years) storages and on staff, the inventory of electronic cases permanent, temporary (over 10 years) storages and on staff, and also acts of the allocation to destruction of the documents and cases which are not subject to storage, according to the procedure established by Chapters 5-7 of these rules and Chapters 13 and 17 of the Instruction on clerical work in state bodies, other organizations are constituted.

Chapter 8. Creation of lists of developments of the scientific and technical documentation which is subject to transfer on permanent storage

43. Systematization of projects, the products included in the list of developments of the specifications and technical documentation, the subject transfer on permanent storage (further – Lists of developments of the specifications and technical documentation), is performed on chronological, thematic, tematiko-chronological sign.

The specifications and technical documentation of the organizations predecessors, stored in this organization is included in the List of developments of the specifications and technical documentation of the organization.

44. The list of developments of the specifications and technical documentation is considered at meeting of TsEK (EK) of the organization, is signed by the chairman and members of TsEK (EK) and it is represented together with the minutes of TsEK (EK) (minutes abstract of meeting of TsEK (EK) of the organization on approval of EMK of the relevant Public Records Office. After consideration and approval of EMK of the Public Records Office affirms the head of the organization. One copy of the List of developments of the specifications and technical documentation is stored in the Public Records Office, another – in archive of the organization.

The specifications and technical documentation, included in the List of developments of the specifications and technical documentation, before transfer on permanent storage is stored in archive of the organization separately from other documents. To it the fund of use, and in necessary cases – insurance fund is created.

Section III. Reception-transmission put in archive of the organization. Destruction of documents with the expired storage durations

Chapter 9. Reception-transmission put regarding managerial documentation in archive of the organization

45. In archive of the organization cases permanent, temporary (over 10 years) storages, including on staff are accepted.

Cases are subject to forming and registration according to the procedure, established by Chapters 12 and 14 of the Instruction on clerical work in state bodies, other organizations.

The cases shall be submitted to archive of the organization and are included in the annual Section of the summary inventory of cases of permanent storage (further – the annual Section of the summary inventory put) after year, but no later than two years after their completion by clerical work.

Acceptance of cases in archive of the organization is performed according to the inventories of cases of structural divisions constituted according to the procedure, established by Chapter 15 of the Instruction on clerical work in state bodies, other organizations.

46. Cases temporary (up to 10 years) storages in archive of the organization are not accepted.

Acceptance put temporary (up to 10 years) storages in archive of the organization it is allowed in exceptional cases in coordination with archive of the organization and to the decision of the head of the organization. Acceptance of such cases in archive of the organization can be performed according to inventories of cases of structural divisions or according to the nomenclature of cases of the organization.

47. Cases are accepted in archive of the organization for the schedule of acceptance of cases.

In the organization in which there are no structural divisions (further – the unstructured organization), the schedule of acceptance of cases in archive of the organization is not constituted.

48. In case of acceptance of cases in archive of the organization correctness of forming and registration of cases, compliance of number of the cases included in the inventory of cases of structural division, to the number of the cases opened according to the nomenclature of cases of the organization are checked. The defects revealed when checking are eliminated by employees of structural divisions.

Cases are accepted in archive of the organization in the presence of the employee of structural division. In all copies of the inventory of cases of structural division in the column "Note" of each heading of case the mark about availability or lack of case is put down. In the absence of the cases included in the inventory of cases of structural division in mark about reception-transmission of cases numbers of the absent cases in addition are specified. At the end of each copy of the inventory of cases of structural division figures and copy-book specify the number of the cases which are actually accepted in archive, date of reception-transmission of cases, names of positions of employees, signatures, disaggregations of signatures of person who submitted the cases and the employee of archive (person responsible for archive) which accepted cases.

49. The cases verified with the inventory of cases of structural division are selected and lashed in archive sheaves up to 20 cm thick or are located in archive boxes. Cases keep within on increase of numbers inventories of cases of structural division roots on both parties.

Chapter 10. Reception-transmission of DEV, electronic cases in archive of the organization

50. DEV are transferred to archive of the organization as a part of the electronic cases created taking into account general requirements of forming and registration of cases with documents on papers, specified in Chapters 12, 14 and 19 Instructions on clerical work in state bodies, other organizations.

Transfer of electronic cases permanent, temporary (over 10 years) storages and on staff of structural divisions of the organization is made according to the inventory of electronic cases constituted in form according to appendix 14 to the Instruction on clerical work in state bodies, other organizations.

Inventories of structural divisions are constituted according to requirements of Chapter 19 of the Instruction on clerical work in state bodies, other organizations. By preparation of inventories are specified:

information about the employee of structural division of the organization submitting the electronic cases to archive of the organization (the employee's position, initials, surname);

information about the employee of archive of the organization accepting electronic cases in archive of the organization (the employee's position, initials, surname).

The electronic cases are submitted to archive according to the schedule of acceptance of electronic cases in archive of the organization for form according to appendix 12, constituted by the head of archive of the organization (person responsible for archive of the organization) and approved as the head of the organization.

When forming electronic cases the internal inventory of DEV of electronic case is constituted in form according to appendix 13 to the Instruction on clerical work in state bodies, other organizations.

Transfer and acceptance of electronic cases is performed with use of networks of telecommunication (data transmission) as a part of information packet which format is determined by regulations of information exchange between the automated system of documentary ensuring management, other information systems of the organization in which electronic cases, and information system of archive of the organization were created.

51. Information packet contains the following metadata at the level of electronic case:

sequence number of electronic case in the inventory of electronic cases of structural division;

index of electronic case;

heading of electronic case;

date (extreme document dates) of electronic case;

quantity of DEV of electronic case;

I will eat around DEV of electronic case;

language (languages) of DEV of electronic case.

Integrity of metadata at the level of electronic case is confirmed by specifying in information packet of their control characteristics.

52. Information packet contains the following metadata at the level of DEV:

name of type of DEV (order, protocol, act);

class DEV (specifying on DEV belonging to one of the unified systems of documentation);

heading to the text of DEV;

date of DEV;

restriction of access to DEV (access is resolved all, access is limited);

date of lifting of restriction of access to DEV (in the presence);

DEV registration index;

mark about availability of registration and control card;

summary on DEV (in the presence);

DEV language;

data on the author of DEV (the name of the organization which created DEV; for documents from personal fund of the worker its surname, own name, middle name are entered (if that is available);

data on the DEV files (names, amount, control characteristics);

data on algorithm of development of control characteristics (hashing algorithm).

Integrity of metadata at the level of DEV is confirmed by general for all document the control characteristic specified in the internal inventory.

The structure of metadata for DEV temporary (up to 10 years) storages is established by local legal acts of the organization.

53. If necessary for the description at the level of DEV the additional metadata characterizing features of creation and reproduction of DEV are used:

references to other documents forming general managerial context;

data on information technology (version of software product) by means of which DEV is created;

data about technical and the software necessary for reproduction of DEV;

data on protection of DEV.

54. For electronic documents of metadata data on means of the digital signature in addition are included (further – the EDS).

55. The structure of metadata for the archive copy of information resource includes:

name of information resource;

type of information resource (including database, website);

dates of input of information resource in operation and creations of its archive copy;

data on registration of information resource in the State register of information resources;

the Internet address of placement of information resource (for the information resource placed on the global computer Internet);

information about the owner of information resource;

information about the owner of information resource.

56. Transfer of electronic cases, DEV from liquidated organizations in archive of superior organization (the archive of the founder (participant) is performed according to the procedure, established by this Chapter.

57. Acceptance of electronic cases in archive of the organization is performed by the employee of archive of the organization.

In case of acceptance of electronic cases in archive of the organization check of reality is performed (at the time of check):

The EDS on the inventory of electronic cases of structural division of the organization using open key which owner is the organization or the head of the structural unit of the organization;

The EDS on the internal inventory using open key which owner is the organization or the employee of structural division of the organization who constituted the internal inventory.

Check of validity of the EDS is performed with use of the certified means of the EDS.

In case of acceptance of electronic cases in archive of the organization are checked:

structure of metadata of electronic case and DEV;

compliance of structure of the electronic cases submitted on storage, this to the corresponding inventory of electronic cases of structural division;

compliance of amount of the transferred DEV to the amount specified in the corresponding inventory of electronic cases of structural division;

compliance of control characteristics of DEV and the DEV files to the control characteristics specified in the internal inventory and in metadata;

possibility of reproduction of DEV;

lack of malicious computer applications.

58. In case of acceptance of electronic cases in archive of the organization compliance of formats of the files included in them to the formats established by Chapter 19 of the Instruction on clerical work in state bodies, other organizations is checked.

59. In case of acceptance of the electronic cases containing DEV, authenticity and integrity of DEV included in electronic case prove to be true by verification of their control characteristics specified in the internal inventory.

For the electronic cases created according to Item 50 of these rules, confirmation of authenticity and integrity of DEV entering them is performed by check by the certified means of the EDS of reality (at the time of check) the EDS on the internal inventory.

In the presence of time stamp authenticity and integrity of DEV can be confirmed by check by the certified means of the EDS of reality (at the time of signing) the EDS included in the special part of each DEV using open key which owner is person which signed DEV.

Results of check of authenticity and integrity remain in the metadata DEV created by archive of the organization. Metadata contain the date of check and control characteristics confirmed in verification process.

60. Acceptance of DEV in archive of the organization is considered complete in case of positive results of the inspections which are carried out according to requirements of Items 57-59 of these rules.

Completion of acceptance is confirmed by putting down on the inventory of electronic cases of structural division of the EDS using personal key which owner is the head of archive of the organization (person responsible for archive of the organization) or the employee of archive of the organization who performed acceptance.

Chapter 11. Reception-transmission of the specifications and technical documentation in archive of the organization

61. Structural divisions of the organizations transfer the specifications and technical documentation to archive of the organization after its development for problems, products, engineering procedures, capital construction projects, layouts, reconstruction, preservation, restoration or in process of completion of their independent stages, stages or parts.

62. In case of acceptance of the specifications and technical documentation for storage in archive of the organization it is checked:

completeness and structure of documentation;

correctness of accomplishment of documentation according to requirements of technical regulatory legal acts;

correctness of filling of the main text and additional columns to it;

compliance of the designations appropriated to documents to the installed system of designation;

availability of the established signatures and dates on title pages and in the main texts;

availability and correctness of references to technical regulations, standards and other regulating documents;

correctness of the applied reducings words;

correctness of use of system of units of physical quantities.

63. By transfer of sets of originals and duplicates of the specifications and technical documentation from other organizations the delivery-acceptance certificate of the specifications and technical documentation on storage in archive of the organization with transfer of names, designations, stages (stages) and (or) other characteristics of assignable documents is drawn up. The delivery-acceptance certificate is allowed be not to constituted by transfer of copies of the specifications and technical documentation from other organizations in the course of joint project development, products, carrying out research work.

64. The specifications and technical documentation is transferred to archive of the organization on those carriers on which it is developed.

Chapter 12. Destruction of documents and cases with the expired storage durations

65. Selection of documents and cases to destruction is performed by results of examination of value of documents after preparation of summary inventories of cases (annual Sections of summary inventories of cases) permanent, temporary (over 10 years) storages and on staff.

Destruction of documents and cases with the expired storage durations is performed according to the procedure, established by Chapter 17 of the Instruction on clerical work in state bodies, other organizations, and drawn up by the act of allocation to destruction of the documents and cases which are not subject to storage on form according to appendix 10 to the Instruction on clerical work in state bodies, other organizations (for documents and put UD); the act of allocation to destruction of DEV and electronic cases which are not subject to storage on form according to appendix 15 to the Instruction on clerical work in state bodies, other organizations; the act of allocation to destruction of the specifications and technical documentation, not subject to storage, in form according to appendix 13.

66. In case of destruction of DEV and electronic cases from archive of the organization all copies of DEV are withdrawn. Removable carriers are written off and destroyed in accordance with the established procedure. In accounting documents of archive of the organization the mark about their write-off becomes.

67. In the presence in information DEV, distribution and (or) provision of which it is limited, the following methods of its destruction are applied:

use of the special software by rewriting or deleting;

impact on the surface of the removable carrier magnetic field (demagnetization);

mechanical destruction of the removable carrier together with information (crushing, fusion, use of chemicals). For ensuring complete information security this method is preferable.

68. Documents and cases with the expired storage durations are allowed to be destroyed only after approval by the head of the organization of the act of allocation to destruction of the documents and cases which are not subject to storage which is drawn up in the forms established in part two of Item 65 of these rules.

The specifications and technical documentation with the expired storage durations is allowed to be destroyed after approval of lists of developments of the specifications and technical documentation, approval of inventories of the specifications and technical documentation of EMK of the relevant Public Records Office.

Section IV. Creation and execution of the summary and finished inventories of cases

Chapter 13. Creation and execution of the annual Section of the summary inventory of cases

69. Headings of the cases of permanent storage which arrived in archive of the organization join in the summary inventory of cases of permanent storage. The summary inventory of cases of permanent storage is created of the annual Sections constituted in archive of the organization on the basis of inventories of cases of permanent storage of structural divisions.

In archive of the organization which is source of completing of the Public Records Office, the annual Section of the summary inventory of cases is constituted under methodical management of the relevant Public Records Office.

70. The annual Section of the summary inventory is constituted annually. The annual Section of the summary inventory of cases shall be constituted and approved in accordance with the established procedure not later than in two years after completion put clerical work.

In the organizations in which the amount of annually formed cases of permanent storage is insignificant (to 15 cases a year) the Section of the summary inventory of cases can be constituted for several years, but no more than in five years.

71. The annual Section of the summary inventory joins headings of the cases of permanent storage postponed within year in activities of structural divisions and also headings of the cases created from the documents selected from the cases with temporary storage durations which had the mark "EPK".

72. Before entering of headings of cases into the annual Section of the summary inventory compliance of number of the cases included in the schedule, to the number of the opened cases on the nomenclature of cases of the organization for the corresponding year is checked. Sheet viewing of cases in case of which correctness of forming and registration of cases in structural divisions according to requirements of Item 176 of the Instruction on clerical work in state bodies, other organizations is checked is made, and also correctness of systematization and the description of cases in inventories of cases of structural divisions is checked.

The revealed violations of statutory rules of forming and registration of cases are eliminated in structural divisions. If necessary headings of cases are specified, cases are embroidered and reformed.

73. In case of detection of lack of the cases which are not included in references of the structural divisions constituted according to requirements of part two of Item 176 of the Instruction on clerical work in state bodies, other organizations or in the absence of the specified references, and also in the absence of the cases included in inventories of cases of structural divisions, the archive of the organization constitutes the certificate of lack of cases. The archive of the organization will organize search of the absent cases included in references of structural divisions and archive of the organization, jointly with service of preschool educational institution and structural divisions to which the absent cases belong. The found cases join in the annual Section of the summary inventory according to the established scheme of systematization.

If search does not yield results, the archive of the organization draws up the statement of lack of cases on form according to appendix 14.

In the organization which is source of completing of the Public Records Office or having superior organization, the reference and the act of lack of cases are constituted in duplicate, in other organization – in one. One copy of the reference and the act is stored in archive of the organization, the second copy is submited the relevant Public Records Office or superior organization together with copies of the annual Section of the summary inventory of cases.

Data on lack of cases are reflected in the column "Note" of all copies of the summary nomenclature of cases and in the historical and archive reference to fund constituted according to requirements of Chapter 35 of these rules.

Persons guilty of loss of documents are made responsible according to the procedure, established by the legislation.

74. Number according to leaf of fund according to requirements of Item 205 of these rules is assigned to the first annual Section of the summary inventory. The subsequent annual Sections of the summary inventory have the same number before formation of the finished inventory, thus after number of each subsequent annual Section of the inventory of cases in brackets the word "continuation" is specified.

75. The annual Section of the summary inventory of cases of permanent storage is constituted in form according to appendix 15.

In case of creation of the annual Section of the summary inventory rules, stipulated in Item 177 Instructions on clerical work in state bodies, other organizations are followed.

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