ORDER OF THE STATE COMMITTEE OF ARCHIVES OF UKRAINE

of November 25, 2008 No. 236

About approval of the Procedure for access to rooms and to the territory of the public archive institutions

1. Approve the Procedure for access to rooms and to the territory of the public archive institutions which is applied.

2. To storage division and accounting of National Archive Fund of management of clerical work, forming and storage of National Archive Fund (Kiselyova L. A.) provide submission of this order on state registration in the Ministry of Justice of Ukraine.

3. Declare invalid the order of the State committee of archives of Ukraine from 15.01.2001 N 2 "About approval of the Procedure for access to rooms and to the territory of the public archive institutions", registered in the Ministry of Justice of Ukraine 24.05.2001 for N 440/5631.

4. To impose control over the implementation of this order on the vice-chairman of the State committee of archives of Ukraine K.E.Novokhatsky.

Approved by the Order of the State committee of archives of Ukraine of November 25, 2008, No. 236

Procedure for access to rooms and to the territory of the public archive institutions

I. General provisions

1.1. This Procedure is developed according to the Law of Ukraine "About National Archive Fund and archive organizations", the Regulations on the State committee of archives of Ukraine approved by the resolution of the Cabinet of Ministers of Ukraine, of 11.07.2007 N 899.

1.2. The procedure establishes the main requirements concerning the organization and registration of access for physical persons and representatives of legal entities to placements and on the territory of the public archive institutions (further - archives).

1.3. Based on this Procedure archives regulate procedure for access to rooms and to the territory of archives taking into account features of placement of archive funds and operation mode.

The possibility of separation of premises of archive into access zones according to their assignment is considered.

II. Document creation which grant right of access to premises of archive

2.1. Access to premises of archive is provided on presentation by person of the relevant documents.

2.2. The document which grants the right to input to premises of archive is drawn up based on the identity document (the passport, the official ID and so forth).

2.3. Documents which grant the right to input (output) to premises of archive are:

official ID of the employee of archive;

the membership card - for members of the Union of archivists of Ukraine;

the omission to the reading room (the sector of use of documents) (appendix 1) - for users documents which work in the reading room;

the one-time omission (appendix 2) - for persons which address for receipt of the help and on other questions.

2.4. Employees of bodies of legislative, executive and judicial authority, and also law enforcement agencies in case of accomplishment of service duties by them, couriers with correspondence, employees of repair, energy and other organizations which service archive have the right to pass to premises of archive according to the official IDs. Information concerning visitors of archive is noted in the book of accounting of visitors of archive (appendix 3) which is conducted by persons to whom this obligation and which shall be numbered, strung together and attested seal is assigned.

2.5. Execution of the omission to the reading room is performed by the worker responsible for work of the reading room. The omission is subject to return to the worker responsible for work of the reading room, upon termination of the term of its action.

2.6. The one-time omission is ordered by the director of archive, his deputy or the employee of the relevant structural division of archive personally. The list of workers who have the right to order one-time the omission affirms the order of the director of archive. Execution of the one-time omission is performed by persons to whom this obligation is assigned.

2.7. The one-time omission signed by the person which ordered it is subject to return to the person on duty on protection post in case of output from archive.

2.8. Members of boards, public councils and other advisory bodies of archives, students probationers, persons which arrive for participation in conferences, meetings, seminars, other actions are allowed to premises of archive according to the list, the signed director of archive or its deputy, after sight the identity document. The list moves on protection post in good time.

2.9. Citizens of foreign states and stateless persons are allowed to premises of archive in accordance with general practice.

2.10. The post of protection shall be provided with samples of the documents specified in Item 2. 3, and signatures of responsible officials of archive.

2.11. Access to premises of archive is prohibited:

in case of absence at the visitor of the document which grants the right to input to premises of archive;

in case of the wrong execution of the omission, the termination of term of its action.

2.12. The input to premises of archive to visitors with portfolios, shopping and sports bags, packets is not allowed.

2.13. Bringing (import) to premises of archive of foreign documents, their copies, printing editions, technical means (cameras, movie cameras, duplicating machines and so forth), without approval of the director of archive is forbidden.

2.14. Bringing (import) in archive of archive documents is performed only according to the written permission of the director of archive or its deputy.

2.15. The administration of archive shall create conditions for temporary storage of outerwear and objects with the input to which premises of archive is prohibited.

2.16. In the territory of archive of any persons officials who granted them the right to access are responsible for observance of procedure for stay.

III. Procedure for carrying out (export) for documents, printing editions and other material values

3.1. Take out it is allowed (to export) documents (archive and office) and their copies, printing editions and other material values based on the omission on carrying out (export) of documents and other material values (appendix 4).

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