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RESOLUTION OF THE MINISTRY OF JUSTICE OF THE REPUBLIC OF BELARUS

of May 24, 2012 No. 146

About approval of the Instruction about procedure for creation and storage of insurance copies of especially important and unique documents of National Archive Fund of the Republic of Belarus

(as amended of the Resolution of the Ministry of Justice of the Republic of Belarus of 30.08.2022 No. 114)

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

1. Approve the Instruction about procedure for creation and storage of insurance copies of especially important and unique documents of National Archive Fund of the Republic of Belarus it (is applied).

2. This resolution becomes effective after its official publication.

Minister

O. L. Slizhevsky

Approved by the Resolution of the Ministry of Justice of the Republic of Belarus of May 24, 2012 No. 146

The instruction about procedure for creation and storage of insurance copies of especially important and unique documents of National Archive Fund of the Republic of Belarus

Chapter 1. General provisions

1. This Instruction establishes procedure for creation and storage of insurance copies of especially important and unique documents of National Archive Fund of the Republic of Belarus (further - NAF).

2. The requirements stated in the Instruction extend to the documents NAF which are stored in the Public Records Offices.

3. In this Instruction terms in the values determined in article 2 of the Law of the Republic of Belarus "About archiving and clerical work" and GOST 13.0.002-84 "the Reprography are applied. Terms and determinations".

Chapter 2. Insurance fund of documents NAF

4. Set of insurance copies of especially important and unique documents NAF represents insurance fund of documents NAF (further - insurance fund) and is integral part of NAF.

5. Insurance copies are created on all especially important and unique documents NAF (further - documents) regardless of time of their creation, the material carrier and technology of production.

6. The insurance fund is created for the purpose of preserving document information in case of loss or damage of originals of documents.

7. The insurance fund is inviolable and is stored in special storages of insurance fund in the public archive institution determined by Department by archives and clerical work of the Ministry of Justice (further – Department).

8. Requirements to the material carriers used to creation of insurance copies of documents, to engineering procedure of their production to accounting and ensuring their safety are established by regulatory legal acts, technical regulatory legal acts, obligatory for observance (further – technical regulatory legal acts).

Chapter 3. Creation of insurance copies

9. Creation of insurance fund is planned and will be organized as independent work type.

10. Insurance copies of documents are made by the specialized laboratories which are logging in the public archive institutions (further – laboratories).

11. The priority of insurance copying of documents is determined by the information importance, physical condition and intensity of use of documents.

12. From documents, equivalent on value, first-priority copying the documents which are in unsatisfactory physical or technical condition are subject.

13. The insurance fund consists of one copy of insurance copies of different types of documents:

documents on paper basis;

film documents;

documentary photographs;

phonodocuments;

video documents;

13.1. the insurance copy of the document on paper basis is:

the negative microform of first generation made on corresponding type to black-and-white photographic galogenidoserebryany film for microfilming by method of direct photography of the document;

the negative microform made with use of the cumulative technical means providing information output from the electronic computer on microform;

13.2. the insurance copy of the film document is the first copy of the original made on black-and-white film of the corresponding type by method of contact seal.

The type of the insurance copy of the film document is determined by original type: for the original - negative of the image and duplicating film - intermediate positive, for the original - intermediate positive and positive - duplicating film;

13.3. the insurance copy of the documentary photograph is the first copy of the original made on black-and-white film of the corresponding type by method of reproduction or contact seal.

The type of the insurance copy of the documentary photograph is determined by original type: for negative (double negative) - intermediate positive, for slide (slide), positive, double - positive - double negative, for photoprint - negative;

13.4. the insurance copy of the phonodocument is the first copy of the original produced by method of magnetic sound recording on magnetic tape of the corresponding type;

13.5. the insurance copy of the video document is the first copy of the original produced in original format by video and sound recording method on magnetic tape.

14. Along with creation of insurance fund the set of copies of documents for their inclusion in fund of use which is created for ensuring safety of originals of documents and the organization of work on their use is made.

15. The main stages of creation of insurance copies of documents are:

work planning based on perspective and annual plans;

preparation of documents for insurance copying;

preparation of the equipment and materials for insurance copying;

process of insurance copying of documents;

quality control of insurance copies of documents;

packaging and transportation of insurance copies of documents;

transfer of insurance copies of documents for permanent storage;

creation of accounting documents and explanatory notes to the made insurance copies of documents;

reporting on work on creation of insurance copies of documents.

16. The plan of first-priority insurance copying and the explanatory note to it include:

the number of the documents which are subject to insurance copying in the corresponding units of measure;

archive ciphers;

specifying of years and structure of documents;

specifying of the main selection criteria of the specified documents.

17. Annual plans of works on creation of insurance copies of documents are submitted by the Public Records Offices for review in Department within the terms established by it.

18. Preparation of documents for insurance copying is performed according to established procedure of issue of documents from storages.

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