ORDER OF THE MINISTER OF CULTURE AND INFORMATION OF THE REPUBLIC OF KAZAKHSTAN

of August 10, 2012 No. 124

About approval of criteria for evaluation of degree of risks in the sphere of clerical work and document storage

According to the subitem 5) Item 2 of article 18 of the Law of the Republic of Kazakhstan of December 22, 1998 "About National Archive Fund and archives" and Item 3 of article 13 of the Law of the Republic of Kazakhstan of January 6, 2011 "About the state control and supervision in the Republic of Kazakhstan" PRIKAZYVAYU:

1. Approve the enclosed criteria for evaluation of degree of risks in the sphere of clerical work and document storage.

2. To provide to committee of information and archives of the Ministry of Culture and information of the Republic of Kazakhstan:

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

2) official publication of this order after its state registration in the Ministry of Justice of the Republic of Kazakhstan;

3) publication of this order on Internet resource of the Ministry of Culture and information of the Republic of Kazakhstan.

3. Declare invalid the order of the Minister of Communications and information of the Republic of Kazakhstan of July 11, 2011 No. 198 "About approval of criteria for evaluation of degree of risks in the field of forming, storage and use of documents of National Archive Fund of the Republic of Kazakhstan" (it is registered in the Register of state registration of regulatory legal acts No. 7112, No. 265-266 (26686-26687)) is published in the Kazakhstanskaya Pravda newspaper of August 20, 2011.

4. To impose control of execution of this order on the supervising vice-Minister of Culture and Information of the Republic of Kazakhstan.

5. This order becomes effective after ten calendar days from the date of its first official publication.

Approved by the order of the Minister of Culture and Information of the Republic of Kazakhstan of August 10, 2012 No. 124

Criteria for evaluation of degree of risks in the sphere of clerical work and document storage

1. Criteria for evaluation of degree of risks in the sphere of clerical work and document storage (further - criteria) are developed in pursuance of article 18 of the Law of the Republic of Kazakhstan of December 22, 1998 "About National Archive Fund and archives" and Item 3 of article 13 of the Law of the Republic of Kazakhstan of January 6, 2011 "About the state control and supervision in the Republic of Kazakhstan" for the purpose of reference of subjects of control to certain risk group.

2. In these criteria the following concepts are used:

1) subjects of control - the state legal entities in whose activities documents of National Archive Fund and documents on staff will be formed and stored;

2) risk - probability of causing damage, loss (destruction) of documents of National Archive Fund of the Republic of Kazakhstan and documents on staff taking into account severity of its consequences.

3. Depending on risk degree subjects of control concern groups of high, average or insignificant risk.

4. Initially all subjects of control concern group of insignificant risk degree.

5. Further by results of check taking into account the gained points by criteria, the subjects of control which underwent testing are redistributed in the corresponding groups of risk degree:

1) the subjects of control which gathered by results of checks from 1 to 5 points inclusive concern group of insignificant risk degree;

2) the subjects of control which gathered by results of checks from 6 to 24 points inclusive concern group of average risk degree;

3) the subjects of control which gained over 24 points by results of checks concern group of high risk.

6. Criteria for assessment of risk degree are:

1) violations of requirements to document creation - 1 point;

2) violations of requirements to the organization of document flow - 1 point;

3) lack of the approved nomenclature of cases, violation of procedure for forming of cases and their transfer to departmental archive - 1 point;

4) violation of fixed terms of temporary document storage of National Archive Fund in departmental archive and procedure for their transfer to the Public Records Office - 1 point;

5) lack of the approved inventories of cases of permanent storage, the approved inventories of cases on staff and acts of allocation to destruction of the documents which are not subject to storage - 1 point;

6) lack of registers of temperature moisture conditions and accounting of the physicochemical state of affairs - 1 point;

7) violation of procedure for completing of the Public and special Public Records Office - 1 point;

8) violation of procedure for document storage - 6 points;

9) violation of accounting treatment for documents - 6 points;

10) violation of procedure for issue of documents from the archive depository - 6 points;

11) violations of the rights and interests of physical persons and legal entities in use of documents of National Archive Fund and other archive documents - 25 points;

12) destruction of documents of National Archive Fund and other archive documents of 25 points.

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