RESOLUTION OF THE MINISTRY OF JUSTICE OF THE REPUBLIC OF BELARUS

of May 11, 2012 No. 120

About approval of the Instruction about procedure for the organization of work with documents in electronic form in archives of state bodies, other organizations and about recognition No. 36 which voided resolutions of the Ministry of Justice of the Republic of Belarus of June 30, 2010

Based on article 18 of the Law of the Republic of Belarus of November 25, 2011 "About archiving and clerical work in the Republic of Belarus" and 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:

1. Approve the enclosed Instruction about procedure for the organization of work with documents in electronic form in archives of state bodies, other organizations.

3. This resolution becomes effective after its official publication.

Approved by the Resolution of the Ministry of Justice of the Republic of Belarus of May 11, 2012 No. 120

The instruction about procedure for the organization of work with documents in electronic form in archives of state bodies, other organizations

1. This Instruction determines procedure for the organization of work with documents in electronic form in archives of state bodies, other organizations.

2. The documents in electronic form which are formed in activities of state bodies, other organizations (further - the organizations), having historical, scientific, social, economic, political or cultural value, reflecting material and spiritual life of the Belarusian people are included National Archive Fund of the Republic of Belarus.

3. Documents in electronic form according to the procedure, established by the legislation in the field of archiving and clerical work, are transferred to archive of the organization for the purpose of accumulating, ensuring safety, the organization of their accounting and use.

4. According to requirements of this Instruction state bodies, other organizations develop the local regulatory legal acts considering features of the organization of work with documents in electronic form.

The local regulatory legal act of the organization which is source of completing of the Public Records Office is published by the head of the organization (his deputy) after approval with expert (central expert) the commission (further - EK (TsEK) of the organization and the expert and methodical commission (further - EMK) the Public Records Office which source of completing is the organization.

The local regulatory legal act of the organization which is not source of completing of the Public Records Office is published by the head of the organization (his deputy) after approval of EK of the organization and EK or TsEK of superior organization.

5. Methodical management of archive of the organization is performed by bodies of archiving and clerical work, the public archive institutions.

6. Are part of documents in electronic form of archive of the organization:

documents permanent, temporary (over 10 years) the storages formed in activities of structural divisions of the organization (including scientific and technical, film, photo, phono - video documents), documents on staff in electronic form;

archive copies of information resources (database, knowledge bases, websites, GIS-systems, electronic editions);

electronic versions of regulatory legal acts and methodical documents;

electronic publishing originals of printed materials;

electronic maps;

personal funds of employees of the organization in electronic form;

documents of permanent storage and on staff of the liquidated organizations which are directly subordinated to this organization, or the organizations which legal successor is this organization;

explanatory notes to documents in electronic form of archive of the organization.

Documents in electronic form temporary (up to 10 years) storages can be transferred to storage to archive of the organization according to local regulatory legal act of the organization or the administrative document of the head of the organization, his deputies.

7. The main objectives of archive of the organization (the joint archive) regarding work with documents in electronic form are:

completing by the documents specified in Item 6 of this Instruction;

accounting, ensuring safety and integrity, creation of explanatory notes, use of the documents in electronic form which are stored in archive of the organization;

control of document creation in electronic form, forming and registration of electronic cases in the organization;

preparation and document transfer in electronic form, subject to permanent storage, in archive of electronic documents of public institution "Belarusian research center of electronic documentation" (further – archive AD BELNITSED) according to the legislation of the Republic of Belarus;

creation and annual refining of the list of structural divisions, organizations – sources of completing of archive of the organization (the joint archive) documents in electronic form;

acceptance on document storage in electronic form after completion in clerical work in structural divisions and the organizations – sources of completing of archive of the organization (the joint archive) before expiration of the certificate of public key of the electronic digital signature;

creation and representation in 2 years after completion of work with documents in electronic form of inventories of electronic cases of permanent storage of organizational and administrative, scientific and technical, audiovisual documentation, documents on staff for consideration of EK of the organization, EMK of public institution "Belarusian research center of electronic documentation" or EK (TsEK) of superior organization;

conducting examination of value stored in archive of the organization (the joint archive) of documents in electronic form and rendering the methodical help in its carrying out in structural divisions, the organizations – sources of completing of archive of the organization (the joint archive), participation in work of EK of the organization;

implementation of grouping of documents in electronic form on funds;

creation and enhancement of explanatory notes to the documents in electronic form which are stored in archive of the organization, ensuring its succession with explanatory notes of archive AD BELNITSED;

rendering the methodical help to structural divisions, organizations – to sources of completing of archive of the organization (the joint archive) in the solution of questions of storage and document transfer in electronic form in archive of the organization (the joint archive);

organization of use of documents in electronic form;

Disclaimer! This text was translated by AI translator and is not a valid juridical document. No warranty. No claim. More info