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Ministry of Justice of Ukraine

April 10, 2013

No. 584/23116


of April 8, 2013 No. 656/5

About approval of Rules of work of archive organizations of Ukraine

(The last edition from 12-06-2018)

According to article 22 of the Law of Ukraine "About National Archive Fund and archive organizations" and for the purpose of regulation of the main questions of functioning of the archive organizations of Ukraine performing forming, accounting, document storage of National Archive Fund and use of the data of PRIKAZYVAYU containing in them:

1. Approve Rules of work of archive organizations of Ukraine which are attached.

2. To department of interaction with authorities (Zerkal O. V.) to submit this order on state registration according to the Presidential decree of Ukraine of October 03, 1992 to No. 493 "About state registration of regulatory legal acts of the ministries and other executive bodies".

3. This order becomes effective from the date of its official publication.

4. To impose control over the implementation of this order on the Chairman of the Public archive agency of Ukraine Ginzburg O. P.


A. Lavrinovich


Approved by the Order of the Ministry of Justice of Ukraine of April 8, 2013 No. 656/5

Rules of work of archive organizations of Ukraine

І. General provisions

1.1. Rules of work of archive organizations of Ukraine (further - Rules) establish requirements concerning ensuring forming, accounting, storage and use of National Archive Fund (further - NAF) which documents are property of the state and property of territorial societies.

1.2. In these rules terms are used in such values:

the archive help - the document of archive organization processed according to the legislation, containing information on request subject based on archive documents with indication of their search data;

the archive organization, archive, archive division, archives department is respectively the organization or structural division providing accounting and storage of archive documents, use of the data containing in them and forming of NAF and/or the exercising control, research and information activities in the field of archiving and clerical work;

archive fund - the set of archive documents created by archive organization based on communication between documents and (or) their creators;

the audiovisual document - the document which contents are presented in the form of the image and (or) sound recording to fixation and (or) reproduction of which use the corresponding equipment;

the public archive institution - the archive organization performing the activities at the expense of means of the Government budget of Ukraine;

sources of picking of archive - legal entities or physical persons which are creators or owners of the documents NAF which are subject to transfer to archive without fail or based on the agreement;

sources of forming of NAF - legal entities or physical persons which are creators or owners of documents of Fund;

the help device - the reference books in any form (guides, descriptions, directories, pointers, databases, nomenclatures put and so forth) intended for search of archive documents or the data containing in them;

documentary (documentary) fund - set of in-house documents, cumulative or collected in the course of activities of the legal entity, structure and which process of forming is determined by regulating documents;

examination of value of documents - comprehensive study of documents for the purpose of their entering into NAF or withdrawals from it, carrying out money value of documents NAF, their reference to unique and establishment of storage durations of the documents which are not subject to entering into NAF;

the electronic document - the document in which information is fixed in the form of electronic data, including obligatory details of the document;

picking zone - administrative and territorial unit in which there are legal entities and physical persons, and (or) the sphere of the public relations to which powers of the Public Records Office extend (archives department of the district, district state administration in the city of Kiev and Sevastopol, city council);

complex of scientific and technical documentation (further - the specifications and technical documentation) - set of documents which are formed in mining process of research problem (subject), designing of product of industrial production, technology of its production, designing of capital construction project, specifications and technical documentation accounting unit in fund;

the user archive documents - physical person or legal entity which according to the legislation gets acquainted with archive documents;

legal access to archive documents - set of the precepts of law determining access mode, procedure for receipt of permission to the admission to information with limited access;

private archive collection - collection of the archive documents which are property of one or several persons;

classified documents - the documents containing the classified information on which obligatory details (security classification and registration number) are applied;

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