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It is registered

Ministry of Justice of Ukraine

October 2, 2013

No. 1695/24227

ORDER OF THE MINISTRY OF JUSTICE OF UKRAINE

of September 27, 2013 No. 2045/5

About approval of the Procedure for the state accounting of documents of National Archive Fund

1. Approve the Procedure for the state accounting of documents of National Archive Fund which is applied.

2. Declare invalid the order of the State committee of archives of Ukraine of June 11, 2002 No. 43 "About approval of the Procedure for conducting the state accounting of documents of National Archive Fund of Ukraine", registered in the Ministry of Justice of Ukraine on June 25, 2002 for No. 533/6821 (with changes)

3. Department of interaction with authorities (Paly N. A.) submit this order on state registration according to the Presidential decree of Ukraine of October 3, 1992 to No. 493 "About state registration of regulatory legal acts of the ministries and other executive bodies".

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

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

 

Minister

E. Lukash

 

Approved by the Order of the Ministry of Justice of Ukraine of September 27, 2013 No. 2045/5

Procedure for the state accounting of documents of National Archive Fund

I. General provisions

1. This Procedure determines the organization of the state accounting of documents of National Archive Fund (further - NAF) for the purpose of control of availability of documents NAF, their condition, the place, storage conditions and provision of information about their amount, structure, content and the location.

2. Documents NAF are subject to obligatory state accounting irrespective of the place of their storage, pattern of ownership on them, type of the data carrier and access.

3. The state accounting of documents NAF is performed:

The public archive agency of Ukraine (further - Ukrgosarkhiv)

the central and industry Public Records Offices, the Public Records Office in the Autonomous Republic of Crimea, the Public Records Offices of areas, cities of Kiev and Sevastopol, archives departments of district, district public administrations, city councils in the cities of Kiev and Sevastopol (further - archive organization);

Institute of archive science of National library of Ukraine of V. I. Vernadsky and archive divisions of the public scientific institutions of National academy of Sciences of Ukraine;

archive divisions of the public scientific institutions, museums and libraries;

archive divisions of state bodies, local government bodies, the state and utility companies, organizations and the organizations, associations of citizens, the religious organizations, and also the companies, organizations and the organizations founded on private pattern of ownership;

the archive organizations founded by physical persons and/or legal entities of private law (further - private archive institutions).

4. The state account of documents NAF is kept surely in paper form.

5. For documents NAF with information papers the main accounting units are the archive fund, storage unit (case).

6. For documents NAF with other types of data carriers (film, video, photo, documentary photographs and electronic documents) the main accounting units are the storage unit and accounting unit.

7. Scientific and technical documents NAF consider on funds, groups, complexes and storage units (cases).

8. Unique documents NAF are subject to separate state accounting according to the procedure, established by the current legislation of Ukraine, the information about them is entered in the State register of national cultural property. For unique documents NAF accounting unit is the document.

9. The state accounting of documents NAF is performed by maintaining the main and auxiliary accounting documents.

II. Basic principles of the state accounting of documents NAF

1. The basic principles of the state accounting of documents NAF is centralization, unification, dynamism, reliability and completeness.

2. Centralization is provided with concentration in Ukrgosarkhiva, archive organizations and Institute of archive science of National library of Ukraine of V. I. Vernadsky of data on quantity and structure of archive funds, storage units, accounting units.

3. Unification is reached by single methodical management, provides succession of accounting at all stages of work with documents - in clerical work, in archive division, in archive organization, Institute of archive science of National library of Ukraine of V. I. Vernadsky, - through regulation of system of the main accounting documents and requirements to their maintaining.

4. Dynamism is provided with timely and operational modification of the main of accounting documents or creation of new accounting documents and annual submission of documents for centralized state accounting of documents NAF.

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