of May 24, 2012 No. 143
About approval of Rules of work of archives of state bodies and other organizations
Based on Article part one 10, of parts six and the seventh Article 18 and part two of article 25 of the Law of the Republic of Belarus of November 25, 2011 No. 323-Z "About archiving and clerical work" and subitem 7.92 of Item 7 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 July 26, 2024 No. 545, the Ministry of Justice of the Republic of Belarus DECIDES:
1. Approve Rules of work of archives of state bodies and other organizations (are 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. 143
1. These rules establish operating procedure of archives of state bodies, other organizations (further if other is not determined, – the organizations).
Action of these rules extends also to representative offices of the foreign organizations performing the activities in the territory of the Republic of Belarus, regarding establishment of requirements for ensuring accumulating, storage, accounting and use which are formed in the course of their activities of documents for staff of employees of these representations.
2. These rules establish the single requirements imposed to activities of archives of the organizations during the work with managerial documentation on papers (acceptance, storage, accounting and use of documents).
3. The requirements stated in these rules regarding general regulations (the organization of planning and the reporting, labor organization, scientific and methodical work, printing activities) extend to work of archives of the organizations with scientific and technical documentation, film, photo, phono - and video documents (further – audiovisual documentation) and documents in electronic form.
Features of work of archives of the organizations with scientific and technical, audiovisual documentation, documents in electronic form, and also the documents formed throughout life of citizens of the Republic of Belarus, foreign citizens and stateless persons (their family of sort) (further – citizens) or acquired by them on legal causes and being in their property, are regulated by acts of the legislation.
4. For storage during fixed terms of the documents and cases finished with clerical work permanent and temporary (over 10 years) storages, including on staff, the organizations create archives.
Depending on structure of the documents which are subject to storage in archive, the organizations can create separate archives of managerial documentation, scientific and technical documentation, audiovisual documentation.
4-1. The procedure for use of the documents which are stored in archives of state bodies, other organizations is established by their heads according to the legislation.
The decision on access restriction to the documents which are stored in archives of state bodies, other organizations is accepted by heads of these state bodies, other organizations. About access restriction to the documents which are stored in archives of state bodies, other organizations it is reported to citizens or the organizations in seven-day time from the date of receipt of request.
5. Tasks of archive of the organization are:
completing of archive documents;
accounting and ensuring safety of documents;
ensuring use of documents;
preparation and document transfer of National Archive Fund of the Republic of Belarus (further – National Archive Fund) on permanent storage in the Public Records Office in the cases established by acts of the legislation;
implementation of methodical management and the analysis of condition of archiving and record keeping in subordinates (which are part, system) the organizations and the organizations – sources of completing of archive.
6. For the purpose of accomplishment of tasks the archive of the organization performs the following functions:
constitutes and annually specifies the list of the organizations – completing sources in form according to appendix 1 (for the joint archive);
accepts on storage documents of structural divisions of the organization and the organizations – sources of completing of archive;
considers the documents and cases accepted in archive, maintains complex of accounting documents;
performs classification of documents by archive funds and archive collections (further – funding) the documents and cases accepted in archive;
ensures safety of the documents and cases accepted in archive, controls conditions of their storage, carries out verifications of presence of documents and cases;
constitutes and supports in current state explanatory notes to the documents which are stored in archive;
performs use of the documents which are stored in archive, issues information documents, copies of archive documents, copies of parts of archive documents on requests of the organizations and citizens, provides documents to users for work in the reading room, issues cases in temporary use to structural divisions of the organization and third parties, records also the analysis of use of documents;
participates in work of the central commission of experts (further – TsEK) or to commission of experts (further – EK) the organizations, gives methodical help in conducting examination of value of the documents which are in structural divisions of the organization in subordinates (which are part, system) the organizations and in the organizations – sources of completing of archive;
carries out expertize of value of the documents and cases which are stored in archive of the organization, constitutes annual Sections of summary inventories of the cases which are subject to storage, and acts of selection to destruction of the documents and cases which are not subject to storage their TsEK (EK) submits the organizations and, in the cases established by these rules, other acts of the legislation – the Public Records Office, structural division on archives and clerical work regional (Minsk city) executive committee or superior organization;
prepares and transfers documents of National Archive Fund for permanent storage to the Public Records Office in cases and according to the procedure, established by these rules, other acts of the legislation;
represents to structural division on archives and clerical work regional (The Minsk city) executive committee or the Public Records Office of the information about structure and amount of the funds which are stored in archive, in the cases established by acts of the legislation;
performs the analysis of compliance of forming and registration of cases in structural divisions of the organization and the organizations – sources of completing of archive to the established requirements;
performs the analysis of condition of archives and safety of documents in subordinates (which are part, system) the organizations and the organizations – sources of completing of archive;
participates in project development of regulatory legal acts and methodical documents on archiving and documentary ensuring management;
participates in holding actions for advanced training of employees of archives and services of documentary ensuring management (further – preschool educational institution) the organizations, subordinates (which are part, system) the organizations and the organizations – sources of completing of archive.
7. For accomplishment of the main objectives and functions the archive of the organization has the right:
analyze accomplishment of statutory rules of work with documents in the structural divisions of the organization subordinated to it (which are part, system) the organizations and in the organizations - sources of completing of archive, to instruct them in accordance with the established procedure on the questions incoming competence of archive of the organization;
demand from structural divisions of the organization and the organizations - sources of completing of archive of timely transfer to archive of the organization of documents in the arranged condition;
request from structural divisions of the organization and the organizations - sources of completing of archive data, necessary for work;
enter to management of the organization of suggestion for improvement of clerical work and archiving.
8. Work of archive of the organization is carried out according to acts of the legislation in the field of archiving and clerical work, its charter (regulations on it), other local legal acts.
The regulations on archive of the organization affirm the head of the organization. The regulations on archive of the organization which is source of completing of the Public Records Office are approved with the relevant Public Records Office, other organization – with TsEK of superior organization.
9. In the organization in which establishment of established posts of the serving employees of archive is not provided accomplishment of functions on implementation of acceptance, storage, accounting and use of archive documents is assigned to person assigned by the order (other administrative document) of the head of the organization (further – person responsible for archive).
10. The archive of the organization is provided necessary with accommodation (rooms), the equipment and personnel.
Job responsibilities, the rights and responsibility of employees of archive (persons responsible for archive) are determined by job descriptions.
11. Work of archive of the organization is carried out on planned basis.
The archive of the organization is constituted:
the work plan for year;
the schedule of acceptance put in archive of the organization (in the presence of structural divisions);
the passport of archive of the organization (for the organizations which are sources of completing of the Public Records Offices).
12. The work plan consists of the Sections corresponding to the main areas of work of archive of the organization and includes names of specific work types, units of their measurement, the amount of works, the budget of working hours, completion dates and cast in form according to appendix 2.
In case of plan development of work and determination of the budget of working hours standard rates of time for the works performed by employees of archives of the organizations, approved in accordance with the established procedure are used.
The plan is signed by the head of archive of the organization (person responsible for archive) and affirms the head of the organization.
13. The schedule of acceptance of cases includes names of the organizations which are sources of completing of archive, and (or) structural divisions of the organization in which activities archive documents, the term of acceptance, the name of positions, initials, surnames of persons responsible for transfer of archive documents in archive of the organization are formed and in archive of the organization is constituted in form according to appendix 3.
The schedule of acceptance of cases in archive of the organization has quarterly breakdown.
The schedule of acceptance of cases in archive of the organization is signed by the head of archive of the organization (person responsible for archive), approved with heads of the organizations - sources of completing of archive and (or) heads of structural divisions of the organization in whose activities archive documents are formed, and affirms the head of the organization.
In the organization in which there are no structural divisions (further - the unstructured organization), the schedule of acceptance of cases in archive of the organization is not constituted.
14. Schedules of transfer of cases on permanent storage in the Public Records Office, submissions of annual Sections of summary inventories of cases for consideration of EMK of the Public Records Office or EPK of structural division on archives and clerical work of regional executive committee are constituted in the organization which is source of completing of the Public Records Office for the form approved with the relevant Public Records Office, structural division on archives and clerical work of regional executive committee.
15. Following the results of work the archive of the organization constitutes the report for work of archive of the organization in year in form according to appendix 3-1. The report joins data on schedule performance, and also data on accomplishment of the actions which are not included in the annual plan.
16. The passport of archive is constituted in the organization which is source of completing of the Public Records Office in duplicate in form according to appendix 4 and includes data as of January 1.
17. The archive of the organization jointly with service of preschool educational institution exercises control of forming and registration of cases in structural divisions of the organization, preparation of the documents and cases formed in their activities to transfer on storage to archive of the organization, and also carries out the analysis of condition of archives in the organizations – the completing sources, other organizations subordinated (which are part, system) of the organization.
The analysis of forming, registration of cases and preparation of cases in structural divisions of the organization for transfer to archive of the organization is carried out at least once a year. The analysis of condition of archives in the organizations specified in part one of this Item is carried out at least once in five years.
Following the results of the analysis the report addressed to the head of the organization in which the condition of archive and documents in clerical work is reflected is constituted, measures for liquidation of the found shortcomings and further improvement of work are planned. Direct contractors and heads of the relevant structural divisions shall be acquainted with outputs on analysis results.
Accounting of work of archive with the organizations specified in part one of this Item is fixed in the cards which are drawn up according to appendix 5.
18. When changing the head of the organization the documents and cases which are in clerical work and in archive of the organization and also explanatory notes to them are transferred under the delivery-acceptance certificate of documents and cases when changing the head of the organization for form according to appendix 5-1.
In the delivery-acceptance certificate of documents and cases when changing the head of the organization the number of the documents and cases which are in clerical work, the number of the documents and cases which are stored in archive of the organization with selection of data on the number of cases of permanent storage, and also data on the equipment and stock of archive of the organization separately is specified.
19. When changing the head of archive of the organization (person responsible for archive) reception-transmission of documents and cases, explanatory notes to them, accounting documents, and also rooms, stock and the equipment of archive of the organization is drawn up by the act according to appendix 6.
For reception-transmission of documents and cases the order of the head of the organization assigns the commission as a part of at least 3 people. The commissions the representative of service of preschool educational institution of the organization without fail is included.
In case of reception-transmission of documents and cases are checked:
availability and the state of affairs according to the procedure, established by Chapter 38 of these rules, and insurance copies of documents in archive of the organization;
availability and condition of accounting documents and explanatory notes to documents (passports of archive, inventories of cases, nomenclatures of cases for accounting of documents and cases temporary (up to 10 years) storages, sheets of funds, etc.);
availability of stamps of archive of the organization;
storage conditions of documents;
condition of the room, fire-fighting and security equipment, stock.
The delivery-acceptance certificate of documents and cases is signed by persons, transferring and accepting documents and cases of archive of the organization, the chairman and members of the commission and affirms the head of the organization.
20. In case of detection of shortage of cases (documents) their search according to requirements of Chapter 39 of these rules will be organized.
No. 118 is excluded according to the Resolution of the Ministry of Justice of the Republic of Belarus of 31.08.2022
It is excluded according to the Resolution of the Ministry of Justice of the Republic of Belarus of 31.08.2022 No. 118
21–41. Are excluded according to the Resolution of the Ministry of Justice of the Republic of Belarus of 31.08.2022 No. 118
42. Forming of cases - grouping of the performed documents in cases according to the nomenclature of cases and systematization of documents in cases.
Documents are created in cases by the workers responsible for clerical work in structural divisions. In the unstructured organizations forming of cases is performed by person performing functions of service of preschool educational institution in the organization and the workers responsible for documentary ensuring separate managerial functions and activities of the organization.
Control of the correct forming of cases in clerical work is exercised by service of preschool educational institution and archive of the organization. Correctness of forming of cases is checked by transfer of cases to archive of the organization and to the Public Records Office if the organization is source of completing of the Public Records Office.
43. In case documents which on the content correspond to case heading are located.
Documents are grouped in cases according to marks on execution of documents "In case". At the same time correctness of document creation, availability of signatures, dates, marks about execution and other necessary details of documents is checked.
44. In cases documents of one office work year except for passing personal and legal cases are grouped.
Documents permanent, temporary (over 10 years) and temporary (up to 10 years inclusive) storages are grouped in separate cases. Temporary grouping in one case of the documents with different storage durations connected by the solution of one question is allowed. Upon termination of office work year such cases are disbanded, and documents are grouped in independent cases depending on terms of their storage.
Case joins only one copy of each document. It is not allowed to include the documents which are subject to return, draft and doublet copies in cases.
Appendices are created in cases together with documents which they treat. In case of considerable amount of appendices they are grouped in separate cases.
45. The amount of case shall not exceed 300 sheets at thickness no more than 40 mm. In case of bigger amount of documents case is divided into independent volumes. Documents of each volume are continuation previous.
46. Documents in case are systematized by the following principles or their set: voprosno-logical, chronological, alphabetic, numerical and others.
Administrative documents (orders, orders, resolutions and others) are grouped in cases on types and systematized on chronology in ascending order of numbers.
Orders and orders on the main activities, and on administrative questions are grouped in staff in separate cases.
Orders and orders are grouped in staff in separate cases depending on terms of their storage.
In case of considerable amount of administrative documents of certain version (about modification of the staff list, about sending, about leave provision, etc.), their grouping in separate cases is allowed.
Organizational documents (charters, provisions, instructions, staff lists, etc.) are, as a rule, created in separate cases irrespective of method of their approval. The organizational documents approved by administrative documents can be created in cases together with the specified documents as appendices to them.
Protocols are grouped in cases separately in types (for example, protocols of meetings of certifying commission, protocols of meetings of commission of experts, etc.) and systematized on chronology in ascending order of numbers.
Plans and reports are grouped in cases of that year to which they belong on the content, is time-invariant their creation. For example, the plan for 2012 constituted in 2011, or the report for 2012 constituted in 2013 shall be carried to 2012. The plan calculated for several years is created in case by initial year of its action. The report on accomplishment of such plan is created in case by the last year of action of the plan.
Plans, reports, estimates, limits, title lists are grouped separately from calculations to them.
Cases with correspondence, orders and documents on their accomplishment are created by the voprosno-logical principle providing arrangement of documents in the logical sequence of the solution of question: the initiative document (request or the order), behind it – the document answer is located with the first.
Documents of the personal record are systematized according to the procedure, established by acts of the legislation.
Addresses of citizens, including individual entrepreneurs, both legal entities and the documents connected with their consideration are grouped in independent cases and systematized in chronological or alphabetic procedure. The addresses of citizens, including individual entrepreneurs, and legal entities containing suggestions for improvement of organization activity, individual entrepreneurs, to enhancement of legal regulation of the relations in the state and public life, to the solution of questions economic, political social and other fields of activity of the state and society, are grouped separately. Each address and documents connected with its consideration constitute independent group in case. The repeated addresses and documents connected with their consideration are systematized in case together with previous.
Personal accounts are grouped in independent cases in limits of year and systematized alphabetically surnames.
47. Examination of value of documents is determination of the historical, scientific, social, economic, political, cultural and practical importance of documents for the purpose of establishment of terms of their storage and selection for storage.
48. Expertize of value of documents is carried out on the basis of the principles of historicism, complexity and comprehensiveness.
The principle of historicism assumes assessment of contents of documents proceeding from historical situation in which the organization in which activities documents (organization-fondoobrazovatel) were formed was effective.
The principle of complexity assumes assessment of documents taking into account their place and value as a part of the developed complex of documents (fund) in the organization-fondoobrazovatele, and also their interrelation with documents of other funds.
The principle of comprehensiveness assumes assessment of documents from the point of view of reflection by them of the different parties of material and spiritual human life and society.
49. Expertize of value of documents is carried out by complex use of criteria of origin, content, external features of documents.
Treat criteria of origin:
role and the place of the organization in system of public administration and (or) functioning of specific industry (system), the importance of the functions performed by it;
role and value of the citizen in the state activities, in development of science, culture and in other areas of public life;
time and place of formation of the document.
Treat criteria of content:
the importance of the event reflected in the document;
value of information containing in the document;
recurrence of information of the document in other documents;
type and kind of the document.
Treat criteria of external features of the document:
authenticity of the document;
legal reliability of the document (availability of signatures, dates, seals);
availability of resolutions, dung;
features of transfer of the text of the document;
features of material basis of the document;
physical condition of the document.
50. Expertize of value of documents in the organization is carried out annually based on regulatory legal acts, local legal acts establishing the list of standard documents with indication of storage durations and (or) lists of the documents which are formed in the course of activities of the state bodies, other state organizations and subordinated to them (which are part, system) the bodies and (or) the organizations, with indication of storage durations (further if other is not determined, – departmental lists of documents with indication of storage durations), lists of the documents which are formed in the course of activities of the non-state organizations and subordinated to them (which are part, system) the organizations, with indication of storage durations (further – lists of documents of the non-state organizations with indication of storage durations), and also other acts of the legislation.
50-1. Departmental lists of documents with indication of storage durations of state bodies, other state organizations are established by the local legal act of state body or other state organization.
50-2. Drafts of departmental lists of documents with indication of storage durations of state bodies, other state organizations go to the Ministry of Justice for consideration and approval.
Drafts of departmental lists of documents with indication of storage durations of the state organizations subordinated to the Government of the Republic of Belarus are approved with the central expert and methodical commission of Department on archives and clerical work of the Ministry of Justice.
Drafts of lists of documents of the non-state organizations with indication of storage durations are approved with the Public Records Offices which sources of completing are these non-state organizations.
If the non-state organizations are not sources of completing of the Public Records Offices, then drafts of lists of documents of the non-state organizations with indication of storage durations are approved only with TsEK of the non-state organization (in case of its availability) or EK of the non-state organization.
51. Expertize of value of documents in the organization is carried out:
in clerical work in case of creation of the nomenclature of cases, by preparation of cases for transfer on storage to archive of the organization;
in archive of the organization in case of selection and preparation of cases for transfer on permanent storage to the Public Records Office (in the organization which is source of completing of the Public Records Office), in case of selection to destruction of documents and cases of temporary storage which storage durations expired.
52. Examination of value of documents in the organization is performed by permanent EK. In the state bodies and other organizations having subordinates (which are part, system) the organizations, permanent TsEK are created.
EK of structural division of the organization is created according to the decision of the head of the organization depending on the number of the documents which are formed in its activities.
Conducting examination of value of documents in the organization which is source of completing of the Public Records Office is performed under methodical management and with the advisory help of the relevant Public Records Office.
53. TsEK (EK) is created as a part of at least 3 people. The deputy manager of the organization is assigned the chairman of TsEK (EK), as a rule, members - the head of service of preschool educational institution (person performing functions of service of preschool educational institution), the head of archive of the organization (person responsible for archive), the chief accountant and other most skilled workers of the organization. The structure of TsEK (EK) of the organization which is source of completing of the Public Records Office can join the employee of the relevant Public Records Office.
The members of TsEK (EK) affirm the order (order) of the head of the organization.
54. TsEK (EK) acts on the basis of the provision approved by the head of the organization. The regulations on TsEK (EK) of the organization which is source of completing of the Public Records Office are approved with the relevant Public Records Office, other organization – with TsEK of superior organization.
If the non-state organizations have no superior organization and are not sources of completing of the Public Records Offices, then the regulations on EK are considered and approved only EK of this organization.
55. The main objectives of TsEK (EK) are:
the organization and conducting examination of value of documents and cases in case of creation of the nomenclature of cases;
the organization and conducting examination of value of the documents and cases completed by clerical work;
the organization and carrying out selection of documents of National Archive Fund and cases for transfer on permanent storage to the Public Records Office (in the organization which is source of completing of the Public Records Office);
the organization and carrying out selection to destruction of documents and cases of temporary storage which storage durations expired.
56. Basic functions of TsEK (EK) are:
determination of storage durations of documents and cases;
approval of drafts of nomenclatures of cases of the organization and its structural divisions, standard and approximate nomenclatures of cases, instructions on clerical work, drafts of lists of documents with indication of storage durations, methodical documents on clerical work;
annual selection of documents for storage and destruction;
approval of inventories of cases of permanent storage, temporary (over 10 years) storages and on staff;
approval of acts of selection to destruction of the documents and cases which are not subject to storage, acts of lack of cases, acts of nondetection of cases (documents) which ways of search are exhausted;
preparation of offers on change of storage durations of separate categories of the documents established by lists of standard documents with indication of storage durations and their introduction for consideration of bodies of archiving and clerical work and the Public Records Offices;
preparation of offers on change of storage durations of separate categories of the documents established by departmental lists of documents with indication of storage durations, lists of documents of the non-state organizations with indication of storage durations and their introduction for consideration of bodies of archiving and clerical work and the Public Records Offices;
implementation of methodical management and control of activities of EK of structural divisions of the organization and subordinates (which are part, system) the organizations;
decision making concerning enhancement of clerical work and work of archive of the organization and subordinates (which are part, system) the organizations.
57. TsEK (EK) is advisory body which decisions are drawn up by the protocols approved by the head of the organization. The solution of TsEK (EK) can be drawn up also by the order (order) of the head of the organization.
58. Examination of value of documents in clerical work is performed annually by service of preschool educational institution (person performing functions of service of preschool educational institution) together with TsEK (EK), employees of structural divisions under direct methodical management of archive of the organization.
59. When conducting examination of value of documents in structural divisions are performed:
selection put permanent and temporary (over 10 years) storages, including on staff, for transfer to archive of the organization;
selection put with temporary storage durations, subject to storage in structural divisions of the organization;
selection of cases of temporary storage for previous years which storage durations expired, for selection to destruction.
At the same time quality and completeness of the nomenclature of cases of the organization, correctness of determination of storage durations of the cases opened according to the nomenclature of cases, observance of established procedure of forming of cases are checked.
60. Direct selection of documents to destruction is made for transfer to archive of the organization and selections by employees of structural divisions of the organization in whose activities they were formed.
61. Selection of documents permanent and temporary (over 10 years) storages for transfer to archive of the organization is carried out by sheet viewing. Selection of documents for storage and selection is not allowed to destruction only based on headings of cases.
In case of sheet viewing from cases doublet copies of documents, draft copies, not properly executed copies of documents, documents with temporary (to 10 years) storage durations are subject to withdrawal.
62. In case of documents acceptance on storage the archive of the organization exercises control of quality of the carried-out expertize of value of documents.
63. Examination of value of documents in archive of the organization is performed by employees of archive together with TsEK (EK) of the organization.
Examination of value of documents in archive of the organization which is source of completing of the Public Records Office is performed under direct methodical management of the relevant Public Records Office.
64. When conducting examination of value of documents in archive of the organization are performed:
selection and preparation of cases of permanent storage for transfer to the Public Records Office (in the organization which is source of completing of the Public Records Office);
selection of the documents which are stored in archive and cases of temporary storage which storage durations expired, for selection to destruction.
65. When conducting examination of value of documents in archive of the organization especially important documents having inherent value, the special importance for society and the state concerning which the specific mode of storage, accounting and use is set come to light.
Reference of documents to category especially valuable in archive of the organization which is source of completing of the Public Records Office is performed under methodical management and in coordination with the relevant Public Records Office.
66. When conducting examination of value of documents in archive of the organization nature of repeating of information containing in them in other documents, type, form and completeness of repeating is specified.
Selection of documents with the repeating information in the organization which is source of completing of the Public Records Office is allowed to destruction only after their reconciliation with the documents of National Archive Fund transferred to permanent storage to the relevant Public Records Office and in coordination with the relevant Public Records Office.
67. The cases with the mark "EPK" which are stored in structural divisions are subject to sheet viewing upon termination of office work year, and the organizations which are stored in archive, – after the expiration of their storage for the purpose of prolongation of terms of their storage.
The cases with the mark "EPK" containing documents of permanent storage are subject to reorganization. The documents of permanent storage selected from their structure are created in separate cases or join homogeneous cases of permanent storage. The cases containing the remained documents with temporary storage durations are stored during fixed terms.
68. In case of detection in the course of conducting examination of value of shortage of documents and cases permanent and temporary (over 10 years) storages measures for their search according to the procedure, established by Chapter 39 of these rules shall be taken.
69. By results of examination of value of documents in the organization inventories of cases permanent, temporary (over 10 years) storages and on staff, and also acts of the selection to destruction of the documents and cases which are not subject to storage, according to the procedure established by Chapters 14 and 16 of the Instruction on clerical work in state bodies, other organizations approved by the resolution of the Ministry of Justice of the Republic of Belarus of January 19, 2009 No. 4, and Chapters 14-17 of these rules are constituted.
It is excluded according to the Resolution of the Ministry of Justice of the Republic of Belarus of 31.08.2022 No. 118
It is excluded according to the Resolution of the Ministry of Justice of the Republic of Belarus of 31.08.2022 No. 118
97. In archive of the organization cases permanent, temporary (over 10 years) storages, including on staff are accepted.
Cases are subject to forming and registration according to the procedure, established by Chapters 11 and 13 of the Instruction on clerical work in state bodies, other organizations.
The cases shall be submitted to archive of the organization and are included in the annual Section of the summary inventory of cases of permanent storage (further – the annual Section of the summary inventory put) after year, but no later than two years after their completion by clerical work.
Acceptance of cases in archive of the organization is performed according to the inventories of cases of structural divisions constituted according to the procedure, established by Chapter 14 of the Instruction on clerical work in state bodies, other organizations.
98. Cases temporary (up to 10 years) storages in archive of the organization are not accepted.
Acceptance put temporary (up to 10 years) storages in archive of the organization it is allowed in exceptional cases in coordination with archive of the organization and to the decision of the head of the organization. Acceptance of such cases in archive of the organization can be performed according to inventories of cases of structural divisions or according to the nomenclature of cases of the organization.
99. Cases are accepted in archive of the organization for the schedule of acceptance of cases in archive of the organization.
100. In case of acceptance of cases in archive of the organization correctness of forming and registration of cases, compliance of number of the cases included in the inventory of cases of structural division, to the number of the cases opened according to the nomenclature of cases of the organization are checked. The defects revealed when checking are eliminated by employees of structural divisions.
Cases are accepted in archive of the organization in the presence of the employee of structural division. In all copies of the inventory of cases of structural division in the column "Note" of each heading of case the mark about availability or lack of case is put down. In the absence of the cases included in the inventory of cases of structural division in mark about reception-transmission of cases numbers of the absent cases in addition are specified. At the end of each copy of the inventory of cases of structural division digits and copy-book specify the number of the cases which are actually accepted in archive, date of reception-transmission of cases, names of positions of employees, signatures, disaggregations of signatures of person who submitted the cases and the employee of archive (person responsible for archive) which accepted cases.
101. The cases verified with the inventory of cases of structural division are selected and lashed in archive sheaves up to 20 cm thick or are located in archive boxes. Cases keep within on increase of numbers inventories of cases of structural division backs on both parties. Cases are brought to archive by employees of structural divisions.
102. Selection of documents and cases to destruction is performed by results of examination of value of documents after preparation of summary inventories of cases (annual Sections of summary inventories of cases) permanent, temporary (over 10 years) storages and on staff and is drawn up by the act of selection to destruction of the documents and cases which are not subject to storage.
103. Destruction of documents and cases with the expired storage durations is performed according to the procedure, established by Chapter 16 of the Instruction on clerical work in state bodies, other organizations.
104. Destruction of documents of National Archive Fund is not allowed.
109. Headings of the cases of permanent storage which arrived in archive of the organization join in the summary inventory of cases of permanent storage. The summary inventory of cases of permanent storage is created of the annual Sections constituted in archive of the organization on the basis of inventories of cases of permanent storage of structural divisions.
In archive of the organization which is source of completing of the Public Records Office, the annual Section of the summary inventory of cases is constituted under methodical management of the relevant Public Records Office.
110. The annual Section of the summary inventory is constituted annually. The annual Section of the summary inventory of cases shall be constituted and approved in accordance with the established procedure not later than in two years after completion put clerical work.
In the organizations in which the amount of annually formed cases of permanent storage is insignificant (to 15 cases a year) the Section of the summary inventory of cases can be constituted for several years, but no more than in five years.
111. The annual Section of the summary inventory joins headings of the cases of permanent storage postponed within year in activities of structural divisions and also headings of the cases created from the documents selected from the cases with temporary storage durations which had the mark "EPK".
112. Before entering of headings of cases into the annual Section of the summary inventory compliance of number of the cases included in the schedule, to the number of the opened cases on the nomenclature of cases of the organization for the corresponding year is checked. Sheet viewing of cases in case of which correctness of forming and registration of cases in structural divisions according to requirements of Item 195 of the Instruction on clerical work in state bodies, other organizations is checked is made, and also correctness of systematization and the description of cases in inventories of cases of structural divisions is checked.
The revealed violations of statutory rules of forming and registration of cases are eliminated in structural divisions. If necessary headings of cases are specified, cases are embroidered and reformed.
113. In case of detection of lack of the cases which are not included in helps of the structural divisions constituted according to requirements of part two of Item 195 of the Instruction on clerical work in state bodies, other organizations or in the absence of the specified helps, and also in the absence of the cases included in inventories of cases of structural divisions, the archive of the organization constitutes the help about lack of cases. The archive of the organization will organize search of the absent cases included in helps of structural divisions and archive of the organization, jointly with service of preschool educational institution and structural divisions to which the absent cases belong. The found cases join in the annual Section of the summary inventory according to the established scheme of systematization.
If search does not yield results, the archive of the organization draws up the statement of lack of cases on form according to appendix 15.
In the organization which is source of completing of the Public Records Office or having superior organization, the help and the act of lack of cases are constituted in duplicate, in other organization – in one. One copy of the help and the act is stored in archive of the organization, the second copy is submited the relevant Public Records Office or superior organization together with copies of the annual Section of the summary inventory of cases.
Data on lack of cases are reflected in the column "Note" of all copies of the summary nomenclature of cases and in the historical and archive help to fund constituted according to requirements of Chapter 31 of these rules.
Persons guilty of loss of documents are made responsible according to the procedure, established by the legislation.
114. Number according to leaf of fund according to requirements of Item 117 of these rules is assigned to the first annual Section of the summary inventory. The subsequent annual Sections of the summary inventory have the same number before formation of the finished inventory, thus after number of each subsequent annual Section of the inventory of cases in brackets the word "continuation" is specified.
115. The annual Section of the summary inventory is constituted in form according to appendix 16.
In case of creation of the annual Section of the summary inventory rules, stipulated in Item 196 Instructions on clerical work in state bodies, other organizations are followed.
Names of subsections and the sequence of entering of headings of cases into the annual Section of the summary inventory are determined by the scheme of the systematization of cases of fund established by archive of the organization according to requirements of Chapter 19 of these rules.
As a rule, names of subsections in the annual Section of the summary inventory are names of structural divisions (public organizations) which documents are included in the annual Section of the summary inventory, and (or) names of functions (activities) of the organization. In case of creation of the Section of the summary inventory for several years according to part two of Item 110 of these rules names of subsections, as a rule, are years in which the cases included in the Section of the summary inventory, and the name of structural divisions (public organizations) which documents are included in the Section of the summary inventory, and (or) names of functions (activities) of the organization were created.
Headings of the cases containing documents for several years join in the annual Section of the summary inventory of that year in which they were brought. At the end of annual Sections of the summary inventory for the next years references to the appropriate annual section are made.
For example:
Documents for 2010 see also in the Section of the inventory for 2009, put No. 10, 15
Columns of the annual Section of the summary inventory are filled in in exact compliance with the data which are taken out on cover of cases and specified in the inventory of cases of structural division. The column "Note" of the annual Section of the summary inventory is used for registration of marks about disposal and transfer of cases, availability of copies of insurance fund and fund of use, features of the physical state of affairs, etc.
116. Put headings, included in the annual Section of the summary inventory, are numbered in gross procedure irrespective of the established scheme of systematization of cases of fund. In case of creation of the second and the subsequent annual Sections of the summary inventory gross numbering of headings of cases continues.
Put headings, included in annual Sections of the summary inventory, are numbered in gross procedure until their number does not reach thousands or other four-digit digit. After that annual Sections of the summary inventory are considered as the finished summary inventory of cases of permanent storage which is drawn up according to the requirements established by Chapter 17 of these rules.
117. At the end of the annual Section of the summary inventory behind the last descriptive Article final record is constituted. In final record in digits and copy-book the total quantity, the first and last numbers of headings of the cases included in the annual Section of the summary inventory is specified, features of numbering of headings of cases (the warranty and missed numbers) are reflected.
Final record is signed by the originator and the head of archive of the organization (person responsible for archive) with indication of their positions. Signatures date.
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