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On approval of the Rules for classifying information as official information of limited distribution and working with it

New Unofficial translation

Decree of the Government of the Republic of Kazakhstan dated December 31, 2015 No. 1196.

      Unofficial translation

      In accordance with paragraph 4 of Article 13 of the Law of the Republic of Kazakhstan “On Administrative Procedures” dated November 27, 2000 , the Government of the Republic of Kazakhstan RESOLVES:

      1. To approve the attached Rules for classifying information as official information of limited distribution and working with it.

      2. To recognize as invalid some decisions of the Government of the Republic of Kazakhstan in accordance with the Annex to this Resolution.

      3. This Resolution shall come into effect from the day of its signing.

      Prime Minister
      of the Republic of Kazakhstan К. Мassimov

  Approved by Resolution of the
Government of the
Republic of Kazakhstan
No. 1196
dated December 31, 2015

The Rules for classifying information as official information of limited
distribution and working with it
1. General provisions

      1. These Rules for classifying information as official information of limited distribution and working with it (hereinafter referred to as the Rules) have been developed in accordance with the Law of the Republic of Kazakhstan “On Administrative Procedures” dated November 27, 2000 and determine the procedure for classifying information as official information of limited distribution and working with it, regardless of its type and/or information carrier.

      2. These Rules shall not be applied to the procedure for working with official information containing state secrets of the Republic of Kazakhstan.

      3. Limited official information includes information relating to the activities of a state body, the open publication of which may violate the procedure for adhering to administrative procedures related to the need to ensure independence of a state body when making decisions.

      Open publishing should be understood to mean publishing materials in the open press (including posting on the Internet resource), broadcasting them on radio and television, announcing them at open conferences, meetings, symposiums, showing them in films, exhibiting in museums, at exhibitions, public defense of research and development work, depositing manuscripts.

      4. When working with official information, the following applied special requirements shall be established for the protection of restricted information (Annex 1, for official use).

      5. Persons who use official information of limited distribution in their work must precisely and accurately comply with all information protection requirements, store and not disclose information received by them in the line of duty.

      6. For violation of the requirements of these Rules, officials authorized to work with official information of limited distribution shall be liable in accordance with the laws of the Republic of Kazakhstan.

2. The procedure for classifying information as official information of limited distribution

      7. Documents, cases and publications containing official information of limited distribution shall be marked “For official use” (hereinafter referred to as the mark "For official use").

      The assignment of data to information of limited distribution shall be carried out by the executive and the person who signed the document on the basis of the list of information for official use developed by the state body (hereinafter referred to as the List of information).

      The list of information (amendments and supplements thereto) shall be approved by order of the head of the state body.

      The development of the list of information shall be carried out on the basis of the following criteria:

      1) the information that does not contain state secrets related to the organization and maintenance of the secrecy regime, as well as the monitoring of its observance, including accounting forms;

      2) the information, the publication or disclosure of which directly affects the work of state bodies, including the process of protecting information from destruction, blocking or alteration as a result of unauthorized access to electronic information resources, including access passwords;

      3) the information transferred to the state body by the legitimate owner of the information subject to confidentiality;

      4) the information which publication or disclosure violates the legal rights and interests of individuals and legal entities;

      5) the information containing information on interdepartmental and interdepartmental correspondence carried out in the process of developing decisions, meetings in government bodies, held in the process of developing decisions, the disclosure of which may violate the procedure for adhering to administrative procedures related to the need to ensure the independence of the state body when making decisions, including issues specified in Article 6 of the Law of the Republic of Kazakhstan “On access to information”;

      6) the information on the results of inspections conducted within the framework of state control and supervision, for which a final decision has not been made;

      7) the information received from foreign states or international organizations for which no mutual agreement has been adopted on the conditions for their disclosure.

      8. These criteria shall not cancel the existing and (or) newly received departmental lists of official information of limited distribution marked “For official use”, and also shall not limit the right to classify other information containing information of limited distribution, if this does not contradict regulatory legal acts in the field of state protection secrets, informatization, information protection and information security, departmental lists of information to be classified in state bodies, developed in accordance with the legislation of the Republic of Kazakhstan.

      9. If the information is not provided for by the list of information, but according to the executive can be used to the detriment of the interests of the state body, he together with the head of the structural unit of the state body whose competence include these data, shall submit to the management reasoned proposals on the need to protect this information and make appropriate additions to the specified list.

3. The procedure for working with service information marked "For official use"

      10. It shall be prohibited to transmit official information of limited distribution via technical channels of open types of communication (telephone, public fax connection, radio, satellite and cellular (mobile (mobile) communications, the Internet).

      11. Acceptance and accounting (registration) of documents and publications marked "For official use" shall be carried out by the documentation service of the state body.

      12. All correspondence received by the government agency marked “For official use” shall be subject to initial processing, preliminary inspection, registration and submission to the management for consideration. The indicated correspondence shall be accepted, opened and checked (except with the mark “Confidential”) and processed by the employees of the documentation service, who are entrusted with the work with such documents in accordance with the service instructions.

      In the case of receipt of correspondence marked "For official use" in paper form, it must be sealed in an envelope (package). Therein the integrity of the packaging, the number of sheets and copies of documents and publications, as well as the presence of the applications indicated in the cover letter shall be checked.

      In the case of absence (incompleteness) of documents and publications in envelopes (packages) marked “For official use” or annexes to them, an act in any form, in triplicate shall be drawn up: one of which shall be sent to the sender, the second remains in the documentation service, the third shall be transmitted to the document executor.

      Envelopes (packages) shall not be subject to allocation for destruction in cases where it is possible only according to them to determine the exact address of the sender, the time of sending and receiving the document, as well as receiving paid correspondence.

      The documents and publications marked "For official use" and received by mistake shall be returned to the sender.

      Upon receipt of documents and publications marked "For official use" on electronic media, the presence of malicious programs shall be checked.

      13. Out of office hours, documents and publications marked “For official use” shall be accepted by the duty officer of the state body, who, without opening it, shall transfer them to the head of the documentation service.

      It shall be prohibited to deliver documents and publications marked “For official use” to public authorities without regular duty clerk.

      14. All incoming, outgoing and internal documents, as well as publications marked "For official use", shall be subject to registration. Documents shall be counted by the number of sheets, issues (books, magazines, brochures), copies.

      The main accounting requirement is the one-time assignment of a registration number to documents and publications marked “For official use”. The exception shall be the documents moving to the next clerical year, incomplete by clerical work or requiring a long execution period, which shall be subject to re-registration.

      15. Accounting of documents and publications marked “For official use” shall be carried out separately from accounting for unclassified documentation in the general electronic document management system, and in the absence of electronic document management - for magazines or accounting cards (Annex 2). If the volume of documents and publications of limited distribution is insignificant, it shall be allowed to keep records together with unclassified documents (in a separate section of the accounting journal).

      Sheets of magazines shall be numbered, stitched and sealed with the indication on the last sheet of the number of numbered sheets (in numbers and words), the name of the employee’s position, his/her signature and decryption of the signature.

      After the magazines are completed, the last sheet shall be additionally marked with the number of registered documents (in numbers and words) indicating the number of the first and last registered document numbers, as well as the number of letters and missed numbers. After the specified data, the name of the employee’s position, his signature and decryption of the signature shall be affixed.

      The movement of documents and publications marked "For official use" should be reflected in a timely manner in the appropriate registration forms.

      16. Each registered document, as well as a cover letter to publications marked “For official use”, shall bear the registration number and the mark “For official use” with the addition of the abbreviation “For official use”.

      Registration number consists of a serial number, which can be supplemented by a case index according to the nomenclature of cases, information about the correspondent, executives, date of receipt and others.

      17. The entire limited edition circulation received for distribution shall be registered with one number.

      Additionally duplicated copies of a document (publication) shall be taken into account by the number of this document (publication), which is noted on the reproduced document (edition) and in the corresponding registration form. The numbering of additionally propagated copies shall be made from the last number of previously counted copies.

      18. On the first sheet in the upper right corner of the document, the note “For official use” or the abbreviation “For official use” shall be printed and the number of the printed copy shall be indicated.

      On the back of the last sheet of each copy of the document and the cover letter it shall be indicated where the copies of the sent document are sent, and its vacation (calculation of mailing), the name of the document executor.

      19. Signed (approved) documents marked “For official use” shall be transmitted for registration to the employee of the documentation service that carries out their accounting.

      20. Abstract information publication in magazine or bookmarked card form, which contain information about documents and publications marked “For official use”, shall be issued with the same mark. Abstracted information cards and sheets removed from these publications that do not contain restricted official information shall be recorded and stored as unclassified materials.

      The fact of the withdrawal of cards and sheets shall be certified by the signatures of two employees of the documentation service on the cover of these publications.

      21. At the end of printing the publication marked “For official use”, the printed forms shall be canceled, and the corresponding files (during computer typing) shall be deleted, which is compiled into a optional act signed by the representative of the state contracting authority and the printing house (printing and publishing center) - executor.

      22. Distribution of documents and publications marked “For official use” shall be performed out by the documentation service on the basis of lists signed by their heads (registers or mailing calculations) with the accounting numbers of sent copies.

      23. Posting of documents, files and publications marked “For official use” to other organizations within the Republic of Kazakhstan shall be carried out as a rule by courier communication or couriers. Sent documents, files and publications marked “For official use” must be placed in thick envelopes or packed. It shall be prohibited to use envelopes with transparent “windows” for posting.

      24. There shall be indicated the addresses and names (open or conditional) of the recipient and sender, the numbers of the attached documents with the addition of the note “For official use” on package (envelope). It shall be prohibited to indicate the names and positions of managers and employees, as well as the names of structural units on the envelopes (packages) with documents and publications marked “For official use”.

      25. Transfer of documents and publications marked “For official use” to individuals and legal entities of the Republic of Kazakhstan shall be subject to confidentiality of official information of limited distribution and other conditions for non-disclosure of this information communicated upon transfer or in accompanying documents to them.

      26. The transfer of documents and publications marked “For official use” to foreign legal entities and individuals and their representatives shall be allowed in each individual case only with the written permission of the head of this state body.

      Such documents shall be preliminarily considered at a meeting of the central expert commission created by the state body, which shall make a conclusion on the advisability of transferring them or the possibility of removing the mark “For official use” if, at the time of transfer, the information contained in them lost their original significance.

      At the request of the authorized body in the field of foreign trade or the body conducting the investigation, of the Eurasian Economic Commission, state bodies within their competence shall submit through the authorized body in the field of foreign trade to the body conducting the investigation, the Eurasian Economic Commission necessary for the purpose of investigations and the use of special protective, anti-dumping and countervailing measures the data containing official information of limited distribution, marked “For official use” in the manner and terms established by the Law.

      If documents and publications marked “For official use” contain information related to the competence of other state bodies, their transfer abroad may be carried out only with the consent of the heads of these state bodies.

      It shall be prohibited to send publications marked “For official use” abroad in order of book exchange.

      27. The procedure for execution, passage of documents marked "For official use", control over their implementation shall be similar to the procedure for working with unclassified documents.

      28. Documents marked "For official use" after their execution shall be formed in cases. The headings of these cases shall be entered in the nomenclature of cases of the state body of unclassified clerical work.

      The nomenclature of cases shall include the headings of all registration accounting forms and reference, thematic and other file cabinets for documents marked “For official use”.

      29. Cases marked "For official use" shall be formed in the relevant structural units of the state body under the supervision of the documentation service.

      30. When forming cases, the following requirements must be observed:

      1) to place only executed and correctly executed documents in the case;

      2) to place in the case all documents related to the solution of this particular issue;

      3) to group the documents of one clerical year, with the exception of carry-over cases;

      4) to form documents of a permanent and temporary storage period separately;

      5) to place in relevant cases printouts from documents on electronic media requiring special legal confirmation (official stamp, signature, stamps of authorizations and approvals), on common grounds for paper documents;

      6) not to file documents to be returned, extra copies and drafts;

      7) the volume of the case shall not exceed 180 sheets;

      8) to formulate plans, reports, estimates in the relevant cases of the year on which or for which they were drawn up, regardless of the date of drawing up, signing (approval);

      9) annexes to documents, regardless of the date of their approval or preparation, shall be attached to the documents to which they relate, annexes of more than 180 sheets shall form a separate volume, about which a mark shall be made in the document.

      31. The cover of the case, completed by clerical work, shall contain the following reference details:

      1) “For official use” mark;

      2) the official name of the state body;

      3) the name of the settlement where the state body is located;

      4) the name of the structural unit of the state body;

      5) case index according to the nomenclature of cases;

      6) the title of the case;

      7) the number of the case volume;

      8) outside dates (for administrative documents, minutes, transcripts, correspondence), for documents-protocols on disposition, transcripts - serial numbers of the first and last document;

      9) case storage period.

      32. During the examination of the value of documents marked “For official use”, additional details shall be put on the covers of permanent and temporary (over 10 years) storage periods: archive number, case summary number, case number and number of sheets in the case. The indicated categories of cases shall be intertwined or filed into four punctures and shall be provided with internal inventory of cases (Annex 3) and case inventory sheet (Annex 4).

      The internal inventory of cases shall be placed at the beginning of the case, the case inventory sheet at the end.

      33. Cases marked “For official use”, including large-format documents (drawings, diagrams, etc.), shall be stored in hard folders or cases (boxes).

      34. Documents marked "For official use", depending on official need, may be formed into cases separately or together with other unclassified documents on the same issue. When one or more documents marked “For official use” are included in the case, the whole case shall become a case of limited distribution.

      In cases when a large number of the same types of documents and files are formed in the state body (orders, plans, reports, instructions, etc.) both with the mark “For official use” and without the mark, it is advisable to provide their separate formation in cases.

      35. When conducting an examination of the value of documents, completed cases marked “For official use” shall be reviewed by the Central Expert Commission of the state body.

      36. Officials shall be allowed to work with cases marked “For official use” in accordance with the lists approved by the heads of the documentation service, and restricted documents according to the instructions contained in the resolutions of the heads of state bodies.

      37. It shall be prohibited:

      1) post information from documents and publications of limited distribution in international (global) data transmission networks, the Internet;

      2) use them for open speeches or publication in the open press, broadcasts on radio and television;

      3) exhibit documents and publications marked “For official use” at open exhibitions, demonstrate them at stands, in display cases or other places of mass viewing.

      38. Employees of third-party organizations shall be allowed to familiarize themselves with and work with documents and publications marked “For official use” only with the permission of the head of the state body in charge of these documents, if there is a written request from the organizations in which they work, indicating the topic of the job.

      39. Cases and publications marked “For official use” shall be issued to performers (researchers) and accepted from them against receipt in the card of issued cases and publications (Annex 5).

      40. Copies, as well as extracts from documents and publications marked “For official use”, shall be made by the employees of this state body with the written permission of the head of the documentation service..

      Copies for a third-party organization from documents and publications marked “For official use” shall be made on the basis of her written request with the permission of the head of the state body that prepared these documents or publications.

      Copying for documents of third-party organizations and publications marked “For official use” received from other organizations shall be carried out only by agreement with the latter.

      41. Publications marked “For official use” shall be included only in service directories issued by government agencies..

      42. The issuance of publications marked “For official use” to citizens in public libraries shall be carried out only upon written requests from the heads of state bodies in which these citizens work, indicating the topic of work. Obtained permits are valid for one year from the date of their signing only upon presentation of an official certificate of an employee of a state body.

      The removal of documents and cases marked “For official use” shall be carried out in accordance with the legislation of the Republic of Kazakhstan with the mandatory leaving in the case of certified copies of documents and the protocol for the removal of originals.

      43. In departmental libraries the publication marked “For official use” are issued to:

      1) employees of this state body - with the permission of the head of the documentation service;

      2) employees of third-party organizations - at the written requests of these organizations with the permission of the head of the state body storing these publications.

      44. Publications marked “For official use” may be issued by interlibrary loan (within the Republic of Kazakhstan) in the manner specified in paragraph 42 of these Rules.

      45. Cases of permanent and temporary storage periods marked “For official use” shall be periodically examined with a purpose of the possible removal of this mark. Examining is carried out:

      1) when submitting information at the written request of a citizen in accordance with the Law of the Republic of Kazakhstan “On access to information” dated November 16, 2015;

      2) when transferring cases from structural divisions to the departmental archive of a state body;

      3) in the process of storing cases in a departmental archive;

      4) when preparing cases of permanent storage for transfer to the appropriate state archive after 10 or 15 years of departmental archival storage;

      5) upon transfer of copies of documents and files to foreign individuals (legal entities).

      46. The decision on the removal of the mark “For official use” from the information specified in Article 16 of the Law of the Republic of Kazakhstan “On access to information” dated November 16, 2015 shall be assigned to the head of the state body after consideration of this issue by the expert commission of the state body.

      In other cases, the decision on the removal of the mark “For official use” shall be assigned to the central expert commission.

      47. The decision on the removal of the mark “For official use” shall be drawn up with an act of optional form, which shall be drawn up in two copies and approved by the head of the state body. The act lists the headings of cases from which the “For official use” is removed.

      One copy of the act drawn up when providing the information upon a written request of a citizen in order to comply with the Law of the Republic of Kazakhstan “On Access to Information” shall be to the documentation service, the second shall be sent to the structural unit of the state body where this information was stored.

      One copy of the act, drawn up during the transfer of cases from structural divisions to the departmental archive of the state body, shall be sent to the documentation service, the second - to the departmental archive.

      Both copies of the act drawn up during the storage of files in the departmental archive shall remain in its records management.

      One copy of the act drawn up during preparation of the permanent storage files for transfer to the appropriate state archive shall be sent to the state archive, the second shall remain in the departmental archive.

      One copy of the act drawn up during transfer the documents and files to foreign individuals (legal entities) shall be transferred to the documentation service, the second shall remain in the departmental archive.

      48. On the covers of the cases, the note “For official use” shall be canceled by stamp or writing in ink, indicating the date and number of the act, which served as the basis for its withdrawal.

      Similar marks shall be entered in the corresponding inventories of structural divisions or sections of the summary inventories of cases.

      49. Cases marked “For official use” shall be transferred for permanent storage to the appropriate state archive only after removal the indicated mark and with corresponding marks in the section of the summary list of permanent storage cases.

      50. An examination of the value of documents and cases marked “For official use”, consideration and approval of its results shall be carried out in accordance with legislative acts of the Republic of Kazakhstan.

      51. When transferring cases from structural divisions to the departmental archive, case headings marked “For official use” shall be entered in the appropriate case file of the structural unit along with the headings of other cases.

      52. Preparation of cases for storage in the departmental archive (drawing up, placement of additional details on the covers of cases, compilation of inventories of structural divisions, acceptance of transfer of described cases) shall be carried out in accordance with legislative acts of the Republic of Kazakhstan.

      53. Cases marked “For official use” selected for destruction may be executed with a separate act or included in the general act (Annex 6) along with other unclassified documents selected for destruction. Therewith in column 2 of the act, after the headings of cases marked “For official use”, the note “For official use” shall be put.

      54. Documents, cases and publications marked “For official use”, selected for destruction, must be shredded to the extent that excludes the possibility of reading the text.

      It shall be allowed to destroy documents, cases and publications marked “For official use” by burning them in the presence of employees of the departmental archive (departmental library) of the state body.

      55. After the destruction of cases marked “For official use” in registration forms, a note: “Destroyed. Act dated (date) No.” be stamped.

      56. Bulletins, newsletters, abstract informational publications, telephone and address books, as well as double and copy issues of documents, shorthand records and typographical defects marked “For official use” shall be destroyed without an act, but with a mark in the registration forms, certified by the signatures of the executive and employee responsible for their accounting and storage.

      57. Cases completed with office work marked “For official use” must be stored in the office premises of the structural units of the state body until they are transferred to the departmental archive.

      Publications marked “For official use” shall be stored as a rule in a departmental library, and if not available, in a departmental archive.

      Storage shall be carried out in securely locked and sealed metal cabinets or safes. Therewith appropriate conditions shall be created to ensure their physical safety.

      It shall be prohibited to store publications marked “For official use” in the library subsidiary funds.

      58. Cases issued for work marked “For official use” must be returned to the appropriate structural unit or departmental archive of the state body.

      59. It shall be prohibited to remove or transfer documents marked “For official use” from one case to another without the permission of the head of the documentation service. In registration accounting forms, as well as in the internal records of documents of the case, all conducted withdrawal or transfers shall be marked appropriately.

      Persons sent to other cities shall be prohibited from having in possession of documents, files or publications marked “For official use” along the route. These documents must be sent in advance to the organization at the place of business trip of workers in accordance with the procedure set forth in these Rules.

      60. When changing the employees responsible for accounting and storage of documents, files and publications marked “For official use”, transfer and acceptance act of these documents and files shall be drawn up, approved by the head of the department of the state body (Annex 7).

      61. Checking the availability of documents, files and publications marked “For official use” shall be carried out at least once a year by a commission appointed by order of the head of the state body. The commission must include persons who are entrusted with maintaining their accounting and storage.

      In departmental libraries and archives, where a large number of documents, files and publications marked “For official use” are concentrated, the availability and condition of documents may be checked at least once every five years. The results of the examination shall be documented with the act (Annex 8), one of the copies of which shall be transferred to the corresponding state archive.

      The examination of availability and condition of documents, cases and publications marked “For official use” shall be mandatory conducted:

      1) before and after moving them to another premise (building);

      2) after emergencies that caused their displacement (evacuation) or caused access of unauthorized persons to storages and office premises;

      3) when changing the head of the documentation service (departmental archive, departmental library);

      4) upon reorganization (liquidation) of a state body.

      62. The facts of the loss of documents, cases and publications marked “For official use” or disclosure of the information contained therein shall be immediately notified of the head of the state body and the head of the documentation service (departmental library, departmental archive), national security bodies.

      For the official investigation of the fact of loss of documents, files and publications marked “For official use” or the establishment of the fact of disclosure of information contained in them, a commission shall be appointed by the administrative document of the head of the state body.

      The conclusion of the commission on the results of the investigation shall be approved by the head created the commission.

      An act shall be drawn up for lost documents, files and publications marked “For official use”, and the corresponding notes shall be entered in the registration forms.

      Acts on the lost permanent storage cases after their approval by the head of the state body shall be transferred to the departmental archive for inclusion in the fund.

      Violation of the procedure for working with restricted official information marked “For official use”, which did not become the cause and did not result in the disclosure or loss of this information, may constitute a ground for disciplinary action against perpetrators in accordance with applicable law.

  Annex 2
to the Rules for classifying
information as official information
of limited distribution
and working with it

Journal of accounting documents and publications marked
"For official use"

Date of accession and document index

Date and index of the document

Delivered from and directed to

Type of document and summary

Number of sheets

The amount and number of copies

Of the document

Of the Annexes

1

2

3

4

5

6

7

      continuation

Resolution or to whom it is directed

Control mark

Date and signature

Index (number) of the case where the document is directed

Destruction mark

Notes

On receipt

On return

8

9

10

11

12

13

14

      Notes:

      1. Separate keeping of the journal for incoming and outgoing documents and publications with the mark “For official use” shall be allowed.

      2. When filling the journal column, the notes to Appendix 2 may be used.

  A4 format (210X2297)
Annex 3
to the Rules for classifying
information as official information
of limited distribution
and working with it

Internal inventory of cases marked "For official use"
No. ____

No.

Document number

Document date

Document title

Case sheet numbers

Note

1

2

3

4

5

6








































































      Total _________________________________________________ documents

      (in figures and in letters)

      The number of sheets of the internal inventory ________________________________

      (in figures and in letters)

      The name of the position of the person

      filled out the internal inventory of case documents,

      _______________ clarification of signature

      (personal signature)

      Date

  A4 format (210X297)
Annex 4
to the Rules for classifying
information as official information
of limited distribution
and working with it

Case inventory sheet marked "For official use"

      Fund No.____ Inventory sheet No. ____ Case No. ____

      The case is filed and numbered ______________ sheet(s), including

      letter sheet numbers ________________________________________________________

      missing sheet numbers ______________________________________________________

      numbered blank sheets ______________________________________________________

      sheets of internal inventory __________________________________________________

      Documents in the form of attachments and applications

      not subject to numbering were taken into account _________________________________

      (types of documents and their number)

Peculiarities of formation, drawing up, physical condition and accounting of case documents

Sheet numbers

1

2

1. Brochures and other publications
2. Leaflets
3. Newspaper clippings
4. Postcards
5. Envelopes
6. Postage stamps
7. Fiscal stamps
8. Postage and other impresses
9. Special postal marks
10. Wax, mastic seals
11. Photo documents
12. Maps, plans, drawings and other scientific and technical documentation
13. Drawings, prints, watercolors
14. Autographs of prominent figures
15. Fused sheets
16. Loss of part of the sheets
17. Fading text


      Position of the person filled out the case inventory sheet

      Decryption of case documents ________________ Full name

      (personal signature)

      Date

  A4 format (210Х297)\

      1. Case inventory sheet is compiled

      2. Case inventory sheet is compiled on a separate sheet (s) and filed at the end of the file.

      3. Case inventory sheet shall indicate in figures and letters the number of numbered sheets of the case and separately, through the “+” (plus) sign, the number of sheets of the internal inventory of documents.

      4. The following peculiarities of numbering, drawing up and physical condition of the case documents shall be noted in case inventory sheet:

      1) postal means (stamps of all kinds, envelopes, postcards, letterheads, impresses, stamps, seals);

      2) seals and their prints;

      3) autographs of prominent state and public figures, figures of science, technology and culture;

      4) photo documents;

      5) drawings, prints and watercolors;

      6) large-format documents;

      7) glued sheets, damage to documents;

      8) sheets with glued photographs, documents;

      9) envelopes with attachments and the number of enclosed (items);

      10) documents having independent numbering (including printing materials), and the number of their sheets (pages).

      5. If on one sheet of the case, there are several peculiarities of the registration document, then in column 2 of the case inventory sheet the number of this document shall be put opposite each position of column 1.

      6. If in the document on one sheet there are several marks of materials, then in column 2 then in column 2 in brackets after the number of the case sheet, the number shall be indicated.

      7. If there are objects in the case, the numbering of which is impossible, due to the characteristics of the material they are made of (glass, metal, others), then column 2 the numbers of sheets shall be indicated between which the given item.

      8. All subsequent changes in the composition and condition (damage, replacement of original documents with copies, attachments of documents) shall be noted in the case inventory sheet with reference to the relevant act.

      9. The case inventory sheet shall not be numbered.

  Annex 5
to the Rules for classifying
information as official information
of limited distribution
and working with it

Card for registration of issued cases and publications marked "For official use"

The name of case or publication

No.

Case number
instance number
and number of sheets

Structural subdivision
and surname of the employee

Receipt

note

On reception and date

On return and date


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  A5 format (148X210)
  Annex 6
to the Rules for classifying
information as official information
of limited distribution and
working with it

The form of the act on the allocation to destruction of non-storable documents

The official name of the state body (the official name of the superior state body)

I approve
Position of the head of state body_________________
Full name
(personal signature)
date

Act No. __

      Place of compilation

      On allocation for destruction

      of non-storable documents

      Based _________________________________________________

      (Name, place and year of publication of the list of documents

      ______________________________ selected for destruction as having no

      and documents of the archive fund

      indicating the shelf life)

      scientific and historical value and having lost practical significance

      and documents of the archive fund

      ______________________________________:

      (number and name of the archive fund)

No.

Title of the case or group title of the case

Date or outside date of cases

Index of the case (volume, part) according to the nomenclature of cases or No. of the case according to inventory

Number of cases (volumes, parts)

The shelf life of the case (volume, parts) and numbers of articles according to the List

Note

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      In total __________________ of cases and documents ____________ years ______.

      (in figures and letters)

      Sections of summary lists of cases of permanent storage and cases on personnel for

      _________ years ________ approved by protocol

      expert inspection commission (date and number) _____________________________

      _____________________________________________________________________

      (The official name of the local executive body,

      _____________________________________________________________________

       The Central State Archive of the Republic of Kazakhstan, Archive of the

      President of the Republic of Kazakhstan)

  Agreed Approved

      by the protocol of the expert commission of the local executive body (the central state archive of the Republic of Kazakhstan, the Archive of the President of the Republic of Kazakhstan) by the protocol of the central expert commission of the state body

      dated “____” _______ No. __ dated “__” __________ No.__

  А4 format (210Х297)
  Annex 7
to the Rules for classifying
information as official information
of limited distribution
and working with it

The official name of the state body (the official name of the superior state body)

I hereby approve
Position of the head of state body_________________
Full name
(personal signature)
date

ACT No. ___

      Place of compilation

      On the reception and transfer of documents,

      cases and publications marked "For official use"

      In accordance with the order dated ______________________ No. ________

      (surname and initials of the first name and patronymic)

      ________________ transferred, ____________________________ received)

      (surname and initials of the first name and patronymic)

      in the presence of a commission formed on the basis of this order,

      consisting of the chairman ___________________________ and members __________

      (surname and initials of the first name and patronymic) (surname and initials of the first name and patronymic) ____________________________ the following documents and cases marked

      “For official use” for ______________ years and registration forms for them:

No.

Name and number of nomenclature (inventory) of cases

The number of copies of the nomenclature (inventory) of cases

Number of documents and files marked “For official use”

Number of copies of publications marked “For official use”

Note

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      In total accepted ______________________ documents and files marked

      (in figures and letters)

      “For official use”, publications in quantity _______________________

      (in figures and letters)

      copies, nomenclatures (descriptions) of cases in _______________ copies.

      (in figures and letters)

      Condition of documents and cases, nomenclatures (inventories) of cases: ________________

      __________________________________________________________________________

      (general characteristic of condition)

      Simultaneously transferred ____________________________________________________

      (names of types of registration accounting forms)

      Status of work with documents, cases and publications marked “For official use”

      __________________________________________________________________________

      (general characteristic)

      Tranferred ________________ Full name

      (personal signature)

      Accepted ________________ Full name

      (personal signature)

      Chairman of the commission ________________ Full name

      (personal signature)

      Members of the commission ________________ Full names

      (personal signature)

  А4 format (210Х297)
  Annex 8
to the Rules for classifying
information as official information
of limited distribution
and working with it

Form of the act on checking the availability and condition of documents,
cases and publications marked "For official use"

The official name of the state body (the official name of the superior state body)

I hereby approve
Position of the head of state body ________________
Full name
(personal signature)
date

Act No. __

      Place of compilation

      Examination availability and condition

      of documents, cases and publications

      marked "For official use"

      Based on the order ______________________________________________________

      (position of the head of state body)

      ______________ dated “____” ______ year______ No ________________________

      (title of the order)

      Commission including chairman __________________________________________

      (surname, initials of first name and patronymic)

      And members of the commission ___________________________________________________

      (surnames, initials of first names and patronymics)

      found that:

      1. Total listed on summary case records (nomenclatures of cases,

      registration forms) __________ documents, cases and editions (in figures and letters) marked “For official use”, of which:

      1) available _____________________________________________________________

      (in figures and letters)

      2) not found ______________________________________, including

      (indices (numbers) of documents, cases, publications)

      assigned to the National Archival Fund of the Republic

      Kazakhstan ________________________.

      (in figures and letters)

      2. Found documents, cases and publications not included in the summary records of cases (nomenclatures of cases, registration accounting forms)

      __________________

      (in figures and letters)

      3. Of the total number of available documents, cases and publications found: requiring disinfection and disinsection

      _____________________________________________________________________

      (in figures and letters)

      requiring restoration ___________________________________________________

      (in figures and letters)

      requiring binding or filing _______________________________________________

      (in figures and letters)

      with physical and chemical damage _______________________________________

      (in figures and letters)

      4. Description of the state and conditions of storage of documents, cases and publications

      _____________________________________________________________________

      _____________________________________________________________________

      _____________________________________________________________________

      _____________________________________________________________________

      _____________________________________________________________________

      5. Decision of the head of the documentation service (departmental library) based on the results of the examination

      _____________________________________________________________________

      _____________________________________________________________________

      _____________________________________________________________________

      _____________________________________________________________________

      _____________________________________________________________________

  Annex to the Resolution of the
Government of the
Republic of Kazakhstan
No. 1196 dated
December 31, 2015

List of certain terminated decisions of the Government of the Republic of Kazakhstan

      1. Resolution of the Government of the Republic of Kazakhstan dated January 23, 2008 No. 51 for official use “On approval of the Rules of work of state bodies with official information”.

      2. Resolution of the Government of the Republic of Kazakhstan dated December 31, 2013 No. 1478 for official use “On amendments and supplements to the Resolution of the Government of the Republic of Kazakhstan dated January 23, 2008 No. 51 for official use “On approval of the Rules for the work of government bodies with official information”.

      3. Resolution of the Government of the Republic of Kazakhstan dated October 19, 2015 No. 834 for official use “On amendments and supplements to the Resolution of the Government of the Republic of Kazakhstan dated January 23, 2008 No. 51 for official use “On approval of the Rules of work of state bodies with official information”.

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