Contact Form

On approval of forms of documents compiled (drawn up) when receiving, storing, recording and using documents of the National Archive Fund and other archival documents by departmental and private archives

New Unofficial translation

Order of the Minister of Culture and Sports of the Republic of Kazakhstan dated December 4, 2018 No. 343. Registered with the Ministry of Justice of the Republic of Kazakhstan on December 5, 2018 No. 17862

      Unofficial translation

On approval of forms of documents compiled (drawn up) when receiving, storing, recording
and using documents of the National Archive Fund and other archival documents by
departmental and private archives

      In accordance with the Rules for receiving, storing, recording and using documents of the National Archive Fund and other archival documents by departmental and private archives, approved by Decree of the Government of the Republic of Kazakhstan No. 575 dated September 19, 2018 I hereby ORDER:

      1. To approve: 

      1) the form of the act of migration and rewriting of electronic documents in accordance with Annex 1 to this Order;

      2) the form of inventories of cases, documents of permanent storage in accordance with Annex 2 to this Order;

      3) the form of the inventory of cases on personnel according to Annex 3 to this Order;

      4) the form of an inventory of cases, documents of temporary (over 10 years) storage in accordance with Annex 4 to this Order;

      5) the form of the act on the allocation to destruction of documents not subject to further storage in accordance with Annex 5 to this Order;

      6) the form of the list of projects of products of industrial production and technological processes, objects of planning and capital construction, scientific and technical documentation on which is subject to transfer for state storage in accordance with Annex 6 to this Order;

      7) the form of the cover page in accordance with Annex 7 to this Order;

      8) the card form of the topographic index in post-shelf life in accordance with Annex 8 to this Order;

      9) order form for issuing cases to the Reading room and employees of the organization in accordance with Annex 9 to this Order;

      10) the form of the act on the issuance of cases, documents for temporary use in accordance with Annex 10 to this Order;

      11) the form of the book on the issuance of documents in accordance with Annex 11 to this Order;

      12) the form of the usage list in accordance with Annex 12 to this Order;

      13) the form of the substitute storage unit card in accordance with Annex 13 to this Order;

      14) the form of a check list of the presence and status of cases, documents in the archival fund in accordance with Annex 14 to this Order;

      15) the form of the act of checking the availability and condition of archival documents in accordance with Annex 15 to this Order;

      16) the form of the accounting card for undetected archival documents in accordance with Annex 16 to this Order;

      17) the form of the inventory book on receipt and disposal of documents according to Annex 17 to this Order;

      18) the form of the case inventory in accordance with Annex 18 to this Order;

      19) the form of the passport of the archive of the organization according to Annex 19 to this Order;

      20) the form of the inventory register book of scientific and technical documentation in accordance with Annex 20 to this Order;

      21) the form of the registration card of the scientific and technical documentation in accordance with Annex 21 to this Order;

      22) the form of the inventory book of accounting scientific and technical documentation in accordance with Annex 22 to this Order;

      23) the form of the log of registration of applications for the issue of an invention patent according to Annex 23 to this Order;

      24) the form of the registration card of the electronic documents storage unit in accordance with Annex 24 to this Order;

      25) the form of archive reference in accordance with Annex 25 to this Order.

      2. The Department of Archives and Documentation of the Ministry of Culture and Sports of the Republic of Kazakhstan, in line with the procedure established by law, shall:

      1) ensure the state registration of this order with the Ministry of Justice of the Republic of Kazakhstan;

      2) within ten calendar days from the date of State registration of this Order, send its soft copy in both Kazakh and Russian languages to the Republican State Enterprise on the Right of Economic Management "Republican Center for Legal Information" for official publication and inclusion into the Reference Control Bank of Regulatory Legal Acts of the Republic Kazakhstan;

      3) within two working days after its enactment, place this Order on the Internet resource of the Ministry of Culture and Sports of the Republic of Kazakhstan;

      4) within two working days after the execution of the measures provided for by this paragraph, submit the information about the implementation of the measures to the Legal Department of the Ministry of Culture and Sports of the Republic of Kazakhstan.

      3. Control over the implementation of this Order shall be entrusted to the supervising vice-minister of culture and sports of the Republic of Kazakhstan.

      4. This Order shall become effective after its first official publication.

      Minister of Culture and Sports of the
      Republic of Kazakhstan A. Mukhamediuly

  Annex 1
to Order No. 343 of the
Minister of Culture and Sports
of the Republic of Kazakhstan as
of December 4, 2018,

      Document form


The official name of the organization

Approved by

____________________________________________

(title, surname, initials of the head of the organization)

____________________________________________

(signature of the head of the organization)

____________________________________

(date)

The Act of migration and rewriting of electronic documents

      Place of compilation

Inventory of cases, documents № ______

Unit № ____

1

2





      Characteristics of electronic documents before rewriting / migration:

      ____ format, volume (MB), ____ number and numbers of storage units _________________.

      Characteristics of electronic documents after rewriting / migration:

      ____ format, volume (MB), ____ amount and numbers of storage units __________________

      Work completed (by):______________________________________________________

      (title, surname, initials, signature head of the organization)

      Work accepted: _____________________________________________________________

      (title, surname, initials, signature of the head of departmental or private archive of the organization)

      ________________________
(date of acceptance of the work)

      Amendments into filing documents are introduced by:

      __________________________________________________________________________
________________________________________________________________________________
(title, last name, initials, signature of the person who amended filing documents)

      _________________________________________
(the date of amendment of filing documents)

      A4 format (210Х297)

  Annex 2
to Order No. 343 of the
Minister of Culture and Sports
of the Republic of Kazakhstan
December 4, 2018

      Form for case inventories, documents of

      permanent storage


Approved by
________________________________________________
(title, surname, initials of the head of the organization)
_______________________________________________
(signature of the head of the organization)
___________________________________
(date)

Inventory of cases, documents of permanent storage

      Archive Fund No. ___

      Inventory No. ____ cases, documents of permanent storage

      _______________________________________________________

      (official name of the organization)

      for ______________ year (s)


Serial number

Reference case number

Title of the case (volumes, parts)

Deadlines of the case (volumes, parts)storage

The number of sheets in the case (volume, parts)

Notes

1

2

3

4

5

6

The name of the structural unit of the organization

Name of the section "________"

      In this section (s) _________________________ inventories of cases, documents included

      (section name)

      ____________________ cases from No. __ to No. __, including:

      (in numbers and words)

      lettered numbers:

      missed numbers:

      _________________________________________________________________________

      (title, last name, initials, signature of the persons (s) who made up section (s) list)

      __________________________________________________

      (date of compilation of section (s) of inventory)

Agreed
by protocol of the central expert commission (expert commission)
of the organization 
as of ___________ _____ number ___

Approved by
protocol of the expert and inspection commission 
of the local executive
body (state archive) 
as of ___________ _____ number ___

      A4 format (210Х297)


Approved by
_________________________________________________
(title, last name,  initials of the head of the organization)
_________________________________________________
(signature of the head of the organization)
________________________________
(date)

Inventory of video records of permanent storage

      Inventory No. ___ 

      _____________________________________________________________________
(name of inventory with the official name of the organization)

      for ______ year (s)

Accounting Unit Number

Storage unit number

Index, production number

Document title

Author

Performer

Language

Date of record, rewriting

Video-records timing

Record type and format

Number of units

Composition of text accompanying documentation

Notes

original

copy

1

2

3

4

5

6

7

8

9

10

11

12

13

14

      In this section (s)

      __________ Inventory entered __________ cases from number __ to number __, including:

      (section name) (in numbers and words)

      lettered numbers:

      missed numbers:

      ________________________________________________________________________
(title, last name, initials, signature of the persons (s) who made up section (s) list)

      ________________________________________________________________________
(date of compilation of section (s) of inventory)

Agreed 
by protocol of the central expert commission (expert commission)
of the organization
as of ___________ _____ number ___

Approved by
protocol of the expert and inspection commission
of the local executive
body (state archive)
as of ___________ _____ number ___

      A4 format (210Х297)


Approved by
________________________________________________
(title, last name, initials of the head of the organization)
________________________________________________
(signature of the head of the organization)
___________________________________
(date)

Inventory of film documents of permanent records

      Inventory No. ___

      __________________________________________________________________________

      (name of inventory with the official name of the organization)

      for ______ year (s)

Accounting Unit Number

Storage unit number

Index, production number (account number in the organization)

Document title

Author

Date and place of filming, production

Option (mute, sound, black and white, color, format, language)

1

2

3

4

5

6

7

      Table continuation

Number of storage units / meterage

Composition of text accompanying documentation

Note

Negative

Double negative

Phonogram (negative)

Magnetic phonogram (main, combined)

Intermediate positive

Positive

Installation videos and color passports

8

9

10

11

12

13

14

15

16

      In this section (s)

      __________ Inventory entered ____________ cases from number __ to number __, including:

      (section name) (in numbers and words)

      lettered numbers:

      missed numbers:

      __________________________________________________________________________
(title, last name, initials, signature of the persons (s) who made up section (s) list)

      __________________________________________

      (date of compilation of section (s) of inventory)

Agreed 
by protocol of the central expert commission (expert commission)
of the organization 
as of ___________ _____ number ___

Approved by
protocol of the expert and inspection commission 
of the local executive
body (state archive) 
as of ___________ _____ number ___

      A4 format (210Х297)


Approved by
__________________________________________________
(title, last name, initials of the head of the organization)
__________________________________________
(signature of the head of the organization)
___________________________________
(date)

Inventory of phonodocuments of magnetic records stored permanently

      Inventory No. ___

      __________________________________________________________________

      (name of inventory with the official name of the organization)

      for ______ year (s)

Accounting Unit Number

Storage unit number

Index, production number

Document title

Author

Performer

Language

Record date, rewrite

1

2

3

4

5

6

7

8

      Table continuation

Record, rewrite

Record date, rewrite

Timing video

Record type and format

Number of units

Composition of text accompanying documentation

Note

original

copy

9

10

11

12

13

14

15

16

      In this section (s)

      __________ Inventory entered ___________ cases from number __ to number __, including:

      (section name) (in numbers and words)

      lettered numbers:

      missed numbers:

      __________________________________________________________________________

      (title, last name, initials, signature of the persons (s) who made up section (s) list)

      __________________________________________

      (date of compilation of section (s) of inventory)

Agreed
by protocol of the central expert commission (expert commission)
of the organization
as of ___________ _____ number ___

Approved by
protocol of the expert and inspection commission
of the local executive
body (state archive)
as of ___________ _____ number ___

      A4 format (210Х297)


Approved by
___________________________________
(title, last name, initials of the head of the organization)
_____________________________________________
(signature of the head of the organization)
___________________________________
(date)

Inventory of photo albums of permanent storage

      Inventory No. ___

      ________________________________________________________________________
(name of inventory with the official name of the organization) 

      for ______ year (s)

Accounting Unit Number

Title of the album

Filming author

Deadlines of Photoprints

Place of filming

Number of photo prints

Composition of text accompanying documentation

External features

Note

1

2

3

4

5

6

7

8

9

      In this section (s)

      ____________ Inventory entered __________ cases from number __ to number __, including:

      (section name) (in numbers and words)

      lettered numbers:

      missed numbers:

      ________________________________________________________________________

      (title, last name, initials, signature of the persons (s) who made up section (s) list)

      _________________________________________

      (date of compilation of section (s) of inventory)

Agreed
by protocol of the central expert commission (expert commission)
of the organization 
as of ___________ _____ number ___

Approved by
protocol of the expert and inspection commission
of the local executive
body (state archive) 
as of ___________ _____ number ___

      A4 format (210Х297)



Approved by
_____________________________________________
(title, last name, initials of the head of the organization)
___________________________________
(signature of the head of the organization)
______________________________
(date)

Inventory of photographic documents of permanent storage

      Inventory No. ___

      ________________________________________________________________________
(name of inventory with the official name of the organization)

      for ______ year (s)

Accounting unit number, storage unit

Production number

Title (abstract) of the document (the name of the slidefilm)

Filming author

Filming date

Place of filming

1

2

3

4

5

6

      Table continuation

Number of storage units / meterage

Composition of text accompanying documentation

Note

Negative

Double negative

Positive

Photoprint

Slide (diapositive)

Slide film

7

8

9

10

11

12

13

14

      In this section (s)

      ________ Inventory entered ______________ cases from number __ to number __, including:

      (section name) (in numbers and words)

      lettered numbers:

      missed numbers:

      ____________________________________________________________________

      (title, last name, initials, signature of the persons (s) who made up section (s) list)

      __________________________________________
(date of compilation of section (s) of inventory)

Agreed 
by protocol of the central expert commission (expert commission)
of the organization 
as of ___________ _____ number ___

Approved by
protocol of the expert and inspection commission 
of the local executive
body (state archive) 
as of ___________ _____ number ___

      A4 format (210Х297)


Approved by
___________________________________ 
(title, last name, 
initials of the head of the organization) 
___________________________________ 
(signature of the head of the organization) 
___________________________________ 
(date)

Inventory of electronic documents of permanent storage Inventory No. ___

      ____________________________________________________________________
(name of inventory with the official name of the organization)

      for ______ year (s)

Accounting Unit Number

Storage unit number

Headline

Deadlines for Accounting Units

Electronic Document Format

Volume (MB)

Composition of text accompanying documentation

Note

1

2

3

4

5

6

7

8

      In this section (s)

      ________ Inventory entered ____________ cases from number __ to number __, including:

      (section name) (in numbers and words)

      lettered numbers:

      missed numbers:

      ______________________________________________________________________

      (title, last name, initials, signature of the persons (s) who made up section (s) list)

      __________________________________________

      (date of compilation of section (s) of inventory)

Agreed
by protocol of the central expert commission (expert commission)
of the organization
as of ___________ _____ number ___

Approved by
protocol of the expert and inspection commission
of the local executive
body (state archive)
as of ___________ _____ number ___

      A4 format (210Х297)


Approved by
___________________________________
(title, last name,
initials of the head of the organization)
___________________________________
(signature of the head of the organization)
_________________________________
(date)

Inventory of scientific and technical documents of permanent storage

      Inventory No. ___

      _________________________________________________________________________

      (name of inventory with the official name of the organization)

      for ______ year (s)

Accounting Unit Number

Object designation (products, topics)

Title of case

Author (Organization Developer)

Year of completion

Number of sheets

Note

texting

graphic

photo

1

2

3

4

5

6

7

8

9

      In this section (s)

      __________ Inventory entered ___________ cases from number __ to number __, including:

      (section name) (in numbers and words)

      lettered numbers:

      missed numbers:

      _________________________________________________________________________
(title, last name, initials, signature of the persons (s) who made up

      section (s) list)

      __________________________________________
(date of compilation of section (s) of inventory)

Agreed
by protocol of the central expert commission (expert commission)
of the organization
as of ___________ _____ number ___

Approved by
protocol of the expert and inspection commission
of the local executive
body (state archive)
as of ___________ _____ number ___

      A4 format (210Х297)

  Annex 3
to Order No. 343 of the
Minister of Culture and Sports
of the Republic of Kazakhstan
as of December 4, 2018


      Document form


Approved by
_____________________________________________
(title, last name, initials of the head of the organization)
_____________________________________
(signature of the head of the organization)
________________________________
(date)

Inventory of cases on staff

      Archive Fund No. ___

      Inventory No. ___ of personnel cases _____________________________________

                                                (official name of the organization)

      for ___________ year (s)


Serial number

Reference case number

Title of the case (volumes, parts)

Dates of the case (volumes, parts)

The number of sheets in the case (volume, parts)

Note

1

2

3

4

5

6

The name of the structural unit of the organization

Name of the section "________"

      In this section (s)

      ______________ Inventory entered on ___________ cases from No. __ to No. __, including:

      (section name)                  (in numbers and in words)

      lettered numbers: missing numbers:

      _________________________________________________________________________

      (title, surname, initials, signature of the persons (s) who compiled the section (s) of inventory)

      __________________________________________

      (the date of the section (s) of the inventory)


Agreed 
by protocol of the central expert commission (expert commission)
of the organization 
as of ___________ _____ number ___

Approved by
protocol of the expert and inspection commission 
of the local executive
body (state archive) 
as of ___________ _____ number ___

      A4 format (210Х297)

  Annex 4
to Order No. 343 of the
Minister of Culture and Sports of
the Republic of Kazakhstan
as of December 4, 2018,


      Document form


Approved by
____________________________________________
(title, surname, initials of the head of the organization)
___________________________________
(signature of the head of the organization)
___________________________________
(date)

Inventory of cases, documents of temporary (over 10 years) storage

      Archive Fund No. ___ 

      Inventory No. ___ of personnel cases ____________________________________ (official name of the organization) for ___________ year (s)


Serial number

Reference case number

Title of the case (volumes, parts)

Dates of the case (volumes, parts)

Retention period

The number of sheets in the case (volume, parts)

Note

1

2

3

4

5

6

7

The name of the structural unit of the organization

Section name "_______ __"

      This section (s) of 

      ____________________ has been entered into _______________________ cases from

      No. __ to No. __, including:

      (name of section)                         (in numbers and in words)

      lettered numbers:

      missing numbers:

      _______________________________________________________________________

      (title, last name, initials , the signature of the person (s)

      who compiled the inventory section (s)

      __________________________________________

      (the date of the inventory section (s))

      Agreed by the

      protocol of the central expert

      commission (expert commission) of the organization

      dated ___________ _____ № ___

      A4 format (210Х297)

  Annex 5
to Order No. 343 of the
Minister of Culture and Sports
of the Republic of Kazakhstan
as of December 4, 2018,

      Document form

The official name of the
organization

Approved by
___________________________________
(title, surname,
initials of the head of the organization)
___________________________________
(signature of the head of the organization)
___________________________________
(date)

Act
of the allocation to the destruction of non-storable documents

      Place of preparation

      Based ____________________________________________________________________

      (name of the list of standard documents produced during the work

      __________________________________________________________________________

      public and private organizations, with an indication of the retention period or

      __________________________________________________________________________

      sectoral (departmental) list of the documents produced during the work

      __________________________________________________________________________

      governmental and nongovernmental organizations, with an indication of the retention period)

      selected for the destruction as documents without scientific and historical valuesthat have lost

      practical significance of the case, and documents of the archive fund

      __________________________________

      (number and name of the archive fund)


Serial
Number

Case Title or Group Case Title

Case date or deadlines

Index of a case (volume, part) by item or case number in inventory

Number of cases (volumes, parts)

Retention period of the case (volume, part) and the number of items (sub-items) on the List

Note

1

2

3

4

5

6

7

      Total ______________________ cases and documents for __________ year (s)

      (in figures and in words)

      The annual sections of the inventory of cases, documents of permanent storage for _________ year (s)

      approved, personnel approved by the protocol of the expert and inspection commission

      __________________________________________________________________________

                  (name of the local executive body, republican 

      _________________________ of ________________

      (state archive) (date and Number)

      __________________________________________________________________________

      __________________________________________________________________________

      (title of the position, surname, initials, signature of the person (s) who conducted the ordering of cases, documents)

Agreed
by protocol of the central expert commission (expert commission)
of the organization
as of ___________ _____ number ___

Approved by
protocol of the expert and inspection commission
of the local executive
body (state archive)
as of ___________ _____ number ___

      A4 format (210Х297)

  Annex 6
to Order No. 343 of the
Minister of Culture and Sports
of the Republic of Kazakhstan
as of December 4, 2018

      Document form

The official name of the
organization

Approved by 
___________________________________
(title, surname, 
initials of the head of the organization)
___________________________________
(signature of the head of the organization)
___________________________________
(date)

      The list of projects of products of industrial production and technological processes, objects of planning

      and capital construction, scientific and technical documentation on which is subject to transfer for state storage

      ________________________________________________________________________________

      (type of scientific and technical documentation)

      for ____________ year (s)

      serial number _________


Serial number

Designation (index) of documentation (development)

The name of the scientific and technical documentation (development)

Stage

Year of completion of the documentation (development)

Organizations that participated in the creation of documentation (development)

Number of units

Justification of the selection of documents for state storage

Note (term of transfer to the state archive)

1

2

3

4

5

6

7

8

9










      In total, this list includes

      _______________ documentation (development) from № ________ to № ______________.

      __________________________________________________________________________

      (name, surname, initials, signature of the head of the departmental (private) archive)

Agreed
by protocol of the central expert commission (expert commission)
of the organization
as of ___________ _____ number ___

Approved by
protocol of the expert and inspection commission
of the local executive
body (state archive)
as of ___________ _____ number ___

      A4 format (210Х297)

  Annex 7
to Order No. 343 of the
Minister of Culture and Sports of the Republic of Kazakhstan
as of December 4, 2018

      Front page form sheet

      __________________________________________________________________________

      (name of State Archives)1

      __________________________________________________________________________

      (the name of the archive fund)

      ________________________________

      (location)

      of the Archival fund number _______________________

      Inventory number ______________________

      __________________________________________________________________________

      (title inventory)

      Dates cases, documents _________________

      _____________________________________________________

      1 To be completed in the State Archives

  Annex 8
to Order No. 343 of the
Minister of Culture and Sports
of the Republic of Kazakhstan
as of December 4, 2018

      Form

The front side of the topographic index card

Shelving unit number _____

Archive number _____

Cabinet No.

Shelf No.

Archive Fund No.

Inventory of cases, documents No.

Cases from No __ to No ___

Note

1

2

3

4

5

6







The reverse side of the topographic index card

1

2

3

4

5

6







      A6 format (148Х105)


Annex 9 
to Order No. 343 of the 
Minister of Culture and Sports of the
Republic of Kazakhstan 
as of December 4, 2018,
 

      Document form 

      Name of the departmental (private) 

      archive of the organization

The order for the issuance of cases
to the reading room and
employees of the organization
_____ № _____
_________________
(place of creation)

I authorize the issuance of cases to the reading room
and employees of the organization
_____________________________________
(title, surname, initials of the
head of the organization)
_____________________________________
(signature of the head of the organization)
______________
(date)

      __________________________________________________________________

      (surname, initials of the individual, employee of the structural unit)

      __________________________________________________________________________

      (purpose of use, including the indication of the topic of research, study)


Archive Fund No.

Inventory of cases, documents No.

Storage Unit No.

Title of the Storage Unit

User acknowledgement of receipt

Acknowledgement of receipt of an employee of the reading room

1

2

3

4

5

6







      A5 format (148x215)

  Annex 10
to order No. 343 of the
Minister of Culture and Sports
of the Republic of Kazakhstan
as of December 4, 2018

      Document form

The State Emblem of the Republic of Kazakhstan
or the emblem (trademark) of the organization

The official name of the organization
(in the state language)

The official name of the organization
(in Russian or another language)

________________________
(date)

№ ____________

Place of publication
(in the state language)

Place of publication
(in Russian or any other language)

Act
on issuing cases, documents for temporary use

      On the basis of ________________________________________ the following storage units are issued from the archival fund _________________________________________

      (number, name of the archive fund)

      For ____________________ (purpose of issue)

      ________________________________________________________________________ .


Serial number

Inventory of cases, documents No.

Storage unit number

Storage Unit Header

Dealines

Number of sheets

Note

1

2

3

4

5

6

7








      Total issued ____________________ storage units, the period of return of cases,

      (in figures and in words)

      documents ____________________________

      The terms of temporary use by the person receiving the case, the documents for temporary use:

      1) the cases, the documents received for temporary use shall be in an ordered state, hemmed, in covers, with numbered sheets and witness signs;

      2) cases, documents received for temporary use are not provided for use by unauthorized persons, copies, extracts and certificates shall not be issued for them, documents are not published without permission of the organization that issued the cases;

      3) cases, documents received for temporary use, shall be returned to the departmental (private) archive of the organization in the period specified in the act. The person who receives the case documents shall be warned about liability in case of destruction of documents of the National Archive Fund in accordance with Article 509 of the Code of the Republic of Kazakhstan "On Administrative Offenses" dated July 5, 2014.

______________________________
(title, last name, initials,
signature of the head of the organization
issuing the case, documents)

______________________________
(title, last name, initials,
signature of the head of the organization
receiving the case, documents)

      __________________________________________________________________________

      (job title, surname, initials, signature of the person who issued the case, documents for temporary use)

      _____________________________

      (date of issue of cases, documents)

      __________________________________________________________________________

      (position, surname, initials, signature of the person who received the case, documents for temporary use)

      _____________________________

      (date of issue of cases, documents)

      Cases, documents returned in full, in orderly state, hemmed and in covers.

      __________________________________________________________________________

      (position, name, initials, signature of the person who has passed the case, documents)

      _____________________________

      (date of issue files, documents)

      __________________________________________________________________________

      (position, name, initials, signature of the person who accepted the case, documents)

      _________________________________

      (date of the issue of cases, documents)

      Format A4 (210Х297)

  Annex 11
to Order No. 343 of the
Minister of Culture and Sports
of the Republic of Kazakhstan
as of December 4, 2018

      Document form

Book for issuing documents

Serial number

Date of issue

Archival Fund No.

Inventory of cases, documents No.

Storage Unit No.

Issued to

Aknowledgement of Receipt

Return date

Refund Policy

Note

1

2

3

4

5

6

7

8

9

10











      Total in the year _____ issued from the archive number ___________________________

      (in numbers and in words)

      of storage units.

      _________________________________________________________________________

      (title of the position, surname, initials, signature of the person who prepared the final record)

      Format A4 (210Х297)

  Annex 12
to Order No. 343 of the
Minister of Culture and Sports
of the Republic of Kazakhstan
as of December 4, 2018

      Document form

      Name of the organization

Usage sheet

      Archive Fund No. _____      Inventory of Cases, Documents No. _______

      Case No. _______

      Name of the Archive Fund ___________________________________________________

      Title of the Case ___________________________________________________________


Date of use

Issued to (surname, initials)

Nature of use (copy, checkout, review, etc.)

Used Sheet Numbers

Signature of the person using the document

1

2

3

4

5






      A4 format (210Х297)

  Annex 13
to Order No. 343 of the
Minister of Culture and Sports
of the Republic of Kazakhstan
as of December 4, 2018

      Document form

Substitute Storage Unit Card
Issued

Archival Fund Number

Number of case records, documents

Storage unit number

Issued to

Date of issue

Signature

Return date

Signature

















      A4 format (210Х297)

  Annex 14
to Order No. 343 of the
Minister of Culture and Sports
of the Republic of Kazakhstan
as of December 4, 2018

      Document form

Checklist for availability and status of documents in the archive fund

      for the availability and status of cases, documents of the archive fund

      _____________________________________________

      (number, name of the archive fund) checked by

      __________________________________________________________________________

      (position, surname and initials of the person (s) who checked files, documents)


Availability of documents

Inventory numbers

Number of storage units listed by inventory

Technical mistakes identified

Listed by inventory as a result of the elimination of technical errors

Numbers of storage units issued for temporary use

Not available

Available (described)

Letter numbers that are not reflected in the final record

Missing numbers that are not reflected in the final record

Others, resulting in a volume

not counted

not listed but counted in scope

not counted

not listed but counted in scope

increased by

decreased by

1

2

3

4

5

6

7

8

9

10

11

12













      Table continuation

Availability of documents

Document Status

There are not included in the inventory (temporary ciphers of unordered storage units)



Storage unit numbers requiring:

Numbers of storage units irreparably damaged



Note

disinfection

pest control

restoration

binding or filing

recovering fading texts

13

14

15

16

17

18

19

20

21

22

23

24













      The total number of storage units available and those not included in the inventory

      ____________________________

      (in numbers and in words)

      __________________________________________________________________________

      (position, surname, initials, signature of the person (s) who carried out the verification of cases, documents)

      _________________________________________

      (date of the examination of cases, documents) 

      Note: Relevant clarifications shall be given when checking the availability and status of audiovisual and machine-readable (electronic) documents.

  Annex 15
to Order No. 343 of the
Minister of Culture and Sports
of the Republic of Kazakhstan
as of December 4, 2018

      Document form

The official
name of the organization

Approved by
_____________________________________
(position, surname,
initials of the head of the organization)
_____________________________________
(signature of the head of the organization)
_____________________________________
(date)

Act of checking the availability and condition of archival documents

      Place of drawing up

      Archive Fund No. _______________

      Name of the Archive Fund ___________________________________________________.

      Inventory numbers _________________________________________________________.

      The check was conducted from ___________________ to _____________________.

      The audit established that:

      1. The total number of inventories files, documents__________________ files, Documents

      (in figures and words),

      including inventories of files, documents approved (agreed) __________________________

      __________________________________________________________________________

      (name of local executive body (State Archives)

      _____________________files, documents.

      (in figures and words)

      2. Total amount of documents, cases ____________________________ that are not available,

      including                        (in figures and words)

      of inventories files, documents approved (agreed) ______________________________

      (name of local (State Archives)

      ____________________________________________________________executive body

      _________________________ files, documents.

      (in numbers and in words) 

      3. Have lettered numbers:

      1) not taken into account in the final records of the inventories of __________________ cases,

      documents;                                          (in figures and in words)

      2) not listed, but recorded in the final records of inventories of _______________________ cases,

                                                                  (in figures and in words)

      documents.

      4. Missing numbers:

      1) not taken into account in the final records of inventories of ______________________ cases,

      documents;                                          (in figures and in words)

      2) not listed, but recorded in the final records of the inventories of _____________________ cases,

                                                                  (in figures and in words)

      documents;

      5. Incorrectly placed cases related to other archival funds, ____________________ affairs, documents.

                                                      (in figures and in words) 

      6. On this archival fund, ________________ cases, documents(included in inventories) are available.

                        (in figures and in words)

      7. There are cases and documents that are not included in the list of cases of ___________________

      .(in numbers and words)

      8. In total, _________________________________ cases, documents are available in this

      (in figures and in words)

      archival fund (included and not included in the inventory of cases), of which:

      1) ________________________________________________ cases requiring disinfection;

      (in figures and in words) 

      2) requiring dis-insection ______________________________________ cases, documents;

      (in figures and in words) 

      3) requiring restoration of ______________________________________ cases, documents;

      (in figures and in words) 

      4) requiring the binding and filing of ______________________________ cases, documents;

      (in figures and in words)

      5) fading texts requiring restoration, ______________________________ cases, documents;

      (in numbers and words)

      6) incorrigibly damaged ________________________________________ cases, documents;

      (in figures and in words) 

      7) requiring technical streamlining of _____________________________ cases, documents;

      (in figures and words)

      8) issued for temporary use of ___________________________________ cases, documents;

      (in figures and words)

      9. General characteristics of the status of cases and the conditions of storage, the documents,

      the main negative phenomena affecting the state and the conditions of storage of files,

      documents _________________________________________________________________

      __________________________________________________________________________

      (position, surname, initials, signature of the employee (s) of departmental

      Annex: checklists for the availability and status of cases on ____ sheets, in ____ copy

      in the state and Russian languages.

      _________________________

      (date of the report)

      A4 format (210Х297)

  Annex 16
to Order No. 343 of the
Minister of Culture and Sports
of the Republic of Kazakhstan
as of December 4, 2018

      Document form

The front side of the record card for undetected archival documents

      Archive Fund No. ___________

      In ______________________________________________

      (name of the archive)

      _________________________________________________

      (name of the archival fund)

      ____________________________________

      (date of non-discovery of the document)


Number of case records, documents

Storage unit number

Storage Unit Header

Deadline

Number of sheets (playing time, footage)






The downside of the record card for undetected archival documents

Search progress mark

Result of the search







      A6 format (148 x 105)

  Annex 17
to Order No. 343 of the
Minister of Culture and Sports
of the Republic of Kazakhstan
as of December 4, 2018

      Document form

Book for accounting of receipt and disposal of documents

Serial number

Date of receipt or disposal of the document

Name of organization (structural unit, official, archive) from which documents were received or dropped

Name, number and date of the document on which documents were received or dropped

Name and number of the archival fund, inventory of incoming or outgoing documents

Deadline for incoming or outgoing documents

1

2

3

4

5

6

      Table continuation

Receipt of the described documents

Disposal of the documents described

Undescribed cases, documents, sheets

Note

Number of cases

Number of cases

permanent storage

temporary (over 10 years)

by staff

permanent storage

temporary (over 10 years)

by staff

arrived

dropped out

7

8

9

10

11

12

13

14

15

      Total in ________ year _______________________ storage units arrived, including:

      (in numbers and in words)

      __________________________________________________________________________

      (the totals are shown separately in columns 7, 8, 9, 13 of this book);

      _____________________ units of accounting (documents, sheets) were dropped, including:

      (in figures and in words)

      __________________________________________________________________________

      (the totals are shown separately in columns 10, 11, 12, 14 of this book).

      __________________________________________________________________________

      (name of the position, surname, initials, signature of the person who compiled the final annual record)

      __________________________________________________________________________

      (title of the position, surname, initials, signature of the head of the departmental (private) archive)

      _______________________

      (date of completion) 

      Format A3 (297 x 420)

  Annex 18
to Order No. 343 of the
Minister of Culture and Sports
of the Republic of Kazakhstan
as of December 4, 2018

      Document form

Case inventory sheet

      Archives number _____ Inventory files, documents № ________ Case number _____ 

      In case bound and numbered ___________________ sheet (s), including:

      lettered numbers list (s) ______________________________;

      missing sheet numbers (s) __________________________;

      numbered blank sheet (s) _______________________;

      sheet (s) of internal inventory ____________________________.

      Documents taken as attachments and applications not to be numbered

      _____________________________________

      (types of documents and their number)


Features of the formation, design, physical condition and accounting case documents

Sheet numbers

1

2

1. Brochures and other print editions
2. Leaflets
3. Cut-outs from newspapers
4. Postcards
5. Envelopes
6. Post
stamps
7. Fiscal stamps
8. Postage stamps and other stamps
9. Special post stamps
10. Wax stamps
11. Photo documents
12 Maps, plans, drawings and other scientific and technical documentation
13. Drawings, engravings, watercolors
14. Autographs of prominent figures
15. Glued sheets
16. Loss of parts of sheets
17. Fading text


      ____________________________________________________________________

      (position, surname, initials, signature of the person filling out the case inventory sheet)

      ______________________

      (date of completion)

      A4 format (210 x 297)

      Note: 1. The case inventory sheet shall be compiled to take into account the number of sheets in the case and fix the numbering features.

      2. The case inventory sheet shall be drawn up on a separate sheet (sheets) and stitched at the end of the case. 

      3. The amount of numbered sheets and the amount of sheets of the inner inventory of documents of the case shall be specified separately in the case inventory sheet in figures and letters via the sign "+" (plus).

      4. The following peculiarities of numbering, design and physical status of case documents shall be noted in the witness sheet:

      1) means of postal circulation (stamps of all kinds, envelopes, postcards, forms, stamps, seals);

      2) stamps and their prints;

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

      4) photographic documents;

       5) drawings, prints and watercolors;

      6) large format documents;

      7) glued sheets, damaged documents;

      8) sheets with pasted photographs, documents;

      9) envelopes with attachments and the number of sheets (objects) enclosed therein;

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

      5. If there are several features of a document on one sheet of a case, then the number of this sheet shall be entered in column 2 of the inventory case sheet against each position of column 1. 

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

      7. If there are items in the case, the numbering of which is impossible due to the nature of the material from which they are made (glass, metal, cloth, etc.), then the number of sheets between which the item is located shall be specified in column 2.

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

      9. The case inventory sheet shall not be numbered.

      A4 format (210Х297)

  Annex 19
to Order No. 343 of the
Minister of Culture and Sports
of the Republic of Kazakhstan
as of December 4, 2018

      Document form

      To whom it may concern

      ________________________________________________________________

      (the official name and address of the state archive)

      To whom it may concern

      __________________________________________________________________________

      (the official name and address of the organization, part of the archive organization passport)

      __________________________________________________________________________

      (ownership organization, file organization passport component)

Passport of the archive of organization
on December 1 ________

      To organize the storage of scientific and technical documentation, the following four sections shall be completed:

Section 1. General Information

Serial number

Indicators

Number of storable units

Total

deadlines

stored over a fixed (contractual) period

initial

terminal

1

2

3

4

5

6


Research






Designer






Technological






Project






Other types






Total





Section 2. Scientific and technical documentation related to the composition of the National
Archive Fund of the Republic of Kazakhstan

Serial number

Indicators

The number of lists of projects, issues, scientific and technical documentation for which the documents are subject to transfer to the state storage

Deadlines

Number of units

entered in the inventory of documents

deadlines

stored over a fixed (contractual) period

initial

terminal

initial

terminal

1

2

3

4

5

6

7

8

9


Research









Designer









Technological









Project









Other types









Total








Section 3. Administrative Documentation

Serial number

Indicators

Number of units

Total

Deadlines

Indicate those included in the inventory of cases, documents, approved (agreed) by the expert-verification commission of the local executive body (state archive)

stored over a fixed (contractual) period

initial

terminal

Total

Deadlines

initial

terminal

1

2

3

4

5

6

7

8

9

1

Permanent storage








2

By staff








Section 4. Personnel

Serial number

Types of archives

Number of full-time employees

1

2

3

1

Scientific and technical documentation


2

Administrative documentation


      Document storage conditions:

      archives: yes, no; dry, wet; light, dark (underline as appropriate);

      heating: central, stove, absent (underline as appropriate);

      shelves: metal, wooden, combined, no (underline as appropriate);

      cabinets: wooden, metal; no (underline as appropriate);

      signalization: fire: yes, no (underline as appropriate);

      security: yes, no (underline as appropriate);

      reading room: yes, no (underline as appropriate); 

      Temperature and humidity conditions: observed, not observed (underline as appropriate).

      To organize the storage of electronic documents, the following two sections shall be completed:

Section 1. Information on electronic documents

Serial number

Indicators

Number of specific information resources

Volume of recorded information

Information on electronic documents

number of electronic document storage units

volume of recorded information (Mb)

deadlines

initial

terminal

1

2

3

4

5

6

7

8









Section 2. Personnel

Serial number

Types of archives

Number of full-time employees

1

2

3

1

Electronic documents


      Document storage conditions:

      archives: yes, no; dry, wet; light, dark (underline as appropriate);

      heating: central, stove, no (underline as appropriate);

      shelves: metal, wooden, combined, no (underline as appropriate);

      cabinets: wooden, metal; no (underline as appropriate);

      signalization: fire: yes, no (underline as appropriate);

      security: yes, no (underline as appropriate);

      reading room: yes, no (underline as appropriate);

      Temperature and humidity conditions: observed, not observed (underline as appropriate).

      The following five sections shall be filled in for organizing the storage of audiovisual documentation:

Section 1. Film documents

Serial number

Indicators

Number of units

Total

deadlines

those included in the inventory of cases, documents, approved (agreed) by the expert-verification commission of the local executive body (state archive)

stored over a fixed (contractual) period

initial

terminal

Total

deadlines

initial

terminal

1

2

3

4

5

6

7

8

9

1

On 35 mm film strip








2

On 16 mm film strip








Section 2. Photo Documents

Serial number

Indicators

Number of units

Total

deadlines

Those included in the inventory of cases, documents, approved (agreed) by the expert-verification commission of the local executive body (state archive)

stored over a fixed (contractual) period

initial

terminal

Total

deadlines

initial

terminal

1

2

3

4

5

6

7

8

9

1

Negatives

black and white








colored








2

Positives on film strip, dia-positives (slides)

black and white








colored








3

Photo prints








4

Photo albums

number of albums








number of shots








Section 3. Phonodocuments

Serial number

Indicators

Number of units

Total

deadlines

Those included in the inventory of cases, documents, approved (agreed) by the expert-verification commission of the local executive body (state archive)

stored over a fixed (contractual) period

initial

terminla

Total

deadlines

initial

terminal

1

2

3

4

5

6

7

8

9

1

Magnetic records








2

Gramophone records








3

Records on other media








Section 4. Video Documents

Serial number

Indicators

Number of units

Total

deadlines

Those included in the inventory of cases, documents, approved (agreed) by the expert-verification commission of the local executive body (state archive)

stored over a fixed (contractual) period

initial

Terminal

Total

deadlines

initial

terminal

1

2

3

4

5

6

7

8

9

Section 5. Personnel

Serial number

Types of archives

Number of full-time employees

1

2

3

1

Film library


2

Photo libraries


3

Record libraries


4

Video libraries


      Document storage conditions:

      archives: yes, no; dry, wet; light, dark (underline as appropriate);

      heating: central, stove, absent (underline as appropriate);

      shelves: metal, wooden, combined, no (underline as appropriate);

      cabinets: wooden, metal; no (underline as appropriate);

      signalization: fire: yes, no (underline as appropriate);

      security: yes, no (underline as appropriate);

      reading room: yes, no (underline as appropriate);

      Temperature and humidity conditions: observed, not observed (underline as appropriate).

      The following three sections shall be filled in to store management records:

Section 1. General Information

Serial number

Number of archive funds

Square of archives in square meters

Capacity of archives in percent

1

2

3

4

Section 2. Information about documents

Serial number

Indicators

Number of units

Total

deadlines

Those of them included in the inventories approved (agreed) by the expert-verification commission of the local executive body (state archive)

stored over a fixed (contractual) period

formed in the year of deeds, documents

initial

terminal

Total

deadlines

initial

terminal

1

2

3

4

5

6

7

8

9

10

1

Permanent storage









2

By staff









Section 3. Personnel

Serial number

Number of full-time employees



      Document storage conditions:

      archives: yes, no; dry, wet; light, dark (underline as appropriate);

      heating: central, stove, no (underline as appropriate);

      shelves: metal, wooden, combined, no (underline as appropriate);

      cabinets: wooden, metal; no (underline as appropriate);

      signalization: fire: yes, no (underline as appropriate);

      security: yes, no (underline as appropriate);

      reading room: yes, no (underline as appropriate);

      Temperature and humidity conditions: observed, not observed (underline as appropriate).

      __________________________________________________________________________

      (position, last name, initials, signature of the head of the organization,

      part of the organization’s passport archive)

      ___________________________________________

      (the date of filling in the passport of the organization’s archive)

      __________________________________________________________________________

      (position, surname, initials, signature, telephone number of the person who filled in the passport of the organization’s archive)

      Format A3 (297х420)

  Annex 20
to Order No. 343 of the
Minister of Culture and Sports of the
Republic of Kazakhstan
as of December 4, 2018

      Document form

Inventory book of scientific and technical documentation

Inventory number of accounting unit

Date of creation of the accounting unit

Accounting unit designation

Number of sheets

Format

Accounting Unit Name

Issued by

Signature of acceptance of documents

Note

1

2

3

4

5

6

7

8

9

      Total ________ year received ________________________ units of account. (in numbers and in words)

      __________________________________________________________________________

      (title of the position, surname, initials, signature of the person who prepared the final annual record)

      __________________________________________________________________________

      (position, name, initials, signature of the head of the departmental (private) archive of the organization)

      ________________

      (date of compilation) 

      Format A3 (297Х420)

  Annex 21
to Order No. 343 of the
Minister of Culture and Sports
of the Republic of Kazakhstan
as of December 4, 2018

      Document form

The front side of the registration card of
scientific and technical documentation

Number of the complex

Object number

Object cipher

Name of the complex

Object name

Project stage

Year of development

Developing Department

Chief Project Engineer

Technological organization

Note

The downside of the registration card of
scientific and technical documentation

Date

Inventory number

Mark and sheet numbers

Number of sheets

Storage

1

2

3

4

5

      A5 format (148Х210)

  Annex 22
to Order No. 343 of the
Minister of Culture and Sports
of the Republic of Kazakhstan
as of December 4, 2018,

      Document form

Inventory book for accounting research documentation

Serial number

Designation

Receipt date

Stage

Topic title and number

Registration number

Developer

Leader (executive officer)

Number of sheets

Amount and number of copies

Disposal mark

Note

1

2

3

4

5

6

7

8

9

10

11

12













      Totally _______________________ units of storage were received in ________

      (in numbers and in words)

      ________________________ units of storage were dropped out.

      (in numbers and in words)

      __________________________________________________________________________

      (position, surname, initials, signature of the person who prepared the final annual record)

      __________________________________________________________________________

      (position, surname, initials, signature of the head of the departmental (private) archive of the organization)

      ________________

      (date of compilation) 

      Format A3 (297Х420)

  Annex 23
to Order No. 343 of the
Minister of Culture and Sports of
the Republic of Kazakhstan
as of December 4, 2018

      Document form

Application registration log for the issue of an invention patent

Serial number

Date of application

Incoming application number

Patent number

Country

Title of invention

Authors

Applicant

Patent Attorney

Address, telephone number, fax

Expert

Amount of paid duty, date and number of payment document

1

2

3

4

5

6

7

8

9

10

11

12













      A4 format (210Х297)

  Annex 24
to Order No. 343 of the
Minister of Culture and Sports of
the Republic of Kazakhstan
as of December 4, 2018

      Document form

The front side of the account card of the
unit storage of electronic documents

Name of the organization from which the documents were received

Accounting Unit Title

Storage unit number

Mark about the availability of copies of documents on electronic media

Receipt date






Format

Type of media

Volume in MB

Number of records for the database

Date of creation






Retention period

Storage place

Notes

Signature of person who made an entry





The downside of the account card of the
storage unit of electronic documents

Type of work (rewriting, migration)

The number of the act of rewriting and migration

Date

New format

Volume in MB

Type of media

Storage unit numbers

Signature of person who made an entry









      A5 format (148Х210)

  Annex 25
to Order No. 343 of the
Minister of Culture and Sports
of the Republic of Kazakhstan
as of December 4, 2018

      Document form

      _________________________________________________

      (archive name, postal code, address, telephone number, fax)

Archive transcript

___________ No. __________

Destination

on number ________ dated _______


      Ground:

      __________________________________________________________________________

      (position, surname, initials, signature of the archive manager)

      __________________________________________________________________________

      (position, surname, initials, signature of the person who compiled the archive transcript)

      Stamp of the archive

      A4 format (210X297)

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