Unofficial translation
In accordance with subparagraph 2) of paragraph 1–1 of article 18 of the Law of the Republic of Kazakhstan “On National archival fund and archives” dated December 22, 1998, the Government of the Republic of Kazakhstan RESOLVES:
1. To approve the attached Rules for replenishment, storing, recording and using documents of the National Archival Fund and other archival documents by state and special state archives.
2. This resolution shall come into effect ten calendar days after the day of its first official publication.
|
Prime Minister of the Republic of Kazakhstan |
B. Sagintayev |
| Approved by Resolution No.576 of the Government of the Republic of Kazakhstan dated September 20, 2018 |
The Rules for replenishment, storing, recording and using documents of the National
Archival Fund and other archival documents by state and special state archives
Chapter 1. General provisions
1. The Rules for replenishment, storing, recording and using documents of the National Archival Fund and other archival documents by state and special state archives (hereinafter referred to as the Rules) determine the order of replenishment, storing, recording and using documents of the National Archival Fund and other archival documents by state and special state archives (hereinafter referred to as the Archives).
The order of activity of special state archives of state bodies of the Republic of Kazakhstan apart from these Rules is determined by the regulatory legal acts of state bodies which have special state archives.
2. The basic concepts used in these Rules:
1) informational letter – a document compiled on the letterhead of the archive upon request of the user or on the initiative of the organization archive containing information about the documents stored in the archive on a specific issue or topic
2) archive reference – a document drawn up on the letterhead of organization, containing information necessary for individuals and legal entities indicating the archive cipher and sheet numbers of the storage units of those archival documents on the basis of which it was compiled, legally effective (as original);
3) archive database – a set of data organized in accordance with the main indicators describing the object of recording (archival fund, archive collection, storage unit, accounting unit, group of storage units, recording units), as well as interrelations between their objects;
4) archive replenishment source (hereinafter referred to as the replenishment source) – an individual or legal entity whose documents are deposited in the archive in accordance with the established procedure;
5) archive collection – a aggregation of documents, generated during the activities of the fond formers and grouped by one or more attributes;
6) archive copy – a copy that literally reproduces the text of the archival document, with an indication of the archive cipher and the sheet numbers of the storage unit, drawn up in accordance with paragraph 431 of these Rules
7) archival fund – a aggregation of documents, that are historically or logically interconnected;
8) archive document – the document that is stored or subject to storage due to its importance for society and state, as well as having a value to the owner;
9) depository storage of archival documents – archiving of archival documents on the conditions determined by the agreement between the owner of the documents and the corresponding archive, while retaining the ownership of the archived documents by the owner;
10) thematic collection of copies of archival documents – a systematic set of copies of archival documents or parts thereof on a specific topic, prepared by the archive at the request of the user or the initiative of the archive;
11) organization of archival documents (hereinafter referred to as the organization) – complex of works on the formation of archival documents in storage units (cases), description and recording of such storage units (cases) in accordance with the legislation of the Republic of Kazakhstan on the National Archival Fund and archives;
12) thematic list of archival documents – systematized short or annotated list of headers of archival documents, storage units on a specific topic, with an indication of their dates and archival ciphers, compiled at the request of the user or initiative of the organization archive;
13) recording of archival documents (hereinafter referred to as recording) – determining the number and composition of archival documents in recording units and fixing the belonging of each recording unit to a specific complex and their total number in recording documents;
14) user of archive documents – an individual or a legal entity, applying to archive documents to obtain information in order to use it.;
15) archival index – an archive reference book, which is an alphabetical, systematic or compiled on a different basis list of the names of objects mentioned in archival documents, indicating their search data;
16) a document drawn up on the letterhead of an archive literally reproducing a part of the text of an archival document relating to a specific fact, event, person, indicating the archive cipher and the sheet numbers of the storage unit
17) archive cipher – designation consisting of the abbreviated name of the archive (its official abbreviation), numbers of the archival fund, inventory of cases, documents, storage units, and applied to each storage unit in order to ensure its recording and identification;
18) high value document – the archival document of the National Archival Fund, which has lasting historical, cultural and scientific value, of particular importance to society and the state;
19) audiovisual documentation – a set of documents containing graphic and (or) sound information created using technical means;
20) management documentation – a set of documents used in the implementation of the main management functions of the organization;
21) finding aid (hereinafter referred to as the FA) – a set of descriptions of archival documents in archival reference books designed to search for archival documents and the documentary information contained in them
22) FA system – a set of interrelated and complementary, created on a single scientific and methodological basis, archival directories on the composition and content of archival documents;
23) scientific and technical documentation – a set of documents fixing the process and results of scientific, scientific and technical, production and technical, design, construction and other activities;
24) recording unit – a unit of measurement for the number of archived documents in the archive;
25) state examination of the value of documents (hereinafter referred to as the Examination of the value of documents) – a study of documents based on the criteria of their value in order to establish periods of storage of documents and select them for inclusion in the National Archival Fund of the Republic of Kazakhstan;
26) founder – an individual or legal entity whose activities result with formation of the documents of the National Archival Fund of the Republic of Kazakhstan;
27) description of documents – a structured presentation of information on the composition, content, physical and technical condition, terms of access and reference data of archival documents, ensuring their search and multivariable use;
28) storage unit – recording unit, which is a physically isolated document or a set of documents that has independent significance;
29) keyword – a term characterizing in generalized or condensed form the content of the object of description (fund, storage unit or unit of recording, document);
30) authorized body – the central executive body that provides guidance in the field of archives and documentation management;
31) document of the National Archival Fund – an archival document that underwent the state examination of the value of documents, state recording and subject to permanent storage;
32) state recording of documents of the National Archival Fund (hereinafter referred to as State recording ) – the system of recording of documents of the National Archival Fund at the level of the region, the city of republican significance, the capital and the state as a whole, including information on the number and content of archival funds, the number of storage units;
33) case inventory sheet– a document containing information on the attributes of the content and formation of a specific case in organization archive, including the number of pages of each case;
34) compilation of cases – grouping of executed documents into cases in accordance with the nomenclature of cases and systematization of documents within the case;
35) an inventory of cases, documents (hereinafter referred to as the Inventory)– an archive reference book intended for disclosure the composition and content of storage units, securing their systematization and recording;
36) electronic archive – a set of archived electronic documents;
37) electronic document – a document in which the information is presented in digital form and certified by electronic digital signature.
Chapter 2. The order of replenishment the archives with documents
of the National Archival Fund and other archival documents
3. Replenishment the archives with documents of the National Archival Fund and other archival documents is carried out by identifying sources for its replenishment , assigning archival documents, archival funds and collections to the National Archival Fund, determining the composition of archival documents that are subject to be archived, accepting and transmitting archival documents to archives.
Paragraph 1. The order of compiling the lists of sources of replenishment
4. The list of sources of replenishment includes:
1) central government bodies and local government bodies;
2) state legal entities temporarily storing documents of the National Archival Fund;
3) non–state legal entities temporarily storing state–owned documents of the National Archival Fund.
Non–state legal entities and individuals are included in the list of sources of replenishment the contract.
5. The inclusion of organizations referred to in paragraph 4 of these Rules in the list of sources of replenishment is based on the following criteria:
1) functional purpose of organizations, taking this into account the special role of the organization and its typicality in the management system;
2) completeness of information on the activities of the organization in the archival funds of other organizations.
Individuals are included in the list of sources of replenishment based on the following criteria:
1) contribution of an individual to the development of science, culture and other areas of activity;
2) the role of an individual as a participant, an eyewitness to outstanding events in the life of society and the state;
3) kinship, friendship, creative ties, place of work, position held by an individual;
4) typicality of archival documents for the era;
5) the composition and content of the documents of the personal archive of an individual.
6. Lists of sources of replenishment are compiled by the archive in the form approved by the authorized body in the field of archiving and documentation management (hereinafter referred to as the Authorized body). The state archives of regions, cities of republican significance, the capital make up summary lists of the sources of replenishment of the region (cities of republican significance, capital).
7. The lists sources of replenishment are considered by expert and inspection commission (hereinafter referred to as the EIC) archive or local executive body (hereinafter referred to as the LEB) and sent for approval by the Central expert and inspection commission of the authorized body (hereinafter referred to as the CEIC).
The decision on the inclusion and exclusion of the organization from the list of sources of replenishment shall be brought to the information of the management of the organization.
8. The procedure for compiling and approving the list of sources of replenishment of a special state archive is determined by the legal acts of the state body in which it was created, agreed with CEIC.
9. Work on elaboration the list of sources of acquisition is carried out permanently.
Changes and additions to the list of sources of replenishment are made by the decision of the EIC in cases of:
1) creation, reorganization and / or liquidation of a legal entity;
2) termination of the agreement on cooperation of a non–state legal entity and an individual with the archive;
3) CEIC decision on the transfer of the organization to the list of sources of replenishment of another archive;
4) termination of the creation in the activities of the organization of documents of the National Archival Fund.
Revision and reapproval of the list of sources of replenishment are carried out at least once every five years.
10. The archive forms a list of potential sources of replenishment. These include non–state legal entities in which the documents of the National Archival Fund are formed, but agreements on their transfer to state storage have not been concluded.
11. For each organization that is the source of replenishment, an observational case is conducted, which includes documents describing its legal status, activity, organization of documentary support for managing and storing archival documents.
For recording of work with sources of replenishment, information and reference records and databases are kept.
12. The archive provides documentation services, departmental archives and expert commissions of sources of its replenishment the methodical and practical assistance, including on a paid basis within its competence.
Paragraph 2. The order of the examination of the value of documents
13. The inclusion of archival documents in the National Archival Fund is based on the examination of the value of documents.
14. The examination of the value of documents is carried out on the basis of:
1) the legislation of the Republic of Kazakhstan on the National Archival Fund and archives;
2) model or sectoral (departmental) lists of documents with an indication of the storage period, model (approximate) nomenclature of cases and the nomenclature of the organization cases for the relevant period;
3) methodological documents of the authorized body, LEB of the regions, cities of republican significance and the capital and state archives.
15. Examination of the value of documents in the archive is held:
1) upon expiration of the temporary storage of archival documents, including documents on the personnel received by the archive from the liquidated organizations;
2) upon receipt of documents in an unorganized manner;
3) in the presence of a significant amount of doublet and low–value documents in the archive fund;
4) in the presence in the archival fund (archival funds) of the documents and cases that are not subject of storage;
5) during the processing of inventories;
6) on applications of individuals and legal entities for the classification of their documents to the documents of the National Archival Fund;
7) for documents of the National Archival Fund – in the case of export of documents abroad;
8) by the court decision.
16. The examination of the value of documents is carried out by the archive with the participation of the owner of archival documents in accordance with the Rules for acceptance, storing, recording and using documents of the National archival fund and other archival documents by departmental and private archives, approved by resolution No.575 of the Government of the Republic of Kazakhstan dated September 19, 2018.
17. During the examination of the value of documents, each storage unit on a paper basis shall be looked through per sheets, photo documents shall be looked through, audio documents shall be listened, film and video documents shall be watched and listened on the editing table or on the screen.
18. As a result of the examination of the value of documents, an archive compiles inventories of documents for permanent storage, inventories of documents of long–term (over 10 years) storage, inventories of personnel cases and acts on the allocation to destruction of documents that are not the subject of storage in forms approved by the authorized body and agreed with the EIC of archive or LEB.
19. As a result of the examination of the value of documents received for storage in an unorganized manner, the archive compiles an inventory of permanent storage, an inventory of long–term (over 10 years) storage, an inventory of personnel cases and an act of allocation to destruction of documents that are nit the subject of storage without coordination with the sources of replenishment.
20. Inventory of permanent storage includes documents included in the composition of the National Archival Fund.
21. The act of allocation to destruction of documents that are not subject to storage, drawn up when describing documents, processing inventories, comes into effect after approval of inventories of permanent storage and inventories of personnel cases.
22. When allocating documents with repetitive information to the destruction, the archive carries out their complex reconciliation check with the documents kept for permanent storage and / or with the archive fund of the parent body and / or subordinate organizations, and / or with the archive funds of similar organizations whose activities are related to a certain territory.
Copies of especially valuable documents and doublet copies of documents with visas, resolutions, marks and corrections are not subject to destruction.
23. For work with documents of volume, complex and several similar archival funds, work plans are drawn up for conducting an examination of the value of documents and approximate lists of documents that are subject to and not subject to permanent storage. To groups of documents in the lists of documents that are subject to and not subject to permanent storage, explanations are given on the composition and content of documents remaining in permanent storage, and on documents selected for destruction.
24. Documents deposited in the period up to 1917 included, personal files and biographical documents, completed in the proceedings up to 1956 included, are not subject to destruction.
The destruction of documents deposited in the period from 1917 to 1956, is carried out in coordination with the authorized body.
25. Archival documents that are subject to destruction shall be processed in accordance with paragraphs 258–259 of these Rules.
Paragraph 3. The order of accepting and transmitting the archival documents
26. Accepting of documents of the National Archival Fund from sources of replenishment is carried out by the archive in accordance with the schedule, approved by the head of the archive in consultation with the head of the organization, which is the source of replenishment.
Unscheduled accepting of documents of the National Archival Fund, as well as archival documents, terms of temporary storage of which have not expired, is carried out in case of liquidation of the source of replenishment or in case of threat to the safety of archive documents.
Accepting for depository storage of documents not included in the composition of the National Archival Fund is carried out by concluding an agreement.
The deadlines for accepting documents from non–governmental organizations are defined in the agreement.
27. Archival documents are accepted to the archive in an orderly manner with the FA and insurance copies for especially valuable documents (if available).
When accepting archival documents, the physical, sanitary and hygienic, technical conditions of documents is checked, and check of insurance copies for especially valuable documents, check of completeness of recording documents.
Accepting of archival documents, the periods of temporary storage of which have not expired, is drawn up by the act of receiving and transmitting documents for permanent storage and is made according to the nomenclature of cases, in its absence – according to the inventory compiled by the organization.
28. Accepting of cases, documents shall be done one by one, especially valuable cases shall be accepted with their per sheet check. In all copies of the inventory, the marks about the reception of archival documents in the archive shall be made. In the absence of storage units specified in the inventory, there a new final record shall be made. The numbers of the missing storage units and the reasons for the absence are specified in the act of receiving and transmitting of documents for storage and in the reference attached to the act. The source of replenishment takes measures to search for archival documents that have not been deposited. Lost original archival documents are replaced by copies when available.
Reception of archival documents is drawn up with the act of receiving and transmitting of documents for storage in the form approved by the authorized body, drawn up in two copies. One copy remains in the archive, the other – in the source of replenishment. Together with archival documents, three copies of an inventory of cases, documents are transferred to the archive.
At the first accepting of archival documents from the source of replenishment, a historical reference to the archive collection is received.
29. Documents of individuals referred to the composition of the National Archival Fund are accepted to the archive under the contracts of donation, purchase and sale, testament or court decision on the basis of a decision of the EIC of the archive or LEB.
Accepting of the specified documents to the archive is drawn up by an act of acceptance for storage of documents of personal origin in a form approved by the authorized body.
In the event a decision is made on the results of the examination of the value of documents on the full or partial return of specified archival documents, an act of return of archival documents of personal origin shall be drawn up in two copies in the form approved by the authorized body. One copy of the act remains in the archive, the other along with the documents returned to their owner or possessor.
30. Documents of permanent and long–term (over 10 years) storage, which have been received in an archive in an unorganized manner prior to the compilation of the inventory, shall be stitched into a hard cardboard cover or bound taking into account the possibility of free reading the text of all documents, dates, visas, resolutions and other marks on them.
On the cover of the case shall be indicated the names of the founder, its structural subdivision, case number (index), case title, case date (volume, part), number of sheets in the case, case duration, case archive cipher.
Documents classified as cultural property and especially valuable documents are stored in solid folders with three valves and with ties or in cardboard cases (boxes or tubes).
31. Audiovisual documents are accepted in the archive for permanent storage in the following set:
1) film documents – image negative, double – negative (duplicate), phonogram negative, magnetic original of the phonogram, positive copy, magnetic phonogram of noise and music, intermediate positive images (lavender), installation videos and passports for color film documents, reference copy;
2) photographic documents – negative, control photographic print or positive in the absence of negative;
3) audio and video documents – original and copy.
Contemporaneously text accompanying documentation shall be accepted:
1) for film documents – installation sheets, annotations, permits for completed works, acts of technical condition, recording of color and light passports;
2) for photographic documents – annotations;
3) for audio documents and video documents – acts of technical condition, texts of speeches, catalogs, lists of speakers, programs of shows, concerts, reviews, articles and other.
32. Scientific and technical documentation is accepted for storage according to inventories compiled by groups: research, constructive, technological, design and estimate, patent and licensing, cartographic, geodetic, geological, telemetric, land management, wood management and other documentation on various data storage devices.
33. Electronic documents are accepted for storage with software tools that allow them to be reproduced, and accompanying documentation.
34. Documents created by the archive as a result of initiative documenting the events of the present or the past (questionnaires, photographs, records of memories, conversations, interviews, and so on) are included in the National Archival Fund and included in the inventory.
35. Accepting of secret documents from the sources of replenishment is carried out in accordance with the legislation of the Republic of Kazakhstan on state secrets.
36. Archival documents received by the archive from the liquidated organization, which was the source of replenishment, are allocated for destruction upon the expiration of the established storage periods. Archival documents that have a storage period labeled “EIC” in accordance with model or departmental lists are allocated for destruction only after an examination of their value.
37. Documents on the personnel cases of the liquidated organization, regardless of the form of ownership in the absence of the assignee or a higher organization are accepted for storage in the archive.
38. The transfer of archival documents in state ownership from one archive to another is carried out on the basis of a decision of the authorized body or LEB, agreed with the authorized body, in connection with the specification of the archive’s profile, and also based on the results of the examination of the value of documents.
During the transmission, the act of receiving and transmitting of documents for storage shall be drawn up in two copies, contemporaneously three copies of inventories, a file of the archival fund and a sheet of the archival fund shall be transferred.
Paragraph 4. Replenishment the archive with archival documents of foreign origin,
relevant to the Republic of Kazakhstan, or their copies as original documents
39. Replenishment of the archive with archival documents of foreign origin relevant to the Republic of Kazakhstan is done by:
1) identifying archival and published information about these documents abroad;
2) identifying state, non–state and other legal entities and individuals possessing documents on the history of Kazakhstan;
3) the development of bibliography of reference books and other publications on foreign state and non–state archives storing documents on the history of Kazakhstan;
4) compiling lists of archival funds, collections, gathering and individual documents by country, archives, owners;
5) revealing information about documents on the history of Kazakhstan, received in the form of copies as originals;
6) timely informing the authorized body on the identification and acquisition of documents of foreign origin on the history of Kazakhstan or their copies as original documents;
7) carrying out work on the equivalent exchange of copies of archival documents in accordance with international treaties and agreements of the authorized body, LEB with archival organizations of foreign countries;
8) accepting of archival documents or copies as original documents for permanent storage.
40. The authorized body coordinates the work of archives to identify and acquire archival documents or their copies as originals on the history of Kazakhstan abroad.
41. Archive documents or copies received from abroad as originals are received on the basis of an agreement between the owner of the specified documents and the archive, on the sale, donation of original documents or their copies, and exchange of copies of documents. Conclusion of the contract shall be based on the relevant national legislation.
The contract specifies special conditions for the use of transmitted archival documents or copies as original documents. Accepting of documents is drawn up by act of receiving and transmitting documents for storage.
42. Documents received from abroad in the form of originals or copies as originals, accepted for permanent archiving, regardless of their origin, are included in the National Archival Fund and are subject to state recording.
Chapter 3. The order of storage of documents of the National Archival Fund
and other archival documents
Paragraph 1. Funding of archival documents
43. The archive documents of the National Archival Fund and other archival documents are organized by the archival funds. In relation to certain types of archival documents, their non–fund organization is allowed in accordance with paragraphs 82–85 of these Rules.
44. Types of archival funds:
1) archival fund of the organization consisting of archival documents formed in the course of its activity;
2) archival fund of personal origin, consisting of formed in the process of life and activities of an individual, family, archival documents included in the National Archival Fund;
3) joint archival fund consisting of archival documents formed in the course of the activity of two or more organizations, as well as an individual having historically and / or logically determined relations.
45. The archive collection is equal to the archive fund.
46. The work on determining, specifying the fund ownership of archival documents, determining the legal independence of the founder and the chronological framework of fund documents, the chronological boundaries of archival funds is carried out in replenishment sources at the stage of documentation management in the process of forming cases in accordance with the nomenclature of cases and selecting documents for transfer to state storage in the archive, in the archive – in the course of describing received unorganized archival documents, processing of unsatisfactory composed inventories, creation of joint archival funds and archive collections, the correction of funding errors.
47. Information about the belonging of documents to a certain archival fund is indicated on the cover of the case.
48. The fund ownership of scientific and technical documentation is determined by the following features:
1) for research and technological documentation – by the name of the developer, taken from the title page;
2) for design and project documentation – for the angle stamp on the drawings, the title page of text documents, application stamp, composition of the project or specification.
The scientific and technical documentation created by the organization the developer of the project (theme) is transferred for permanent storage as part of the fund of the organization of the general designer.
49. In the case of reorganization of an organization, completed production cases are included in the archive fund of the organization being reorganized, and unfinished cases are transferred to the successor for the completion of paper management and are included in the successor's archive fund.
50. In the case of detection of documents mistakenly included in the archive fund, they are allocated and attached to the documents of the archive funds to which they belong.
51. From the archive fund of personal origin, the archive documents of the organization are allocated and attached to the corresponding archive fund, provided that this archive fund is kept in this archive and the archive documents of the organization are not related to the activities of the individual who formed the archive fund of personal origin.
The archival documents of these public associations shall not be separated from the archival fund of personal origin of leaders or members of public associations.
52. Archival documents formed into an archive fund (a joint archive fund) are not subject to refunding.
Refunding of archival documents is allowed only in cases of detection of funding mistakes that impede the search for archival documents, provided that the fund documents are not put into scientific circulation.
Refunding is carried out by decision of the EEC of the archive or LEB.
53. Each archival fund is assigned the official name of the respective founder, indicating its subordination, all changes of name in chronological order, and location.
54. The name of the joint archival fund is formulated according to one of the following features:
1) the generalized name of the archival funds included in it;
2) the name of the governing body and the generalized name of the organizations subordinate to it;
3) enumeration of the names of successive organizations;
4) the last name of the organization with the addition “and its predecessors”.
The specific names of all organizations which documents are included in the joint archive fund are listed in the recording documents.
55. The name of the archival fund indicates its chronological boundaries.
56. The name of the archival collection indicates the features of the joint of documents and its originator (an individual or legal person).
57. Depending on the time of formation and the legal status of the source of replenishment, its archival documents are accepted into the archive as a new archival fund or a continuing part of an already existing archival fund.
58. The grounds for creating new archival funds are not:
1) renaming or changing administrative and territorial boundaries of the activities or functions of the organization;
2) reorganization (merger, accession, division, separation, transformation) of the organization.
59. The chronological boundaries of the archival fund are:
1) for an organization’s archive fund – the official dates of their creation and liquidation established on the basis of legal acts. If there are several legal acts, the date of the formation of the organization is taken as the date of the earliest of them;
2) for the joint archival fund – the date of creation of the earliest and liquidation of the most recent activities of organizations which documents were included in the combined archival fund;
3) for the archival fund of personal origin – dates of birth and death of an individual, family members or family;
4) for the archive collection – the dates of the earliest and latest document.
60. The chronological boundaries of the archive fund may not coincide with the final dates of the constituent archival documents:
1) in the archive fund of the organization – due to the possible lack of archival documents of the initial andw/or final stages of the organization’s activities, including earlier archive documents in the fund that were submitted to the organization’s predecessor for completion;
2) in the archival fund of personal origin – at the expense of documents collected by the founder, the holding of anniversary commemorations and others.
61. The procedure for funding archival documents of a special state archive is determined by the legal acts of the state body where it was created, agreed with the CEIC.
Paragraph 2. Organization of archival documents within the archival fund
62. Within the archival fund, archival documents are organized in storage units. Storage units are systematized, entered in the inventory and issued in a manner that ensures their recording, search and use.
63. In the archive, the systematization of storage units is carried out during the preparation and processing of inventory.
64. The scheme of systematization of storage units is the basis for the internal organization of documents of the archival fund and is secured by an inventory (inventories).
65. Systematization of storage units within the archival fund according to sections (subsections) of the systematization scheme is carried out taking into account one or several of the following features:
1) structural (in accordance with the storage unit belonging to structural units);
2) chronological (by periods or dates, to which storage units belong);
3) functional, sectoral, thematic, subject–matter (taking into account the functions of the organization or issues related to the content of the storage unit);
4) nominal (by types and varieties of documents);
5) correspondent (by name of organizations or the names of individuals, as a result of correspondence with which storage units were formed);
6) geographical (in accordance with certain territories, populated areas and other geographical objects with which the content of the documents is connected, their authors, correspondents);
7) copyright (by the names of organizations or the names of individuals who are the authors of the documents).
66. Structural and chronological signs are used in two versions of the systematization scheme: chronologically – structural and structurally – chronological.
67. The chronologically–structural systematization scheme is applied in relation to the funds of the operating organization (taking into account the further replenishment of the documents of these archival funds) and liquidated organizations with often changing structure.
When systematizing according to this scheme, the storage units are grouped in the archival fund, according to the time of their creation (periods or dates), and within each chronological group – by structural divisions of the organization.
68. The structurally–chronological systematization scheme is applied in relation to the funds of organizations that had a stable structure, changes of which were rare, and also when systematizing the storage unit of liquidated organizations.
When systematizing according to this scheme, storage units are grouped by structural subdivisions of the founder, within each structural group – by the time they were created (periods or dates) of the storage unit.
69. The chronological and functional features are used in two versions of the systematization scheme: chronologically – functional or functionally – chronological.
Chronologically – functional or functionally – chronological systematization schemes are applied in relation to the funds of organizations with frequently changing structure or not having it.
When systematizing storage units according to a chronologically–functional scheme, their grouping occurs first on a chronological basis, and then on the functions of the founder.
When systematization according to the functionally – chronological scheme, the storage units are grouped first by the functions of the founder’s activity, and then by the chronological basis.
70. The chronological and thematic feature is applied in two versions of the systematization scheme: chronologically – thematic or thematically – chronological.
Chronologically – thematic or thematically–chronological scheme for the classification of storage units are applied to small archival collections, as well as to separate collections.
71. The chronological and nominal features are used in two versions of the systematization scheme: chronologically – nominal and nominally – chronological.
Chronologically – nominal and nominally – chronological schemes are used to systematize the storage units of archival funds of unstructured organizations.
72. When systematizing the storage unit of audiovisual and electronic documentation, the object and format features are additionally used.
73. Storage units are grouped sequentially according to the signs, the use of which is appropriate for all or some groups of archival documents of the archival fund.
74. Personnel documents, scientific and technical documentation in archival funds of research organizations, manuscripts in publishing houses, medical records in medical organizations, acts of inspections in funds of control bodies are divided into special groups and systematized separately from management documentation.
75. Archival documents of personal origin are systematized in accordance with the systematization scheme developed by the archive.
76. Storage units in the joint archival fund are ordered according to the importance of the founders, according to the chronology of their creation, in alphabetical order of names. For archival funds of similar organizations, a general systematization scheme is used.
77. Within the archive collection, archival documents of the same type (kind) are grouped according to the author's principle with the arrangement of groups of storage units in alphabetical order of the names of organizations or the names of individuals. Within the archive collection, created on a thematic basis, the grouping of archival documents is carried out according to topics or issues arranged in order of importance or chronology.
78. In accordance with the systematization scheme, storage units are grouped as follows:
1) storage units refer to the year from which the documentation management started, or in which they entered the organization (structural unit) from another organization (structural unit) to continue documentation management ;
2) storage units containing plans, reports, estimates and materials refer to the year on which or for which they were made, regardless of the date of their preparation, the storage units for long–term plans refer to the initial year of their operation, and reports for these years – to the last year of the reporting period;
3) storage units started by documentation management in one structural subdivision and transferred for continuation to another structural subdivision refer to the subdivision in which they were completed;
4) within the year or the chronological period of the storage unit are arranged according to the significance of the functions of the organization or in order of importance and logical interrelation of the types and varieties of documents;
5) storage units representing personal cases are systematized according to the years of resignation and alphabetical names of employees.
79. Storage units within the last (final) systematization schemes are distributed according to their significance or chronology.
80. Systematization of electronic documents formed in electronic document management systems is carried out in the same way as systematization of documents on paper.
81. Documents on electronic media are systematized according to the types of information carriers (magnetic tapes, laser and hard disks, compact disks, floppy disks), inside the types – according to information presentation formats, then – according to the nature of the recorded information.
Paragraph 3. The order of non–fund organization of audiovisual documents and
documents on electronic data storage devices
82. The organization of various sources of replenishment audiovisual documents created by activity according to their types, one or several external features (chromaticity, media material, its format, sound information recording system, etc.) is a non–fund organization of archival documents.
83. Film and video documents are systematized:
1) by type (films, special issues, news magazines, separate film and television programs);
2) by year of release;
3) recording units (sets);
4) chromaticity (color, black and white);
5) film format (8 millimeters (hereinafter referred to as – mm), 16 mm, 35 mm, 70 mm and others).
A part of a storage unit, one or several storage units with recording of a certain film, special issue, newsreel, separate film or television program is taken as a unit of recording of film documents.
Film storage units are taken to be a physically separate roll of film or tape with recording of visual and / or audio information.
Storage units are located in the elements of the kit, and inside them – in the order of the numbers of parts of the film document.
The set of film documents consists of the original and copies relating to one film, special issue, newsreel, film and television program.
For film documents and video documents of a certain type, a separate inventory is compiled. Inside the inventory, film documents are systematized according to their production time, production numbers, material and media format, and other features.
84. A part of a storage unit, one or several storage units with a record of a certain plot, a work of literature and art (several works of literature and art, united by the author’s, thematic or other grounds) are taken as a unit of recording for video documents.
A physically separated roll of magnetic tape, a cassette, a disk with recording of visual and sound information is taken as a unit of storage of video documents.
85. Photo documents are systematized by type:
1) negatives of various chromaticity (color or black and white) and sizes;
2) slides (transparencies) of different color;
3) positives, photo prints;
4) photo albums;
5) filmstrips;
6) photographic documents on digital or other machine–readable media, which are denoted by the "E" letter.
The sizes of negatives are designated by numbers from 2 to 8: the number “2” corresponds to a negative size of 2.5 centimeters (hereinafter referred to as cm) x 3.5 cm; "3" – 6 cm x 6 cm; "4" – 6 cm x 9 cm; "5" – 9 cm x 12 cm; "6" – 10 cm x 15 cm; "7" – 13 cm x 18 cm; “8” – 18 cm x 24 cm. When systematizing small volumes of negatives of sizes 6–8, they can be combined into one group.
A separate inventory is made for photographic documents of a certain type. Inside each inventory, photographic documents are organized by authors, object or location, other signs.
One unit or several storage units with a specific filmstrip recording is taken as a unit for recording photo documents.
A physically separated frame (negative, double – negative, positive, slide (transparency), several frames of panoramic shooting, photographic print, roll of filmstrip, photo album) is taken as a storage unit for photographic documents.
86. A unit of recording for archival documents in electronic media is taken as part of a storage unit, one or more storage units with an electronic document record.
A physically separate media with the recording of a part of a document, one or several documents is taken as a unit for storing archived documents on electronic media.
87. Phonodocuments are systematized by the types of audio information recording:
1) phonographic;
2) gramophone;
3) optical;
4) magnetic;
5) laser.
For phonodocuments of a certain type of recording, a separate inventory is compiled.
In the inventory, phonodocuments are organized by their belonging to the organizations issued them, production numbers, content, the format of the recording media, and other features.
Within the types the phonodocuments are arranged in units of recording and sets.
The recording unit of phonodocuments is taken as part of the storage unit, one or several storage units with recording of sound information about a specific event, a work of literature and art (several works of literature and art, combined by author, thematic or other grounds).
A physically separate roll of film, magnetic tape or paper tape, a cassette, a wax roll, a disk with sound information recording is taken as a unit of storage of phonodocuments.
The phonodocument set consists of the original and copies relating to a specific recording unit.
88. Storage units within recording units are arranged in the order of production numbers indicated on the labels, and inside the kit in the following sequence – originals, copies.
Paragraph 4. The order of storage of archival documents
89. Archival documents are stored in conditions that ensure their safety.
90. Storage conditions for archival documents are provided by:
1) construction, reconstruction and repair of buildings of archives;
2) the creation of fire-prevention, security, temperature–humidity, light and sanitary–hygienic regimes in the building and the archive rooms;
3) the use of special tools, storage and transportation of archival documents (storage shelves, cabinets, safes, boxes, folders, and others).
91. In the area of the archive building, the following sanitary norms of the average daily concentration of harmful impurities in the atmospheric air shall not be exceeded:
1) sulfuric acid – 0.1 milligram per cubic meter (hereinafter referred to as – mg / m 3 );
2) sulfur oxides – 0.05 mg / m 3 ;
3) nitrogen oxides – 0.085 mg / m 3 ;
4) chlorine – 0.03 mg / m 3 ;
5) hydrogen sulfide – 0.008 mg / m 3 .
92. Construction and reconstruction of the archive building shall be carried out in accordance with the normative technical documents containing the requirements for the buildings and the project documentation.
93. The archive building is a set of basic and auxiliary premises intended for the fulfillment of archive tasks for the storage, processing, use of archival documents and tasks of an administrative, economic, technical, everyday nature.
The building of the archive is equipped with security and fire alarm systems.
94. The premises of the archive include:
1) archives;
2) working premises of archive workers;
3) premises for receiving and temporary storage, acclimatization of archival documents;
4) premises for isolation, disinfection and disinsection of affected archival documents;
5) rooms for dust removal, binding and restoration of archival documents;
6) premises for copying and restoration of archival documents, film processing and technical control of audiovisual documents;
7) premises for storage of recording documents;
8) the premises of the reading room with areas for the issuance of cases and reference and search tools, temporary storage;
9) scientific reference library;
10) methodical study;
11) exhibition hall.
95. The placement of the archive in buildings and premises adapted for the storage of archival documents is made on the basis of the results of the examination of the conformity of the building (premise) for the placement of the archive by the decision of the EEC of the archive or LEB.
The examination establishes the degree of fire resistance of the building, the durability of its main structures and the strength of interfloor ceilings, taking into account potential loads, the condition of the building’s premises (floor, basement, attic), the availability and condition of heating and ventilation systems.
Placement of archives is not allowed in:
1) in dilapidated buildings, wooden buildings;
2) in buildings with damp basic, basement, attic rooms;
3) in buildings with stove heating;
4) in buildings occupied by public catering services, food warehouses, organizations storing flammable and aggressive substances or using fire hazardous and chemical technologies.
96. The premises intended for the storage of archival documents in buildings adapted for the storage of archival documents are isolated from the rest of the building.
97. The archive is located as far as possible from the laboratory, industrial, domestic premises of the archive and is isolated from the common ventilation ducts with them. The archive is separated from the adjacent archive rooms by fireproof walls and ceilings with a fire resistance rating of at least two hours. In the archives it is not allowed to lay pipes for water supply and sewage, technological or household water leads.
98. The archive is placed in compliance with the terms of a convenient exit to the elevators and staircases.
99. For covering walls, floors, ceilings, internal reinforcement of the archives, manufacturing equipment and means of storing archival documents it is not allowed to use materials that collect dust and / or emit aggressive chemicals.
100. The archival repository is equipped with natural or artificial ventilation, an air–conditioning system that provides air recirculation with exchange rates of 2–3, stability of temperature and humidity conditions, air purification from dust and aggressive impurities.
Free circulation of air is provided in the archive, which prevents the formation of unventilated zones of a stable microclimate.
The height of the archive from floor to ceiling is not less than 2.5 meters and not more than 4 meters.
101. It is not allowed to store phono-, video- and electronic documents on media with a magnetic working layer in an archive with parasitic fixed or alternating magnetic fields with an intensity of more than 400 amperes.
102. The archival repository of archival documents on a nitrobasic is isolated from other archives. In the lower zone of the archival repository of archival documents on a nitrobasic, additional air extraction is provided.
103. The fire protection regime in the archive building and in the archival repository shall be carried out in accordance with the regulatory legal acts of the Republic of Kazakhstan regulating the provision of fire safety.
104. The security regime of the archive is provided by a set of measures to ensure engineering and technical fortification, equipping the building (premises) of the archive with security alarm systems, organizing security post (s), sealing the premises, following the facility and access control, storing the keys to the office premises.
Requirements for archival repositories and other archive rooms where secret archival documents are stored and work with them is carried out, are established by the Instruction for maintaining the secrecy regime of the Republic of Kazakhstan, approved by the Resolution No. 390–16с of the Government of the Republic of Kazakhstan dated March 14, 2000.
105. The archive building shall be equipped with alarm means. Archival repositories, material assets, as well as emergency exits and back doors from the archive building, the main entrance in the absence of a 24–hour security post, are subject to sealing.
106. Archival repositories and other premises where archival documents are permanently or temporarily stored are equipped with doors with enhanced technical security against possible effraction, equipped with locks of heightened secrecy.
On the windows of the basement and basement folding metal bars shall be installed.
All copies of the keys (with the exception of those belonging to the archive premises that are subject to special secrecy requirements) are recorded in the key register for the locks of the archive premises, which are kept by the archive employee assigned to the archive head. In this register, it is noted which of the archive employees gain the keys to each of the premises, with the employee’s note of receiving the copy of the key.
To all archive rooms equipped with locks, there are at least two sets of keys, one of which is constantly kept in the archive security service.
The procedure for storing keys during business hours and non–business hours, obtaining keys in the security service, handing over keys and premises under protection is established by the head of the archive.
The archival repository during working hours, if workers do not work in it, is locked with a key. During working hours, the keys to the archive are kept by the archive head or his deputy.
107. The head and the employees of this archival repository, the head of the archive and his deputies, the chief custodian of archival funds have access to the archival repository. The name list of persons entitled to access to the archive, is kept at the security post. Other employees of the archive are allowed in the archive only accompanied by the head of the archive or his deputy. Other persons are allowed in the archives in exceptional cases only with the written permission of the head of the archive and accompanied by the head of the archive or his deputy.
108. Removal from the archive of archival documents, material values and books of the scientific reference library, as well as the FA, is allowed only with special passes.
109. The following temperature – humidity conditions of long–term storage are provided in archives:
1) for paper documents – temperature +17 – + 19 ° С, relative air humidity 50–55%;
2) for film documents on black and white film carriers:
on the nitro base – temperature + 10 ° С, relative air humidity 40–55%;
on a safe basis – temperature + 15 ° С, relative air humidity 40–55%;
for film documents on color film carriers – temperature –5 ° С, relative air humidity 40–55%;
3) for black and white photographic documents – temperature + 15 ° С, relative air humidity 40–55%;
for color photographic documents – temperature –5 ° С, relative air humidity 40–55%;
4) for documents on magnetic tape and disk carriers – temperature +8 – + 18 ° С, relative humidity of air – 45–65%;
5) for documents on electronic media – temperature +15 – + 20 ° С, relative air humidity 50–65%.
110. In the archival repository with an unregulated climate, measures are being taken to optimize the temperature and humidity conditions using optimal heating and ventilation of the rooms, as well as mechanical means of humidifying or dehumidifying the air. Sharp seasonal and / or daily fluctuations in temperature (± 5 ° С) and relative air humidity (± 10%) are not allowed.
With a long–term violation of the temperature and humidity conditions (from three days or more), accompanied by an increase in the relative humidity of the air to 79–90%, measures (intensive airing, drying the archive) are being taken to normalize it.
111. During the processing of archival documents, their temporary storage (up to two months) is allowed in rooms with unregulated temperature and humidity conditions at a temperature of 20 ± 5 ° C and a relative humidity of 50 ± 20%.
The temperature – humidity storage regime of archival documents is monitored by regularly measuring the temperature and relative humidity of room and outer air at the same time.
Measurement is carried out at least once a week in air–conditioned premises, twice a week in archives with unregulated climate, and once a day in cases of its violation.
112. The readings of the instrumentation are recorded in the logbooks, which also reflect the verification of the correctness of the readings of the instruments and the measures taken to normalize the temperature and humidity conditions in cases of its violation.
113. The nomenclature of the applied instrumentation, the procedure for measuring and recording the parameters of the room and outer air are determined by the normative and methodological documents.
Instrumentation mounted on one panel, located in the main passage of the archives on the storage shelf, away from heating and ventilation systems (control point), at least one control point per room or tier.
114. Archival documents are stored in the dark. Archival documents are placed in bindings, folders, boxes, cabinets, on shelves of a closed type, as well as in compliance with the light regime established by paragraph 116 of this Rules.
115. Archives are equipped with natural or artificial lighting and are placed in premises with or without windows.
116. Natural lighting in the archives is allowed by diffused light, provided that light diffusers, automatic light flow controls (special glasses), protective filters, louvers, curtains, coatings applied to the glass are used on the windows.
For artificial lighting in the archives incandescent lamps in closed ceiling with a smooth outer surface are used.
117. Electrical wiring in archives is laid hidden, sealed or semi–hermetic plug sockets for portable equipment (vacuum cleaners, lamps, etc.) are used. Cords of portable equipment are equipped with rubber insulation. Archives are equipped with common and floor electric knife switches. Knife switches, switchboards and fuses, providing power to the sockets and their disconnection, are installed outside the archive. Upon completion of the work in the archiving equipment, electrical outlets are consistently de–energized.
It is allowed to use fluorescent lamps with a cut–down ultraviolet part of the spectrum such as WL (white light lamps), CWL (cold white light lamps), WWL (warm white light lamps). The level of illumination in the range of the visible spectrum does not exceed on the vertical surface of the storage shelves, at a height of 1 meter from the floor – 20–50 lux, on desktops – 100 lux.
118. Protection of archival documents from the destructive action of natural and artificial light is carried out in all rooms of the archive during any type of work with archival documents.
119. Archival repositories and other premises of the archive are contained in conditions that exclude the possibility of the appearance of insects, rodents, mold and dust.
120. In the archives, wet cleaning and dust removal of storage shelves, cabinets, storage facilities (boxes, folders, packages) with vacuum cleaners are carried out at least once a year. The basement parts of the storage shelves, floors, baseboards, window sills should be treated with aqueous solutions of antiseptics (formalin – 2%, AB calamine – 5%).
The archive does not allow you to stay in outerwear, wet and dirty footwear, store any unauthorized objects, and use food products.
121. Archival documents are placed strictly in an orderly state (storage shelves, cabinets, and so on) in the space provided for this purpose.
122. Windows in the archive rooms opening in the warm season, air vents in the walls, ceilings, floors of the archival repositories, external vents of the ventilation systems are protected with nets with a cell diameter of not more than 0.5 mm.
123. In order to detect insects and mold fungi, archival documents (selectively) and the premises of archives twice a year (at the beginning and at the end of the heating season) are subjected to entomological and mycological examination. Upon detection of biological pests, immediate measures are taken to process archival documents, storage facilities, archival repositories.
For sanitary and hygienic works sanitary days are planned.
124. Archival repositories are equipped with stationary or mobile metal shelves. It is allowed to use stationary wooden storage shelves that are in the appropriate sanitary and biological condition and treated with flame retardants.
As auxiliary or special equipment, metal cabinets, safes, cabinets, storage shelves, as well as stationary compartments–boxes with metal partitions and shelves are used.
125. Archive documents on a paper basis are placed on storage shelves, in metal cabinets horizontally or vertically in boxes, folders, and cases.
126. Film documents, roll microfilms are stored in a horizontal position in metal or plastic boxes on herringbone storage shelves or on stationary storage shelves. Film documents on a non–flammable triacetate base are stored in tightly closed metal or plastic boxes with openings to prevent accumulation of acetic acid vapors from the base of the film fund inside the box.
127. Documents on magnetic tape are wound on the cores, coils or cassettes of the appropriate size, packed in a bag of plastic film and in a factory box or placed in a plastic case (container) with cutouts for labels.
128. Compact discs are placed in the original packaging, and then placed in a boxed container.
129. Microfilms, films are drawn up with standard protective leader tape, wrapped tightly in a roll onto the cores with a photographic layer outwards without protruding turns on the ends of the roll, and placed in metal boxes.
130. Video documents are stored upright in their original packaging.
131. Storage of archival documents on carriers with a magnetic working layer on ferro–magnetic metal storage shelves is excluded.
Steel storage shelves are used in exceptional cases, only under the condition of demagnetization and short–circuiting of the contours of the storage shelf (connection of the metal parts of the storage shelf by an electrical wire and their effective grounding).
132. Graphic scientific and technical documentation is stored in folders with valves in a folded to A4 format. Drawings on Whatman paper, ostralon, film are not folded and stored in tubes.
133. Each storage unit of an audiovisual or electronic document fits into an untight individual package, which excludes the free movement of an archival document within it.
134. In an archive with natural light, shelves and cabinets of an open type are installed perpendicular to the walls with window openings. In the archives without windows, shelving and cabinets are installed taking into account the peculiarities of the room, equipment design and its placement standards. The placement of shelves, cabinets and other equipment for storing archival documents against the external walls of the building and to heat sources is excluded.
135. Stationary storage shelves and cabinets are installed in archival repositories in compliance with the following standards:
1) the distance between the rows of storage shelves (main passage) – not less than 120 cm;
2) the distance (passage) between the storage shelves is not less than 75 cm;
3) the distance between the outer wall of the building and the storage shelves parallel to the wall is at least 75 cm;
4) the distance between the wall and the end of the storage shelf or cabinet (bypass) – not less than 45 cm;
5) the distance between the floor and the bottom shelf of the storage shelf (cabinet) is not less than 15 cm, on the ground floors it is not less than 30 cm.
Distances (aisles) for equipment with drawers are calculated taking into account the size of the equipment.
Paragraph 5. Placement of archival documents in the archival repository
136. Archival documents in the archival repositories are arranged in a manner that ensures their complex recording, storage and operational search. The order of the archival funds in the archive is determined by the plan (scheme) of placement of archival funds, approved by the archive head. The plan (scheme) of the placement of archival funds provides for the distribution of archival funds in the archive, with an indication of their numbers for each storage shelf of the archive. The plan (scheme) for placing archival funds is located in a structural unit that registers archival documents, or at an employee responsible for keeping records of archive documents, and the corresponding sections of the plan (scheme) for placing archival funds in archives.
137. The following archival documents are subject to separate storage:
1) secret documents;
2) referred to cultural values, decorated with precious metals and gems, having in application precious metals and gems;
3) on the nitro base;
4) affected by biological pests;
5) of temporary periods of storage transferred to the archives for storage, in connection due to the liquidation of the source of replenishment.
138. The placement of secret archival documents in the archive shall be carried out in accordance with the legislation of the Republic of Kazakhstan on state secrets.
Archival documents related to cultural property or decorated with precious metals and gems or having precious metals and gems in the application are removed from the archival collections and are subject to safe storage. A substitute card and a copy of the archival document are put in place of the withdrawn archival document.
139. Audiovisual and electronic documents are stored in separate rooms depending on the regulatory storage regimes for their media.
It is allowed to place in one archival repository the archive documents on different media, but requiring the same storage regimes.
140. The archive fund of use is placed in the archival repository, depending on the type of copy carrier.
Copies of the archive fund of use on paper basis, including photocopies, are stored together with the original archive documents on paper basis on separate storage shelves or in cabinets in the order of numbers of archival funds and cases.
Copies of the archive fund of use on film basis are placed in archives with the appropriate storage modes. A piece of film is embedded in each tube, on which a single case or part of it is filmed. As an exception, with a small case volume in one segment there can be no more than three copied cases.
141. The main and auxiliary recording documents of the archive are placed in an isolated room or a working room of the employee (s) responsible for keeping records of the archive documents.
142. The first copies of the inventory of cases, documents are placed in an isolated room or workplace of the employee (s) responsible for keeping records of archive documents, in compliance with the storage regimes established for authentic archive documents on a paper basis.
Second copies of the inventory of cases, documents are placed in the isolated zone of the archive in the storage shelf or in the closet.
Third copies of case inventories, documents are placed in the reading room.
143. All archive rooms, floors, tiers of the archive building, as well as storage shelves, safes, cabinets and shelves are numbered.
In each separate room the storage shelves and cabinets are numbered independently from left to right from the entrance. Shelves in storage shelves and cabinets are numbered from top to bottom from left to right.
144. In order to consolidate the place of storage and retrieval of archival documents in the archival repository, cards of fund and shelf–based topographic indexes are compiled in accordance with forms approved by the authorized body.
145. Cards of fund topographic index are compiled separately for each archive fund and are arranged in the order of the number of archive funds. If necessary, a continuation card is entered onto one archive fund.
The cards of shelf–based topographic index are compiled for each storage shelves and are arranged in order of the numbers of the storage shelves within the separate archive room. One copy of topographical indexes is kept by the employee (s), the responsible person (s) for keeping records of the archive documents, the second is stored in the archival repository.
Maintaining topographic indexes is carried out on paper or in an automated mode in accordance with the established requisites.
Changes in the placement of archival documents are reflected in a timely manner in all copies of topographical indexes, as well as in the plan (scheme) of the placement of archival funds.
146. For each primary means of storing archival documents, a label is drawn up on which the name and numbers of the archival fund, inventory and storage units in the box are indicated.
Paragraph 6. The order of examination the availability and condition of archival documents
147. Examination of the availability and condition of archival documents is carried out in order to establish the actual availability of stored archival documents and identify missing archival documents to organize their search, identify and eliminate deficiencies in the recording of archival documents, identify and account for archival documents requiring restoration, conservation and preventive and technical processing.
148. Planned cyclical and unscheduled examination of the availability and condition of archival documents are carried out.
A planned cyclical availability examination is carried out with the following periodicity established for a certain category of documents:
1) for documents of the National Archival Fund related to cultural property – annually;
2) for especially valuable documents on a paper basis – once in 10 years;
3) for audiovisual and electronic documents – once every 5 years;
4) for film documents on a nitro base – once every 2 years.
The cyclical nature of examination other archive documents is determined by the archive depending on the intensity of use and the state of recording of archive documents, but at least once in 20 years.
Unscheduled examination of the availability and condition of archival documents is carried out for all or individual groups of archival documents in the event of natural disasters, mass displacements and other circumstances, as well as when changing the head of the archive.
149. The examination of the availability and condition of secret archival documents is carried out in accordance with the Instruction for ensuring the secrecy regime of the Republic of Kazakhstan, approved by the Resolution No. 390–16c of Government of the Republic of Kazakhstan dared March 14, 2000.
150. At the beginning of examination the availability and condition of archival documents, reconciliation of recording documents is carried out, including establishing the completeness of recording documents of examined archival funds and archival documents, examination their comparable indicators, clarifying the numbering order of storage units according to the inventory (book of account and description) and examination the correctness of their compilation totals records.
151. Examination the availability and condition of archive documents in the archive is carried out by a commission created by a decision of the archive head and consisting of at least three archive workers.
152. When examination the availability of storage units, the archived documents of which are recorded by internal inventories, a check is carried out on the availability of archival documents with an internal inventory, as well as a check of the availability of sheets in storage units to be stored in unbundled (without filing) form.
Archival documents related to cultural property are examined by sheet.
Archival documents issued in the reading room and the working premises of the archive are examined on a general basis, their ciphers are installed on the deputy cards and books issuing archival documents from the archives. Archival documents issued for temporary use are examined against books and issuing certificates and are considered available.
153. During examination of the availability and condition of archived documents, it is necessary:
1) to maintain the order of the archival documents on the storage shelves and in the primary means of storage;
2) to return to their places, found during the inspection, incorrectly placed storage units of this archival fund;
3) to withdraw from the examined archival fund (a set of archival documents) and transfer to the main custodian or head of the archives the incorrectly located storage units of other archival funds;
4) to withdraw storage units contaminated with mold or other biological pests;
5) to withdraw storage units that are not listed in the inventory (book of recording and descriptions), and place them at the end of the archive fund (set of archival documents) for further processing and description in the terms established by the archive head;
6) to withdraw archival documents removed from the register, but not withdrawn from the archive in a timely manner;
7) to identify archival documents with physical defects.
154. During examination of the availability and condition of archival documents it is not allowed:
1) to input into the inventory (book of recording and descriptions) unaccounted storage units;
2) to make corrections or entries in the records and other records.
155. The results of examination the availability and condition of archival documents and its deficiencies discovered during the process are recorded in the examination list of the availability and condition of archive documents (hereinafter referred to as the Examination list) and in the act of examination the availability and condition of archive documents in a form approved by the authorized body.
An examination list is compiled directly during the examination, for each inventory separately. When examination a small amount of archival funds it is allowed the preparation of a single examination sheet for all inventories.
In the case of detection during the examination of the availability and condition of archival documents of deficiencies not covered by the graphs of the check sheet, as well as in case of sheet checks of cases, clarifications and additional details are entered into the sheet. Check sheets are numbered in gross order within the archival fund for each check and are signed by members of the commission.
156. On the basis of the examination list (lists), an act of examination the availability and condition of archival documents is drawn up. Simultaneously with the act of examination of the availability and condition of archival documents, if necessary, an act of technical mistakes in the records, an act of the discovery of archival documents, an act of irreparable damage to documents are compiled in the forms approved by the authorized body.
157. At the end of the examination of the availability and condition of archival documents at the end of the inventory (books of recording and descriptions), the “examined” stamp, date, position and signature of the persons performing the check shall be stamped.
In the case of detection in the final record of the inventory (books of recording and descriptions) of unrecorded lettered and omitted sequence numbers, retired in accordance with the established order of storage units, the final record is rescheduled.
158. For all absent during the examination of the availability and condition of archival documents, storage units shall be issued recording cards for undetected archival documents in the form approved by the authorized body. Maintaining a card file of undetected archival documents is carried out centrally on paper or in an automated mode in accordance with the recording cards of undetected archival documents.
The results of examination the physical condition of archival documents are recorded in the physical (technical) status record card of archival documents in a form approved by the authorized body.
159. Examination the availability and condition of archive documents is considered complete after making changes to all recording documents. After examination the availability and condition of archival documents, boxes with archival documents of rarely used funds are sealed.
160. The search for archival documents that were not found during the examination of the availability and condition of archival documents is organized from the moment they are detected and held for one year directly in the archive and in other organizations. The term of the search is extended by the head of the archive on the basis of a memorandum of the head of the corresponding structural unit of the archive.
161. Archival documents found during the search are handed over to the chief custodian or head of the archives, who returns them to their place. In the examination list, in the “Note” column, in the case of undetected archival documents, a note is made about the discovery of archival documents, which is certified by the signature of the head of the archive.
162. Archival documents, the reasons for which the absence of which is documented, are removed from the register in accordance with paragraph 258 of these Rules.
For archival documents not found during the search, an act of not detecting documents is drawn up, the search paths of which are exhausted according to the form approved by the authorized body, and a certificate of the search, which, together with the act of examination the availability and condition of the archive documents, are submitted to the authorized body to resolve the issue about deregistration of such archival documents.
163. The decision on the removal of archival documents from the register is executed by order of the head of the archive, on the basis of the written consent of the authorized body.
In the card index of undetected archival documents a note is made about the removal of archival documents from the register. Changes are made to all recording documents, are included in the "Information about changes in the composition and volume of archival funds", which are sent to the authorized body to make changes to the State Fund Catalog.
164. Examination the availability and condition of archive cases, documents issued from archives during the year, is carried out regularly in the terms established by the archive management. Its results are documented by an act of examination the availability and condition of archived documents.
165. If unreasonable lack of archival documents is detected, their operational search is carried out. In case of failure of the search, the missing archival documents are included in the card index of undetected documents for their further search.
Paragraph 7. The order of examination and recording the technical and physical
and chemical condition of archival documents
166. Receipt and placement in archival repositories of archival documents received in the archive without first examination their physical condition is not allowed. Archive documents received by the archive are placed in the receipt room and temporary storage before being transferred to the archival repository, released from shipping containers, laid out on storage shelves and tables.
167. The assessment of the physical and technical condition of the received archival documents, as well as their insurance copies, is carried out no later than three months from the date of receipt of archival documents in the archive.
168. As a result of assessing the physical condition of archive documents on paper, the following archive documents are identified:
1) affected by biological pests;
2) with high humidity;
3) with damaged paper and text;
4) dusty.
Metal, cardboard, paper and other bookmarks, pads, paper clips, located in cases, folders, boxes are subject to removal.
169. In assessing the technical condition of audiovisual and electronic documents, insurance copies, the possibility of reading information from a material carrier, the compliance of the technical features of these documents with the information contained in the accompanying documentation is established. At the same time, the type of the film document base is revealed. Archival documents on a nitro base should be immediately examined for stability, followed by copying to a safe basis, with the restoration of the emulsion layer, if necessary.
170. Upon detection of defects, an act of optional form is drawn up, reflecting the nature of the defects and measures to eliminate them. Elimination of defects is carried out at the expense of the source of replenishment.
171. Received archival documents affected by biological pests (insects, active mold) are sent for sanitary–hygienic processing (disinfection, disinsection).
If wet archival documents are detected, they are acclimatized until complete drying. Acclimatization is carried out in the receipt room and temporary storage for 7–14 days (depending on the degree of wetness) with intensive ventilation of the air and the placement of storage units in unfolded form on tables and storage shelves.
The quality of the paper and the text of incoming archival documents is examined selectively for an overall assessment of their condition.
172. Dust removal of received archival documents is carried out in a special room with the use of draft hood. Boxes, folders, covers, roots of cases are subject to dusting.
173. Received audiovisual and electronic documents are to be rewound, acclimatization and packaging, cleaning from dust, cleaning from dirt.
Acclimatization of audiovisual and electronic documents on film and disc bases before placing them in the archive is held in open packaging at a temperature of 20 ± 3 ° C and relative humidity of 35 ± 15%, for color films and photo documents – at a relative humidity of 35 ± 15%. The duration of acclimatization of film documents and roll microfilms is at least 10 days, archival documents on magnetic tape and disc media – at least 3 days, photo documents and microfiches – at least 24 hours.
174. The physical, chemical and technical condition of archival documents during storage is examined in order to identify damaged archival documents and archival documents with a potentially dangerous physical or biological condition.
The physical, chemical and technical condition of archival documents is examined during examination for the availability and condition of archival documents, when preparing archive documents for release from the archive, during work related to a single (sheet–by–sheet) review of archive documents.
175. The physical examination of archive documents on paper basis during storage is carried out with the aim of identifying wet, damaged by biological pests (mold, insects), with defects in paper and text of archival documents.
Wet archival documents (cases, groups of cases) are subject to immediate allocation, unscheduled processing (drying, acclimatization). In case of mass humidification of archival documents, measures are taken to drain the archive and normalize the storage regime.
Archival documents affected by biological pests (mold, insects) are subject to immediate isolation.
The presence of defects in paper and text is established visually when a sheet of cases is viewed. Defects are classified on the basis of a single alphanumeric indexing based on typical signs of paper defects (alphabetic indexing) and text (numerical indexing), taking into account the guidelines of the authorized body.
Archival documents, most of the text of which as a result of damage is inaccessible for reading and their restoration is not possible, are selected for destruction. In cases where it is possible to at least partially restore the text of damaged archive documents, they are left in permanent storage, scanned, restored or photocopied.
176. The examination of the technical condition of audiovisual and electronic documents in the course of storage is carried out in order to determine:
1) the state of their packaging;
2) the presence of standard leader tape;
3) the technical condition of their surface and perforation storage shelves and gluing;
4) the presence of contamination and mechanical damage;
5) nitrobasic stability;
6) perforation pitch of films and magnetic tapes 35 mm and 16 mm wide;
7) physical and mechanical features (warping, peeling of the emulsion or shedding of the working layer, etc.);
8) the presence of defects of chemical and biological origin (defeat by microorganisms, insects and rodents, traces of crystallization of salts and decomposition of residual products of chemical and photographic processing);
9) electroacoustic features of phono - and video documents;
10) video document parameters in the video channel;
11) image quality of cinema–, photo–, video documents;
12) the level of parameters characterizing electronic documents (for example, the number of failures when reading information per unit of time);
13) the presence of "viruses" in electronic documents;
14) the presence of demagnetized areas and mechanical damage to individual areas of the machine carrier;
15) the presence of acetic syndrome triacetate film.
177. Examination the technical condition of film documents (negative image, counter–image (double–negative), positive copy) is carried out by viewing on a film test or sound–editing table with a check with the installation sheet.
When examination the technical state of a positive copy by viewing on a reflective screen in terms of optical projection, image quality, evenness of plans for density and color inside a part and evenness of parts inside a copy are established visually and by auditory evaluation, frame stability, image contrast, absence or presence of defects in accordance with the card of the technical condition of the film document.
The control of the intermediate positive (lavender), the negative of the phonogram of the dubbing, the magnetic original of the phonogram, the magnetic phonogram of noises and music is carried out by examination on the film test table.
As a result of examination the technical condition of film documents, a list of the main defects occurring on film documents in a form approved by the authorized body is compiled.
178. The electroacoustic features of phonodocuments (frequency distortion, level of copy effect, background level and noise, the presence of storage shelves and clicks, pause noise) are examined by professional tape recorders with control units for listening, with power amplifiers, loudspeakers and other necessary equipment. The state of the surface (ferromagnetic coating, warping of the film, the presence of curved edges, mechanical damage and traces of contamination of chemical or biological origin), the presence of initial and final leader tape, the quality of the existing glue on the phonodocument according to the phonodocument recording card.
179. Control of photographic documents is carried out by viewing photographic documents and test prints on the mounting or translucent table. The technical condition of the surface is determined (no scratches, dirt, scuffs and other defects), photographic quality (sharpness, contrast, range of optical densities, no veil, presence of imprinted defects, etc.).
In cases where it is visually difficult to determine the types of defective formation, the photodocument is viewed under a magnifying glass or microscope.
180. The examination of the technical parameters of video documents is carried out with the help of a set of instrumentation – video recorders of the appropriate type, determined by the recording format, standards and video recording systems.
181. The examination of the technical parameters of electronic documents is carried out with the use of special equipment and software designed to work with the appropriate type of archival documents.
182. Documents of the National Archival Fund with a high degree of destruction of material carriers that threaten the physical integrity of documents are recognized to be in poor physical condition.
The decision to recognize the document of the National Archival Fund, which is in poor physical condition, and to register it for special registration in order to organize special treatment as a matter of urgency, carried out in accordance with paragraphs 184 – 185 of these Rules, is taken by the archive head on the basis of the expert opinion of the restorer and head structural unit responsible for the storage of archival documents.
183. Archival documents, the physical condition of which excludes the possibility of restoring their material media and using the documentary information contained in them, are considered to be irreparably damaged archival documents.
The decision on the recognition of an archival document irreparably damaged and its removal from the register is made by the CEEC on the basis of the conclusion of the EEC or LEB, the expert conclusion of the restorer and the head of the structural unit responsible for the storage of archival documents and an act of irreparable damage to documents. On the basis of the written decision of the CEEC, an order is issued by the head of the archive on the removal of irreparably damaged archival documents from the register.
Deregistration and destruction of irreparably damaged documents of the National Archival Fund related to cultural property shall not be allowed.
184. Recording for the physical and technical condition of archival documents on a paper basis is carried out:
1) in the case inventory sheet in the form approved by the authorized body;
2) in examination list of the availability and condition of archival documents and the act of examination of the availability and condition of archival documents;
3) in the record card of archival documents with damaged media;
4) in the record card of archival documents with damaged text.
185. Recording for the physical and technical condition of audiovisual documents is carried out:
1) in the record card of the technical condition of the film document;
2) in the record card of the technical condition of the photographic document;
3) in the record card of the technical condition of the phonodocument;
4) in the record card of the technical condition of the video document.
Records of documents of the National Archival Fund, which are in an unsatisfactory physical condition, are kept in control and registration cards or a book of records.
Recording of the physical and technical condition of archive documents is carried out on paper or in an automated mode.
Paragraph 8. The order of the physical and chemical and technical processing
of archival documents
186. Physical – chemical and technical processing of archival documents is carried out with the aim of:
1) eliminate the causes of accelerated ageing and destruction of archival documents;
2) restoration of their properties, technical features, durability;
3) reproduction of document information on more stable media.
187. The main types of physical, chemical and technical processing of archive documents on paper basis are:
1) disinfection, disinsection, disinfestation of archives as a set of measures for bioprophylaxis, bioprotection and the destruction of biological pests in archives and archival documents;
2) restoration (restoration and conservation treatment), as a set of works and technological operations to restore the properties and durability of original archival documents;
3) reproduction of archival documents in order to create an insurance fund of copies of especially valuable documents and a fund of use, photo restoration of archival documents with faded and low–contrast text, replacement of originals with short–lived or damaged copies of media to preserve documentary information;
4) binding of archival documents;
5) dust removal from archival documents;
6) processing of archival documents in the mode of rescue and rescue operations, including the use of means and methods of drying, disinfection, disinsection, freezing, restoration, reproduction, decontamination and other types of targeted processing.
188. For archival documents on magnetic tape, the following types of physical, chemical and technical processing are used:
1) cleaning the surface from dust and dirt particles on special cleaning equipment;
2) replacement of dried and warped gluing;
3) design of rolls of magnetic tape with a protective magnetic tape on both sides of 2–2.5 meters;
4) rewinding in order to relieve internal stresses in rolls of magnetic tapes caused by temperature and humidity drops during storage and transportation of archival documents.
189. For archival documents on disc media, the following types of physical, chemical and technical processing are used:
1) dust removal;
2) wiping antistatic.
190. For cinema, photographic documents, microforms and phonogram to films, the following types of physical, chemical and technical processing are used:
1) dust removal;
2) removal of wax, fat and other contaminants;
3) strengthening of gluing and cuts;
4) repair of perforation;
5) alteration of rough, warped patches and gluing;
6) repair damaged frame fields.
191. For gramographs of phonodocuments, electrotechnical cleaning is used.
192. Work on the physic-chemical and technical processing of archival documents is carried out in a planned and unscheduled manner.
Scheduled processing of archival documents is carried out according to the results of the availability check and their status in the order of priority established in the archive, taking into account their belonging to different value groups, features of the physical condition of archival documents of various types and archive features. First of all, physicochemical and technical processing of documents related to cultural property and especially valuable documents are carried out.
Unscheduled physic-chemical and technical processing is carried out in emergency and rescue situations associated with local or mass destruction of archival documents with fire, water, chemical or radioactive substances. Urgent measures to isolate, isolate, sanitize archival documents and their storage sites are also undertaken when biological documents are damaged by biological pests.
193. The nomenclature, procedure and technology of work on the physicochemical and technical processing of archival documents are determined by these Rules.
Paragraph 9. The order of issuing archival documents from the archive
194. Archival documents that have a fund of use are not issued from the archival repository.
The issuance from the archival repository of originals of especially valuable documents, including those classified as cultural property, as well as documents of the National Archival Fund, which are in poor physical condition, is carried out in exceptional cases with the written permission of the head of the archive.
195. Archive documents are issued from the archival repository of the archive to the users, to the archive employees for the service purposes with the written permission of the head of archival repository or the head of the security department.
To the founders, judicial, law enforcement and other authorized bodies for temporary use, archival documents are issued from the archival repository of archive with the written permission of the archive head or his deputy.
Organizations for exhibiting archival documents are issued from the archival repository of the archive on the basis of the contract for the exhibition and the corresponding order of the head of the archive.
The employees of the archive laboratory, specialized organizations for work on the creation of an insurance fund and a fund for the use and special processing of archival documents are issued from archival repository of archival repository on the basis of a relevant agreement with a specialized organization.
196. The issuance of archival documents from the archival repository, their reception back, sheet-checking the availability and condition of archival documents before issuing them from the archival repository and upon return is done by the employee of the archival repository.
A sheet check on the availability and condition of archived documents returned by users in the reading room is carried out by an employee of the reading room.
197. Examination for availability and condition before issuing archived documents from the archival repository and when they are returned are subject to:
1) documents related to cultural property, and especially valuable documents;
2) archival documents that have in the design or application to them precious gems and metals;
3) unbundled archival documents;
4) cases that have not previously been issued from the archival repository and do not have inventory sheets;
5) cases containing autographs, graphic documents, postal and official labels, stamps, postcards, envelopes with addresses, stamps.
The composition of other cases to be examined by sheets is determined by the head of the archive on the basis of the decision of the expert–methodical commission of the archive.
The mark of the carried out sheet check is put in the case inventory sheet.
In place of the units of storage and inventories issued from the archival repository, a substitute card is inserted in a form approved by the authorized body.
198. Archival documents issued from the archival repository shall have an archive cipher, numbered sheets, an inventory sheet of the case and a list of use of documents in a form approved by the authorized body.
199. When issuing archival documents and cases from the archival repository, the archive cipher and headings (annotations) are compared with the inventory (book of recording and descriptions), as well as, in established cases, sheet–by–sheet examination of archive cases.
When reconciling the archive cipher of archival documents with an inventory (book of recording and descriptions), the correctness of the cover and title page of the case, the primary means of storing the audiovisual, electronic document, the correctness of the heading and storage unit cipher are examined. If significant corrections are necessary, the cover and title page are replaced with the old cover preserved.
In preparation for the issuance from the archival repository of individual archival documents withdrawn from cases, on the back of each sheet outside the text of the archive document is stamped with the archive code and the date of issue.
200. Archival documents are issued from the archive for a period not exceeding:
1) one month for users in the reading room and archive workers, with the exception of especially valuable and audiovisual documents issued for a period of not more than two weeks;
2) three months to the founders for temporary use;
3) six months to judicial, law enforcement and other authorized bodies;
4) issuance of secret documents is carried out in the manner determined by the legislation of the Republic of Kazakhstan on state secrets.
201. Issuance of archival documents from the archival repository for display is carried out for a period determined by the contract for the exhibition.
The deadline for issuing archival documents for the creation of an insurance fund, a fund of use and for special processing is determined by the work plans of the archive and contracts for carrying out relevant work with third parties.
202. Extending the deadlines for issuing archival documents is permitted in special cases with the written permission of the archive head.
203. The issuance of archival documents from the archival repository is recorded in the books of the issuance of archival documents, copies of the use fund from the archival repository, which are maintained separately for each archive and type of issue in a form approved by the authorized body.
204. Issuance of archival documents, copies of archival documents from the use fund, inventories in the reading room are issued with an order for issuing archival documents, copies of the use fund from the archive, inventories in a form approved by the authorized body and registered in the book of issuing archival documents, copies of the use fund from the archive in the reading room, which signs the employee reading room. The completed order of the user is sent to the reading room along with the archived documents issued and is stored in the user's personal case.
205. The issuance of archival documents to an employee of the archive for use in official purposes is drawn up by an order for issuing archival documents, copies of the use fund, inventories, which is endorsed by the head of the relevant structural unit. The order is registered in the book of issuing archival documents, copies of the use fund from the warehouse to the working premises, in which the employee who received the archival documents signs for each storage unit.
206. The issuance of archival documents to the archive laboratory is issued with an order for carrying out the relevant work and is registered in the book of issuing archival documents, copies of the use fund from the repository to the laboratory, in which the laboratory employee signs. The order is taken into account in the laboratory and in the corresponding structural unit of the archive and serves as a control document for the progress of all stages of working with archival documents.
207. The issuance of archival documents for temporary use is documented by an act on issuing archival documents for temporary use in a form approved by the authorized body, and is registered in the book of issuing archival documents, copies of the use fund from the repository for temporary use.
208. Inventories are issued for a period not exceeding five days. The issuance of inventories, available in one copy and stored centrally, is allowed in exceptional cases with the permission of the archive head or his deputy for a period not exceeding one day.
209. Inspection of books for the issuance of archival documents is carried out at least once every six months. If, as a result of examination the issuing books, the fact of violation of the deadlines for the return of archival documents is established, its reasons are clarified and measures are taken to return archival documents. If non–return of archival documents in time to the archive is due to the need for their further use, the issue is draw up again. If there is a delay in the return of archived documents, without sufficient reason, measures are taken for their immediate return to the archive.
210. In order to monitor the safety of archival documents, the unit responsible for storing archival documents conducts an audit of the safety of archival documents issued from the archival repository. Checks are carried out in a planned manner or as needed, in consultation with the archive head.
211. With the return of archival documents in the archive is carried out sheet–examination their physical condition, in accordance with paragraphs 166 – 185 of these Rules.
In the book of issuing archival documents, a note is made about the return of archival documents in the presence of the person who returned them. In case of detection of damage to the returned archival documents, an act is drawn up in an arbitrary form, which is signed by the employee of the archive and the person who returns the archived documents, and submitted to the archive head for consideration.
212. The Archive notifies, under the signature of the user, of its responsibility for the safety of the received archival documents.
213. In cases of theft or damage to archival documents, including changes to their text, the archive makes a corresponding application to the internal affairs bodies at the location of the archive, informs the authorized body or LEB within three days, and takes other measures to compensate for damage in accordance with the legislation of the Republic of Kazakhstan.
Paragraph 10. The order of transporting and movement of archival documents
214. When transporting archival documents at any distance, measures are taken to secure and protect them from the effects of harmful environmental factors through the use of special types of packaging that protect archive documents from precipitation, light, and mechanical damage.
215. For transportation of archival documents, dense stowage is used, which excludes the possibility of moving archival documents within packaging, shocks and various shakes.
Photographs, phonodocuments are packed in a vertical position in rigid–structured boxes of appropriate size, wrapped in waterproof fabric.
Other audiovisual and electronic documents, graphic and large–format cases and documents are moved only in the packaging in which they are stored, or in funds specially designated for their movement.
216. Intercity transportation of archival documents is carried out in covered vehicles, accompanied by an archive employee.
Transportation of archival documents over long distances is executed in package and in a covered vehicle.
Paragraph 11. The order of identifying and assigning documents relating to cultural property,
and especially valuable documents. Creating the fund of usage
217. Identification and assigning of documents of the National Archival Fund to cultural values and especially valuable documents is carried out in a planned manner by qualified specialists on the basis of industry–specific scientific and methodological developments and manuals.
218. The determination of documents relating to cultural property in the National Archival Fund is carried out in accordance with the legislation of the Republic of Kazakhstan, the EEC archive or LEB and is fixed by the archive's recording documents in accordance with paragraph 263 of these Rules.
219. The fund of usage is made simultaneously with the insurance fund in the set, including:
1) for paper-based archival documents, one 2nd generation microform on a silver halide film (negative or positive) made from a 1st generation negative microform and one 3rd generation microform made from a 2nd generation microform;
2) for photographic documents, one positive photographic print and one double are negative;
3) for film documents one positive combined copy, one intermediate positive of the image and one counter–storage shelf of the phonogram (for sound film documents). A positive copy and an intermediate positive image are included in the package of film document accepted for permanent storage. Additional production of fund of use of film documents in the form of video phonograms in Betacam and VHS formats is allowed;
4) for phonodocuments one copy on a magnetic tape or on a digital media (DAT – cassette);
5) for video documents one copy in VHS format.
220. The inclusion in the fund of the use of copies of archival documents, including on electronic media, created in the course of other works, is carried out by the archive independently.
The use fund includes copies of fully copied items. Copies of individual archival documents are included in the use fund as part of thematic collections of archival documents.
221. Examination the availability and condition of the fund of use is carried out in order to monitor the safety of copies and the organization of work for the timely restoration of the fund of use.
The volume and frequency of work on examination the availability and condition of the fund of use is determined by taking into account its total volume, composition, intensity of issuing copies and the frequency of their reproduction, as well as storage conditions.
Paragraph 12. The order of preservation of archival documents in emergency situations
222. Taking into account the possible emergency situations, the archive develops a mobilization plan in accordance with the Law of the Republic of Kazakhstan “On mobilization preparation and mobilization” dated June 16, 1997.
223. At the occurrence of an emergency situation, the head of the archive immediately informs the authorized body and LEB about it, in agreement with them, decides on the work of the archive in emergency regime.
Chapter 4. The order of state recording of documents of the National Archival Fund and
recording of other archival documents
Paragraph 1. The order of state recording of documents of the National Archival Fund and
recording of other archival documents
224. The archive carries out the state recording of documents of the National Archival Fund and the recording of other archival documents.
Recording of documents in the archive is based on the principles of centralization, unification, dynamism, completeness, reliability and continuity of recording documents at all stages of working with documents. These principles are implemented on the basis of:
1) establishing common to all the fundamentals of the formation and sources of staffing the National Archival Fund of recording units;
2) the unity of the organization of storage and recording of archival documents;
3) comparability of recording indicators;
4) strict regulation and stability of recording forms and requirements for their completion;
5) prompt introduction of changes in all recording documents on the volume and composition of documents of the National Archival Fund, reflecting their actual number and composition.
225. The procedure for maintaining documents of a centralized state recording of documents of the National Archival Fund, including the form of an archive passport and a source collection certificate, and the procedure for their submission are determined by the rules of centralized state registration approved by the authorized body.
226. Archived documents stored in the archive, including undescribed and non–core for this archive, as well as insurance copies of archival documents and copies of the use fund, inventory are subject to recording.
227. Recording is done by assigning recording units to storage units, which are part of archive ciphers.
The archival cipher of the unit for storing audiovisual documents also includes the notation (alphabetic and numeric) of the element of the set, the size of the negative, the type of sound information carrier.
The storage unit of electronic documents includes the recording format and the type of storage media.
228. Recording for archival documents in the archive is carried out by a special unit or assigned to a dedicated employee. The records in the recording documents are made only by employees responsible for recording.
229. The archive is developed and approved by the order of the head of the archive scheme of recording archival documents.
The scheme of recording of archival documents in graphic form records the order of recording.
230. Recording documents, except for inventories, are intended for official use and are not issued to users.
Storage of recording documents is carried out in accordance with paragraphs 156 – 157 of these Rules.
231. The main units for recording archival documents, regardless of the type of media, method and technique of recording information, are the archive fund and the storage unit.
Archival documents of personal origin that have only undergone preprocessing are recorded according to documents or sheets.
Unordered archival documents (placer) are taken into account at the rate of 150 sheets in one conventional storage unit.
232. The following recording of archival documents is kept:
1) a storage unit of archival documents on a paper basis is a case;
2) a storage unit of film document s– a physically isolated roll of film or tape with recording of visual and / or sound information;
3) a storage unit of photographic documents – a physically detached frame (negative, double – negative, positive, slide (transparency), several frames of panoramic shooting, photographic print, roll of filmstrip, photo album;
4) a storage unit of phonodocuments – physically separate rolls of film, magnetic tape or paper tape, a cassette, a wax roll, a disc with record of audio information;
5) a storage unit of video documents – a physically isolated roll of magnetic tape, a cassette, a disc with a recording of image and sound information;
6) a storage unit of electronic document– a physically separate carrier with a record of a part of an electronic document, one or several electronic documents;
7) a recording unit of film documents – a part of a storage unit, one or several storage units with recording of a certain film, magazine, special issue, plot;
8) a recording unit of a photographic documents– one or more storage units with a specific filmstrip recording;
9) a recording unit of a phonodocuments – a part of a storage unit, one or several storage units with recording of sound information about a specific event, a work of literature and art (several works of literature and art united by the author's, thematic or other grounds;
10) a recording unit of a video documents – a part of a storage unit, one or several storage units with a record of a certain plot, works of literature and art (several works of literature and art, combined according to the author, thematic or other features);
11) a recording unit of an electronic documents– part of the storage unit, one or more storage units with an electronic document record.
233. Main and auxiliary recording documents are kept in the archive.
234. In addition to the documents established by the Centralized state recording rules approved by the authorized body, the main recording documents of the archive include:
1) the book of recording of receipts of documents in the form approved by the authorized body;
2) list of funds in the form approved by the authorized body;
3) list of the fund in the form approved by the authorized body;
4) recording sheet in the form approved by the authorized body;
5) inventory of cases, documents;
6) register of inventories of cases, documents in the form approved by the authorized body;
7) the inventory book of recording of cases, documents, decorated with precious metals and gems, having in the application of precious metals and gems, in the form approved by the authorized body;
8) archive passport (free form);
9) recording and description sheet of the document referred to cultural values in the form approved by the authorized body;
10) list of funds containing especially valuable documents in the form approved by the authorized body;
11) inventory of especially valuable cases, documents in the form approved by the authorized body or a list of numbers of especially valuable cases (number plate) in the form approved by the authorized body;
12) register of inventories of especially valuable cases, documents in the form approved by the authorized body;
13) the book of recording of receipts of the insurance fund and the fund of use on microfiches, the book of recording of receipts of the insurance fund and the fund of use on a roll film in the form approved by the authorized body;
14) inventory of the insurance fund on microfiche, an inventory of the insurance fund on a roll film in the form approved by the authorized body;
15) case of the fund;
16) inventory sheet of the case;
17) internal inventory of the documents of the case in the form approved by the authorized body.
235. Auxiliary recording documents of archive include cards and books of movement of funds, inventories, books of records transferred to other archival repository, books of records of funds and documents allocated for destruction, books of subspecific recording of documents.
Auxiliary recording documents are kept on paper and / or electronic media.
236. State records of archival documents dated before 1917 are maintained separately from records of archival documents dated after 1917, with an independent ordinal numbering of funds. The exceptions are specialized archival repository storing archival documents of personal origin and audiovisual documentation.
The numbers of archival funds, documents of which are dated after 1917, have an “P” index in the archive, separated from the digital designation of the number of the archive fund by a stroke (P – 1, P – 2, etc.).
The numbers of archival funds of the liquidated party archival repository included in the archival funds of the state archive of the region (cities of republican significance, the capital) have the index “P” separated from the digital designation of the number of archival funds by a stroke (P – 1, P – 2, etc.).
Renumbering of archival funds is carried out in exceptional cases on the basis of the decision of the EEC archive or LEB, agreed with the authorized body.
237. Changes in recording documents are made on the basis of acts in accordance with paragraphs 256 – 261 of these Rules.
After making changes to the recording documents, the acts are placed in the case of the fund, while the non–fund organization of archival documents is placed in the business of the organization that transferred the documents for storage to the archive.
The acts are numbered in the case of the fund by type of acts in a gross manner, while the non–fund organization of archival documents is in the case of the organization that transferred the documents for storage to the archive.
238. All primary and repeated receipts of archival documents are successively entered in the register of receipt of documents. Each receipt within the reporting year receives a serial number in gross sequence.
Every year, as of January 1 of the upcoming year, the number of archival documents received during the year is summed up.
239. The list of funds archival fund is recorded only once, when you first receive the archive. It is not allowed to include the archive fund in the list of funds before its archival documents are received for storage.
The number assigned to the archive fund according to the list of funds is its account number; it is stored in all recording documents.
In the archive of personnel documents, the number of the archive fund assigned to the set of documents on personnel of the founder, the fraction of the archive fund behind which the documentation of the main activity of the foundation generator is taken into account is added to the archive number.
To account for archival funds, numbers are used in gross sequence, as well as numbers of archival funds, archive documents of which were previously allocated for destruction in accordance with paragraph 261 of these Rules or are included in the combined archive funds, and which were not previously used.
The numbers of the lost, transferred to other archival repository of archival funds, as well as the numbers of archival funds included in the combined archival fund, the archive documents of which were previously used, cannot be assigned to newly received archival funds.
240. Joint archival funds and archive collections are accounted for on a general basis. The United archival fund, formed from the archival funds previously recorded independently, is assigned the number of one of the archival funds included in its composition.
241. The name of the archive fund is entered in the list of funds on the basis of a historical reference or title page of the inventory.
If the name of the founder has changed, then the list of funds indicates its last name within the period for which archival documents are accepted.
The name of the archive fund of personal origin consists of the surname and initials of the individual, their pseudonym, title, rank, title. The name of the archive fund of a family or clan consists of the names and initials of the main members of the family or clan and their titles, ranks, titles. Surnames, names, patronymic names, titles, ranks, titles, and kinship relations of all family members or family members are indicated in the list of the fund.
242. Every year, as of January 1 of the coming year, the final list of the number of archival funds received and exited during the year and the total number of archival funds stored in the archive is compiled to the list of funds.
The list of funds consists of a hard cover, the sheets are numbered, an inventory sheet is compiled.
Reprint of the list of funds is carried out only in the case of the renumbering of funds in accordance with paragraph 343 of these Rules. In this case, the list of funds includes the numbers, names and grounds for disposal of all archival funds, the numbers of which are forbidden to occupy.
243. A list of the fund is compiled for each archive fund.
The list of the fund takes into account all archive documents of the archival fund, including unwritten and secret ones.
It is allowed to re–arrange the list of the fund only if it is irreparably damaged or if its content does not correspond to the actual state and volume of the archival fund after processing the archival fund or creating a joint archival fund, clarifying the history of the founder.
In case of re–drafting of the list of the fund, the previously valid list of the fund is placed in the case of the fund. In the upper right–hand corner of both lists of the fund, marks are made – “The list has been re–arranged” with the date of reappointment, position and signature of the person responsible for recording.
If there is no space left for the next entries on the list of the fund, a list is created–a continuation, at the top of which is indicated “Continuation, f. № _ list 2 ". The first page makes a link “see the continuation of l. 2 (3, 4, 5, etc.) ".
Lists of funds are stored in the order of the number of archival funds in a folder. A inventory sheet is compiled for each folder, where the starting and ending numbers of the archival funds and the total number of archival funds which sheets are in the folder are indicated.
To the lists of funds, indexes are compiled for effective search in the archive of archival documents.
244. Recording lists for audiovisual documents are compiled for non–fund organization of archival documents separately for different types of cinema, photo, phono- and video documents. The order of numbering and storage of sheets of recording audiovisual documents is similar to the order of numbering and storage of sheets of funds.
245. In the inventory, storage units are counted in accordance with their systematization by serial recording numbers.
Numbers of cases with text accompanying documentation for audiovisual documents correspond to recording numbers of audiovisual documents.
The inventories are assigned recording numbers according to the list of the fund, while non–fund organization of archival documents – according to the record list of audiovisual documents of a certain type.
246. A group index consisting of two Arabic numerals, separated from each other by a dash, is added to the inventory number of the scientific and technical documentation: the first digit indicates the inventory number, the second – the group index of management documentation.
It is not allowed to assign to the inventories the identical account numbers, except in the cases provided for in paragraphs 266 – 274 of these Rules.
At the end of the inventory, in all its copies, a final record is made, which indicates the number of storage units in storage, the first and last storage numbers of the storage units according to the inventory, available number gaps, lettered numbers, withdrawn units and the basis for their disposal.
In the final record to the inventory of the archive fund, including storage units on various media, the number of such storage units is additionally indicated.
After each receipt or disposal of archival documents, a new final record is made to the inventory, which is signed by its compiler, indicating the position and date of preparation.
To the inventory, consisting of several annual sections, volumes, the final record is compiled for each annual section, volume. For each subsequent annual section, a total summary record is compiled in increasing order.
Each inventory, volume of inventory has an inventory sheet.
The complete inventory includes no more than 9999 storage units.
If the inventory is rescheduled, then one copy of the previously existing inventory is included in the newly created inventory for the last recording number, the remaining copies are allocated for destruction in accordance with paragraphs 259 – 260 of these Rules.
247. According to the registry of inventories, a single–fund and total record of archive records is maintained. The inventories of inventories are kept within the archival repository of archival repository and / or archival repository as a whole, which is reflected in the scheme of recording documents.
Each new inventory is assigned a sequential number in the inventory registry, which is affixed to the cover of the inventory in the upper left corner.
Every year, as of January 1 of the coming year, the register of inventories compiles a final record of the number of inventories received and exited during the year in the archive, and their total number.
248. The passport of archival repository is compiled annually at the end of the year and reflects the volume of archival funds, cases and archival documents placed therein.
The passport of archival repository indicators are determined by the archive independently, taking into account the composition and status of the archive documents stored in a particular archive.
249. A case of the fund is assigned with the number of the archival fund for which it is cased. The case of the foundation consists of the following documents:
1) historical background on the history of the founder and the history of the archive fund;
2) acts fixing changes in the composition and volume of the archival fund, including acts on the declassification of documents;
3) a copy of the features of the archival fund, compiled for the guidebook (reference book);
4) instructions for working with archival documents of the archival fund, including the improvement and processing of inventories, schemes for organizing archival documents of the archival fund.
Instead of archival documents to be included in the case of the fund, but contained in the storage units, the case of the fund includes a certificate listing these storage units and their archive ciphers.
250. The cases of the funds of the organs of the Communist Party of the Soviet Union, the All–Union Leninist Communist Union of Youth, which include archival documents on the history of the foundations of the primary party and Komsomol organizations, are not subject to dissolution. Certificates with information about finding archival documents on the history of this foundation in another foundation are placed in the cases of funds of primary party and Komsomol organizations.
251. The cases of the funds included in the joint archival fund are included in the joint archival fund.
252. The documents of the case of the fund are numbered with the preparation of a inventory sheet, stitched in a hard cover. An internal inventory is prepared for the case of the fund. Cases of funds are stored in the order of numbers of funds.
253. The composition of the documents of the source of replenishment for non–fund organization of archival documents is similar to the composition of the documents of the case of the fund.
254. Archive recording databases provide:
1) recording information support;
2) maintaining a centralized state recording of documents in an automated mode;
3) prompt submission of information about the presence in the archive of documents of one or another founder.
255. In a planned manner, the filling of recording databases is carried out as of January 1 following the reporting year. Rapid changes to recording documents and recording databases are maintained by the archive on an ongoing basis.
Paragraph 2. The recording order of receipt and disposal of archived documents
256. Recording for receipt of archival documents in the archive is carried out on the basis of:
1) the act of acceptance and transfer documents for storage;
2) the act of acceptance and transfer of personal origin documents for storage.
Archival documents are also registered in cases provided for by paragraph 136 of these Rules.
257. All archived documents accepted to archive are brought in the book of the recording of receipts of documents. Each archive collection, the archive fund first entered into the archive, the joint archive fund is recorded in the list of funds. Each newly received inventory of cases, documents is recorded in the register of inventories.
258. Recording for disposal of archival documents from the archive is carried out on the basis of:
1) the act of allocation to the destruction of documents that are not subject to storage;
2) the act of irreparable damage to documents;
3) the act of acceptance and transfer of documents for storage;
4) the act of non–discovery of documents which search paths have been exhausted;
5) the act of returning archival documents to the owner;
6) the act on the withdrawal of the original storage units of archival documents in the form approved by the authorized body.
Archival documents are also removed from the register in the cases provided for by paragraph 261 of these Rules.
259. The necessary changes are made in the main and auxiliary recording documents of the archive. In the case of disposal of all archived inventory documents, the number of this inventory to other inventories is not assigned and remains free. In the registry of inventories, the corresponding mark shall be done.
In the event of the disposal of the archival fund (archival collection), the list of funds in the “Mark of withdrawal” column indicates where the archive fund (archival collection) was withdrawn and the act on which grounds it was withdrawn.
260. When transferring an archive fund from one archive to another, 3 copies of the inventory and the case of the fund are transferred. A copy of the inventory remains as an annex to the act of acceptance and transfer of documents for storage and is included in the archive fund of the archive that transferred the archive fund.
261. When allocating for the destruction of all archival documents of the archival fund, one copy of its inventories and a list of the fund are placed in the case of the fund. The case of the fund is included in the archive fund of the archive.
262. The number of archived documents of the archive changes as a result of:
1) examination of recording documents, the results of which revealed mistakes made when calculating the number of stored archive documents;
2) examination the availability and condition of archival documents, in the course of which unrecorded were found, behind the lettered or omitted numbers of the storage unit;
3) restoration of archival documents, after which one case is divided into several cases;
4) descriptions of archival documents, processing inventories, in the process of which it is possible to separate or merge storage units.
263. The basis for making changes to recording documents and recording databases based on the results of these works are:
1) acts of technical mistakes in the recording documents;
2) acts on the discovery of documents that are not related to this archive, archival fund, unrecorded, and so on;
3) acts on the division, merger of cases, inclusion of new documents in the case in the form approved by the authorized body;
4) acts of document description, processing of inventories in the form approved by the authorized body.
Paragraph 4. The order of recording of secret and declassified archival documents
264. Recording of secret archival documents are kept in accordance with the legislation of the Republic of Kazakhstan on state secrets.
In recording documents and archive ciphers of storage units, secret archive funds, inventories of cases, documents, storage units are designated by the “s” (secret), “ts” (top secret), “si” (of special importance) index.
265. Changes to recording documents based on the results of declassification of archival documents are made on the basis of the act of declassifying documents in a form approved by the authorized body.
266. Archival funds, inventories of cases, documents and storage units, including, along with secret, unclassified (declassified) documents, in recording documents and archival ciphers of storage units are indicated by the “sp” (secretly partially) index.
267. When all storage units are declassified from a secret inventory, this inventory is also declassified, transferred to open storage and counted in the fund sheet with the same number, but without the “s” index, which is crossed out on the cover and on the title page of this inventory. In the upper right corner of the cover and title page of the inventory is stamped "Declassified."
268. When declassifying part of the cases and archival documents on a secret inventory for declassified cases, and archive documents a separate inventory is compiled, the number of storage units in which remain the same. For gross numbering of such storage units, column 2 of the inventory is used. The new inventory, together with the declassified cases and archival documents, is transferred for open storage, counted in the list of funds with the same number as the secret, but without the “s” index.
269. When declassifying the majority of cases and archival documents according to a secret inventory, a copy is taken from this inventory in accordance with the procedure established by the legislation of the Republic of Kazakhstan on state secrets. When copying, headers of storage units left in secret storage are closed. A copy of the inventory for declassified cases and archival documents is transferred for open storage. In the copy of the inventory remaining in secret storage, their numbering is preserved. In the fund list, such an inventory is taken into account twice: a copy of the inventory remaining in secret storage with appropriate indexation of secrecy and a copied copy transferred to open storage without an “s” index.
270. When declassifying individual storage units according to a secret inventory, they are included in the inventory of the open storage of the relevant archival fund behind the lettered numbers or in gross sequence.
271. In the inventories remaining in secret storage, in the column “Notes” opposite the headers of declassified storage units are stamped “Declassified” and their new number, if they are included in the open storage inventory (for letter numbers or in gross sequence).
272. After the declassification to the inventories of open and secret storage, new summary records are compiled regarding the volumes of storage units actually recorded in them.
273. When declassifying one or more archival documents as part of a secret case, it remains in secret storage. The letter “p” is added to the “s” index to the archive cipher on the cover of the case. The lists of declassified archival documents are listed in the column “Notes” opposite the headings of the partially declassified case, as well as in the internal inventory of the case.
In the absence of an internal inventory in the case, information about declassified archival documents is reflected in the inventory sheet with the numbers of the respective sheets.
274. The “Declassified” stamp is affixed in the upper right corner of the cover of the declassified case. The "s", "ts" or "si" index in the case number is crossed out.
Paragraph 5. The order of recording of archival documents of personal origin
and on personnel
275. Recording for receipts of archival documents of personal origin, transferred by the owner to state ownership, is carried out on the basis of an act of acceptance for storage of documents of personal origin. The act is accompanied by an inventory of archival documents and the decision of the EEC of the archive or LEB on acceptance these documents into the archive.
276. Recording of archival documents of personal origin, of a private property, transferred under the agreement for storage to the archive, is carried out in accordance with paragraphs 281 – 285 of these Rules.
277. Changes in the number and composition of archival documents of personal origin as a result of their description are documented by an act of describing documents, on the basis of which changes are made in recording documents.
278. For archival documents that are not the subject of storage in the archive, an act of return of documents to the owner is made in two copies, one of which, with the documents, is transferred to the owner.
It is excluded from archiving of unrecorded archival documents of personal origin.
279. Recording for archival documents on personnel is carried out on a general basis in accordance with paragraph 239 of these Rules.
280. Recording for the number of archival documents stored in the archive for personnel is carried out on the basis of their counting by sheets of funds and inventories of personnel with fixing the results for each fund and total for archival repository in the book of personnel records (free form).
According to the results of the examination of the value of documents on the personnel after the 75–year storage period, appropriate changes are made in the recording documents.
Paragraph 6. The order of recording of archival documents of private ownership,
taken under the agreement for storage in the archive
281. Recording of documents of the National Archival Fund, which are privately owned, accepted under the agreement for storage in the archive, on the basis of the act of acceptance-transfer of documents, is carried out in the main records of the archive.
In the book of recording of receipts of documents, the owner or possessor of the documents (column 3), the number and date of the transfer–acceptance act (column 4), the date of signing the transfer agreement and the agreement validity period are indicated.
When the archive fund is included in the list of funds, the “AG” index (“agreement”) is added to its number, which is stored in all recording documents and archive ciphers of storage units. The column “Notes” of the list of funds also indicates the owner or possessor of archival documents, the date of signing and the term of the agreement.
282. The number of archival funds accepted under the agreement for storage in the archive is indicated separately in the final records in the list of funds, the book of recording of receipts of documents.
A copy of the agreement entered into with the owner or possessor of the archival documents is included in the case of the fund.
283. When disposing of archival documents of the archival fund, in connection with the expiration of its storage in accordance with the agreement, its number can not be assigned to another archival fund.
284. The documents of the National Archival Fund, received under the agreement for storage in the archive, which were privately owned and transferred to state ownership, are recorded in the main recording documents on a general basis. In the records and archival ciphers of storage units, the “AG” index is crossed out, the relevant information is entered in the “Notes” column of the list of funds.
285. Archival documents that are not part of the National Archival Fund, including documents on personnel accepted for storage in the archive, are recorded separately from documents of the National Archival Fund. To record them, there is a separate book of recording of receipts of documents, a list of funds, as well as sheets of funds and other recording documents.
Paragraph 7. The order of recording copies of archival documents as original documents
286. Copies of archival documents as originals are included in the established manner into the National Archival Fund:
1) microfilm archival documents;
2) copies of archival documents, the originals of which are lost or are owned by individuals or legal entities;
3) copies of archival documents received from abroad.
287. Copies of archival documents as originals, transferred to the archive by the founder, are recorded in the composition of its fund according to a separate inventory. In this case, in the “Number of sheets” column of this list, the number of frames taken from one case is also indicated by a fraction.
288. Copies of archival documents as originals are formed into archival collections. Archive collections are counted in the list of funds.
289. Copies of archival documents as originals are formed into storage units, which are recorded in inventories by analogy with original archival documents on relevant media.
290. A physically separate roll of microfilm or a set of microfiches is taken as a unit for storing copies of archival documents on the rights of originals made in the form of microcopies, regardless of the number of cases and archive documents filmed on it. Each storage unit is recorded in the inventory under a separate number.
In the final record to the inventory, the number of units for storage of microcopies and the total number of their component frames are indicated.
Paragraph 8. The order of recording of audiovisual documents,
insurance fund and fund of use
291. The number of sheets in a case and storage units in a recording unit for audiovisual documents is taken into account on the basis of their numbering and is recorded in the inventory sheet and in the corresponding column of the list of permanent storage.
The number of photographic prints in the photo album is recorded in the internal inventory of the photo album, as well as in the corresponding column of the inventory of photo albums, the number of storage units of other audiovisual documents – in the corresponding entries of the inventories of these documents.
292. When recording storage units in the unit of recording of audiovisual documents:
1) storage units of the filmstrips are arranged in order of the number of rolls;
2) the storage units of film documents are arranged according to the elements of the set, inside of which they are numbered in the order of the part numbers;
3) storage units of audio documents are arranged in the order of production numbers.
293. The volume of the insurance fund and the fund of use is measured in storage units and recording units, as well as:
1) in frames – for copies of archival documents on paper basis and photographic documents;
2) in meters – for copies of film documents;
3) by the time of sounding – for copies of phonodocuments;
4) in megabytes – for copies of electronic documents.
Insurance copies of documents related to cultural property, especially valuable documents, fund of use, taken from archive documents on paper basis (separately on roll film and microfiche), film documents, photo documents, sound recordings, video phonograms, electronic documents are separately taken into account.
294. Records are kept on the books of recording for the income of the insurance fund and the fund for the use and inventories of the insurance fund on microfiche. Recording for the receipt and disposal of insurance copies is carried out on the basis of orders for the production of insurance copies and copies of the fund of use, acts of acceptance and transfer of insurance copies for special storage and other acts. By the recording books of income a final entry is annually drawn up.
295. The records of the insurance fund on microfiches, on a roll film are compiled in 3 copies. The first copies are transferred along with the insurance copies at the place of storage, the second and third copies remain in the archive.
As copying and transfer of insurance copies for storage to the inventories of the insurance fund, new summary records are compiled in accordance with paragraph 297 of these Rules.
296. In the inventories in the column “Notes”, the stamp “IF” is affixed to the title of the copied storage unit. If all the cases are copied, the documents included in the inventory, the “IF” stamp is affixed only on the title page and the cover of the inventory.
297. A physically separate microfilm roll is accepted as a storage unit for an insurance fund of documents related to cultural property and especially valuable paper–based documents on a roll film.
In the book of recording of receipts of the insurance fund and the fund of use on a roll film in a gross order (regardless of the fund ownership of documents), on the basis of the order for making insurance copies, an entry is made about each unit of storage of the insurance fund. According to the recording book of receipts (column 1), the storage units of the insurance fund are assigned with recording numbers, which are part of their archive ciphers.
For all insurance copies of documents, regardless of their fund status, an inventory of the insurance fund is compiled on a roll film, the numbering of the storage units of the insurance fund in which corresponds to the account numbers assigned to them according to the book of recording of receipts.
The archive code of the storage unit of the insurance fund is the abbreviated name of the archive (its official abbreviation), the number of the inventory of the insurance fund, the recording number of the storage unit of the insurance fund with the addition of the “IF” index.
298. One unit or several microfiches taken from one case and placed in one envelope are taken as a unit of the insurance fund for paper–based documents on microfiche, and the storage unit is microfiche.
According to the book of recording of receipts of the insurance fund and the fund of use on microfiche, each receipt is assigned with a serial number.
Quantitative indicators are made taking into account the fund of the filmed copies for each archive fund and inventory separately.
The records of the insurance fund on microfiche are compiled separately for insurance copies of each archival fund, one or several of its inventories.
The recording number of the recording unit of the insurance fund and the fund for using paper–based documents produced on microfiches is the account number of the filmed case, the archive code is, respectively, the archive code of the filmed case with the addition of the “IF” index for the insurance fund, “P” (Positive), “ D ”(Diazocopy) for use fund.
299. The storage units of the insurance fund and the fund for the use of audiovisual documents are identical to the storage units for audiovisual documents.
Insurance copies of films and photographs are recorded in the books of recording of receipts and inventories of the insurance fund and the fund of use.
Insurance copies of phonodocuments on a magnetic tape and gram–originals are taken into account in different books of the recording of receipts and inventories.
300. The final records of the books for recording incomes and inventories of the insurance fund and the fund for the use of cinema and photographic documents additionally indicate the number of storage units, respectively, of intermediate positives and countertypes, positives and double negatives, odd (I) and even (II) gramopulums.
In the final records to the inventories of insurance copies of film and photo documents, their volume is also indicated in meters, frames, and hours of sound.
The unit number of the insurance fund of cinema and photo documents is transferred to the inventory from the book of the recording of receipts. The archival code of the unit of the insurance fund for the cinema and photo document is the abbreviated name of the archive (its official abbreviation), the unit number of the unit for the insurance fund with the addition of the “IF” index.
301. Records of archival documents created in the process of their use and included in the use fund are kept in the archive in a separate book of recording copies of these documents.
Chapter 5. Using of documents of the National Archival Fund and other archival documents
Paragraph 1. Description of archival documents
302. A description of archival documents of the archive is conducted at three main levels in accordance with the organization of its documents: a fund, a storage unit or a recording unit, a document.
The unit of description and the object of description are the fund, the storage unit or the unit of account, the document.
Groups of funds, inventories, sets, groups of documents, parts of a document are described as additional objects of description.
303. Principles of the description of archival documents:
1) compliance of information with the level of the unit of description;
2) the relationship and complementarity of information at various levels of description;
3) non–repeatability (non–duplication) of information in descriptions of different levels.
304. Description of archival documents has its own structure and consists of individual elements that are placed in the relevant sections (databases) of the archive.
The elements of the description are the following groups:
1) information on identification of the unit of description: name (name of the fund, structural part of the founder, title of the storage unit or unit of account, document), reference data (archive code, volume of the unit of description, final dates (dates of commencement and end of the case) documents in the unit of description ), type of information carrier;
2) historical background to the fund;
3) abstract;
4) information on the conditions of access and use;
5) additional information: the location of the originals, the availability and location of copies of archival documents, thematically and / or by origin associated with this unit of description, a bibliography.
305. A description of archival documents at the foundation level consists of the name of the fund, reference data, historical background to the fund, abstracts, bibliography, information about the conditions of access and use.
306. Reference data on the archive fund consists of search data (fund number), fund volume in storage units and / or recording units by types of documentation, deadlines of documents for each type of documentation, indications of the on the availability in FA of the fund.
307. The historical background of the fund consists of the history of the founder and the history of the foundation.
For the joint fund a general historical reference is compiled.
308. The history of the founder of the archival fund of an organization includes the dates of its formation, renaming, reorganization, liquidation, departmental affiliation, structure and functions, the names of the predecessor organization and successor.
The history of the founder of the archival fund of personal origin consists of brief biographical data (surname, name, patronymic, pseudonym, maiden name, dates of life, profession, data on official and social cases). For the archival fund of the family, the kind of similar information is given according to the degree of kinship of each person sequentially. For a fund consisting of documents of several persons connected by creative activity, similar information is given about each of them in alphabetical order of surnames.
309. The history of the fund includes the date of its first entry into the archive, the volume and final dates of archival documents, their degree of preservation, features of formation, description and systematization, information about changes in the composition and volume of the archive fund and their causes, the availability of archival documents from other organizations or persons (fund inclusion), on the availability in FA of the fund.
310. Historical information is supplemented with further replenishment of the fund, as well as in the case of reorganization, changes in the structure, functions of the founder, etc.
311. Historical background to the archive collection includes information on the history of its creation, on time, conditions, reasons for creation, principles of construction, the location of the collection before entering the archive, as well as the compiler.
312. The abstract includes a brief generalized description of the composition of archival documents on the structure of the fund and on the types of archival documents, the content of archival documents on topics, questions reflecting the cases of the founder, indicating the chronology of topics and their geographical (administrative and territorial) boundaries.
313. Information on access and use conditions includes information on:
1) the availability of archival documents, access to which and the procedure for their use are limited by the legislation of the Republic of Kazakhstan or the founder;
2) the authenticity or copy number of archival documents, including those classified as cultural property and especially valuable documents;
3) the physical condition of archival documents affecting the possibility of their use;
4) the availability of fund use;
5) the presence of the FA to the unit description;
6) the language of the documents, the method of their reproduction and other features.
314. The bibliography for the archival collection includes a list of published and unpublished reference books on the fund and documentary publications based on it.
315. The description of archival documents at the level of the storage unit or unit of account includes:
1) the sequence number of the storage unit or recording unit;
2) old inventory number;
3) the title of the storage unit or recording unit;
4) reference data on storage units or units of recording;
5) indications of authenticity or copy number;
6) specify the type of media or method of playback;
7) language, external features;
8) conditions of access and use of archival documents.
316. The heading of the storage unit of management documentation, the storage unit of archival documents of personal origin includes the name of the type of archival documents, the author (s) of the archival document (s), addressee (s) or correspondent (s) to whom documents are sent or from which documents or the subject, the name of the event, fact, location, name and initials of the person to whom the content of the specified documents relates, the date of the events.
In the absence of the necessary information, explanatory information is included in the heading – “the author is not indicated”, “without a date”, “not earlier than year...” etc.
When compiling a storage unit title, a storage unit type (case, correspondence, documents, registry, album, journal, book, etc.) or type (kind) of documents (protocols, reports, orders, acts of remembrance, articles, novel, notebooks) , characterizing the composition of the storage unit, indicated at the beginning of the title.
Headings of judicial, investigative, personal, personal, arbitration and other cases containing documents related to the sequence of documentation management on one issue begin with the word “case”.
Storage units containing documents on one issue, but not related to the sequence of office work, begin with the word "documents", and at the end of the headings indicate the main types of documents. The term “documents” refers to documents – annexes to any summarizing document (order, decree, protocol). In funds of personal origin, this term is used to describe documents that are heterogeneous in type and refer to one person.
In the heading of the storage unit, containing correspondence with homogeneous correspondents, the general specific naming of correspondents is indicated.
The title of the storage unit of the project or design documentation includes the object code, project name, stage, part, volume number, author, year of completion.
The title of the cinema–recording unit of the video document includes the author’s name of the film, special issue, newsreel or the event reflected in the movie or TV program, production date and / or shooting date, surname and initials of the director and / or cameraman, document language.
The title of the recording unit of the phonodocument includes the name and genre of the phonodocument, the name, place and date of the reflected event. In the absence of the name of the phonodocument, the main content of the television or radio programs, speeches, conversations, etc. is indicated. The title of the recording unit of a phonodocument containing a recording of a work of literature and art includes the title of the work and its genre, the first line of the text, which is enclosed in quotation marks, if the phonodocument is an authorless and not previously published work, the names and initials of the authors and / or performers, as the work itself, and its processing, transcriptions, translations, the language of the phonodocument.
The title of the photodocument storage unit includes the description of the image or the name of the photo album, slide, negative, the author's surname and initials, the place and date of shooting.
317. Reference data on storage units or recording units include the archive cipher, the volume of the storage unit or recording unit, the final dates of the archived documents, for audiovisual documents the date of recording or rewriting.
318. Authenticity or copying of documents of a storage unit or recording unit is indicated after the title with a capital letter.
319. The method of reproduction is indicated for the documents of the case if it is unusual for the type (variety) of documents contained in the case or is of fundamental importance for the description of the content.
The terms “manuscript”, “autograph”, “typewriting”, “printed”, “hectograph”, “collotype press” and others are used to denote the way documents are reproduced.
320. The external features of archival documents and cases include:
1) special writing material (parchment, silk, and);
2) special cover and binding material (leather, printed fabric);
3) the presence of ornaments on the cover, illustration or decoration of the text;
4) the language of documents other than the language of other documents of the archival fund;
5) printing;
6) the presence of the attached samples of paper, tissue, etc.
321. Data on the degree of completeness, method of reproduction, external and other features of case documents are given after the title and annotation from a new line.
322. Conditions of access to storage units or units of account and their use include information on the availability of:
1) archival documents, access to which and the procedure for their use are limited by the legislation of the Republic of Kazakhstan or the founder;
2) originals of documents related to cultural property, especially valuable documents and documents that are in poor physical condition;
3) fund of use;
4) FA to storage units or units of account.
323. A description of archival documents, if necessary, is supplemented by the name of the archival fund and its structural part (inventory), annotation of individual archival documents or their groups of the given storage unit or unit of account.
Annotation of the documents of the storage unit is a brief description of the content of individual archival documents, the features of which are not reflected in the header of the storage unit
Especially valuable documents, documents – annexes to the main document, documents of predecessor organizations, documents containing information on personnel that have reference value, documents that can be the subject of an independent search, which presence in this case cannot be determined by its title are annotated. (appeals, leaflets, proclamations, brochures, maps, plans, drawings, photographs, etc.).
When annotating printed materials, the type of document, its name or the initial words of the document (in the absence of the name), the output data are indicated.
In the annotations of drawing and other graphic materials the material, type, format of the document and the method of its execution are indicated, for maps – a scale.
At the end of the annotation under the heading "mentions" the names and surnames of individuals, names of organizations, geographical names and other information referred to in the documents and having significant significance are listed. After that the numbers of sheets of annotated documents are indicated.
The abstract is drawn up after the title with a new paragraph.
With significant amounts of annotated documents, the abstract is drawn up on a separate sheet, which is inserted between the cover and the first sheet of the document.
324. When annotating, it is not allowed to use subjective formulations and expressions that do not have the main semantic meaning (“very valuable documents”, “very interesting documents”, “documents contain”, “documents concern”).
325. The description of the archival document includes:
1) the title of the archival document;
2) reference data on the archive document;
3) an indication of the authenticity or copy number of the archival document;
4) the type of media or method of playback;
5) conditions of access and use.
326. The title of the archival document includes the name of the type of the archival document, the author, addressee or correspondent to whom the archive document is sent or from which the question or subject, event, fact, person, locality to which the contents of said archival document belong, date of event.
327. Reference data on the archive document include the archive code, information on the volume (number of sheets) of the archive document, the dates of its creation.
328. An indication of the authenticity or duplicity of a document is given after the annotation to the document with a capital letter.
329. The word – digital way of processing the date (day, month, year) is used when describing legal acts, creative documentation, documents relating to the rights and legitimate interests of citizens, financial documents, cases on one issue, as well as documents for which dating has an important meaning (reports, flyers, transcripts, letters).
330. In identifying the final dates of the documents constituting the case, it is taken into account that:
1) the starting date of the case is the date of drawing up (registration) of the earliest document, and the final date is the date of drawing up (registration) of the latest document;
2) the dates of decrees, resolutions, contracts, regulations, orders, are indicated by the time they are signed, if the documents are not dated, the dates are indicated by the time of publication or enactment;
3) final dates for programs, plans, cost estimates, staffing tables, reports and documents are not affixed;
4) if in a case documents – attachments are dated before the first document of a case, then their dates are negotiated from a new line – “there are documents for year... ”;
5) if the case is books or magazines, then the final dates for them will be the dates of the first and last entry;
6) if the case consists of copy documents made much later than the creation of their originals or received by the founder for work (for example, in archival collections of editorial offices, various commissions), the final dates will be the date of making copies (the dates of the originals are given in the title);
7) if the case was started in one organization and completed in another, then three dates are revealed – the date the case was initiated in the first organization's case management, the date of its receipt in the second organization and the date of its completion in the last organization office management (the first two dates are indicated as a fraction );
8) if there are documents of the pre–revolutionary and Soviet periods in cases, the dates of documents of both periods are included on the final dates;
9) when marking the date, the date is first indicated, then the month and year.
331. Dates are specified in the style and order in which the documents themselves are dated, with the exception of:
1) cases containing documents relating to the time of transfer of the old to the new style, that is, from February 14 to July 1, 1918, which is given a double dating – first, the date is given according to the new style, and after it in brackets – according to the old one;
2) cases containing documents formed prior to the transfer of the old to the new style and relating to events of international importance, which are given the date according to the old style, and behind it in brackets – according to the new one.
332. If it is impossible to establish an exact date, on the basis of an analysis of the content of the case documents, its approximate dates are determined, the limits of fluctuations of which are specified. Dates or their individual elements are enclosed in square brackets. Complete or individual elements, not completely reliable, are accompanied by a question mark.
Paragraph 2. The order of compiling FA
333. Mandatory elements of the FA system are archival directories and databases on the composition and content of archival documents, the types of which are determined by purpose: list, guide, catalog, index, review of documents.
334. Inter–archival, inter–fund and inside –fund archive reference books and databases on the composition and content of archival documents are compiled.
335. The inventory is used as an archive reference book intended for disclosing the composition and content of storage units, fixing them within the fund systematization and recording.
The inventory consists of descriptive articles of the storage units, the final record, the inventory sheet of the case and the information office for the inventory. The object of the description of archive documents inventory is the unit of storage or unit of account.
336. Descriptive article inventory includes:
1) the sequence number of the storage unit, the unit of recording;
2) office index or old inventory number;
3) the title of the storage unit or recording unit;
4) final dates of documents, the number of sheets in the storage unit;
5) an indication of authenticity / copy number;
6) language, method of reproduction, degree of preservation of archive documents, external features.
A descriptive article may be supplemented by annotation of individual documents (group of documents) of the storage unit or unit of account.
337. The help device to the inventory includes:
1) title page;
2) content (table of contents);
3) the preface;
4) a list of abbreviations;
5) translation tables of archive ciphers;
6) indexes.
338. The full title of the archive, the name of the archive fund, the number of the archive fund, the number of the inventory, the name of the inventory, and the final dates for the archived documents included in the inventory are indicated on the title page of the inventory. If cases are recorded in the inventory for several years with interruptions, only those years for which documents are available are put on the title page.
339. The contents (table of contents) of the inquiry office for the inventory lists the preface, the list of abbreviations for the names of all sections, subsections and smaller groups of cases included in the inventory, indexes, translated cipher tables with the numbers of the respective inventory sheets are enlisted.
340. The preface is drawn up to a separate inventory or common to all inventories of the archival fund.
The preface briefly describes the history of the founder, with references to legal acts and fund documents. A common preface is drawn up to a single inventory of the joint archival fund. The preface is signed by the compiler with the date of compilation.
341. A list of abbreviations is compiled if abbreviated words are used in the inventory. Abbreviations are arranged in alphabetical order. The list does not include generally accepted abbreviations of words. Arbitrary formation of abbreviations is excluded.
342. General and special signs are drawn up for the inventory.
The general index of the inventory consists of reference data to the serial numbers of the storage unit or recording unit.
For the included in the scientific circulation of archival funds, including archival documents of other founders, in order to ensure the search of archival documents of a particular founder, a special index of the included funds is compiled. They indicate the numbers and names of archival funds, numbers of cases related to these archival funds.
343. Translated tables of archive ciphers are compiled in case of processing the inventory and contain references from old to new archive ciphers in the form of:
1) the case number according to the old inventory;
2) the number of the case on the new inventory;
3) notes.
The processing of the inventory consists in the compilation of a new inventory by updating or compiling the headers of the storage units or units of account, and the preparation of the necessary reference apparatus for the inventory. In the process of editing the headings, the correctness of the transfer of the contents of the case documents by the header is examined, the dates, fund, structural, affiliation of the cases are specified. Distortions, inaccuracies, stylistic and grammatical mistakes are eliminated, heading is unified, abbreviations are deciphered. If necessary, annotation of individual documents is carried out.
Editing of headings is carried out in the text of the second copy of the inventory with its subsequent reprint. All changes and refinement of headings are transferred to the covers of cases.
Destruction of old inventories after their processing is prohibited. Old inventories are recorded by new inventories on the rights of individual units of storage and are placed at the end of the new inventory after the last number under their heading and marked “Inventory was recomposed”.
According to the results of processing the inventory, an act of describing archival documents is drawn up.
Paragraph 3. The order of compiling guides, catalogues, indicators, reviews,
installation sheets of cinema, video documents and automated FA
344. The guide is an archive reference book containing information about the archive collections of the archive in a systematic way and intended to familiarize the user with their composition and content.
The guide consists of descriptive articles of the archival fund and reference apparatus.
The finding aid machine includes:
1) title page;
2) content (table of contents);
3) the preface;
4) a list of abbreviations;
4) applications (if available);
5) indexes.
A general bibliography is compiled for the guidebook.
In multi–volume editions of guides, a reference device is compiled for the entire publication as a whole or for its individual volumes.
345. Types of travel guides:
1) a guide to the funds of archive (archives);
2) thematic guide to the funds of archive (archives);
3) a brief guide to the funds of archive (archives).
Archival (intra–archive) and inter–archive guides are compiled.
The type of guidebook and the construction scheme is determined by its intended purpose.
The funds of archive (archives) contains a systematic list of features of archival funds consisting of the fund name, fund number, fund volume in storage units or recording units, final dates of documents for each type of documentation, historical reference, annotation, bibliography on the fund. The list of features can be supplemented by a list of non–annotated funds, consisting of the names of the funds and reference data about them.
The object of the description in the guide to the funds of the archive (archival repository) is the foundation.
The thematic guide to the funds of archive (archives) consists of a systematic list of features of the funds or parts of the funds containing documents on a specific topic (s).
Features of the fund (funds) documents, part of the fund (s) of the thematic guide to archival repository (archival repository) funds consists of the fund name, fund number, final dates of fund documents, inventory number (s) containing documents on the topic, indication of the presence of an archival FA to the fund (s), abstracts of documents and bibliography on the topic.
The brief reference book on the funds of archive (archives) contains a systematic list of features of archival funds, including the names of archival funds and reference data about them. A quick reference guide is compiled for all stored funds of the archive or a certain group of funds (new replenishments, declassified and transferred for open storage).
Quick reference books are divided into annotated and non–annotated.
346. The composition of the details of the guide is approved by the authorized body.
347. The catalog is an inter–fund archival reference book in which information on the contents of archival funds, storage units, archival documents (or their parts) is grouped by subjects (topics, branches) arranged in accordance with the adopted document information classification scheme.
348. A set of various interrelated and complementary directories form the archive's catalog system.
349. The composition of the archive catalog system is determined by the composition and content of archival documents, the intensity of their use, the degree of development of archival funds, the availability and quality of other types of archival directories.
350. The archive directory system meets the following requirements:
1) compliance with the principles of building directories for their intended purpose;
2) a rational directory structure, providing an optimal variety of aspects of information retrieval;
3) elimination of concurrency in grouping information in various system directories;
4) exclusion of unjustified duplication and widespread use of reference cards and signs.
351. The intra–archival and inter–archival catalogs are compiled.
The object of the description in the catalog is a document (group of documents, part of a document), a storage unit or recording unit, inventory, fund (group of funds) containing information on a specific topic (issue).
The archive work on the preparation, creation and maintenance of directories (cataloging) is carried out on an ongoing basis.
In the course of cataloging, the order of choice of archival funds, their structural parts is determined, cases and archival documents are selected and described.
352. Depending on the design scheme, catalogs are divided into systematic, thematic (catalogs on the history of organizations, administrative – territorial division, and others) and (nominal, geographical, object).
353. In a systematic catalog, the object of description is classified according to the branches of science, knowledge, production, economics and is located in a logical sequence in accordance with the adopted classification scheme for documentary information. In the absence of relevant catalogs to the systematic catalog or its subsections, subject, geographical and nominal indices are compiled.
354. In the thematic catalog, the object of description by topic is grouped by sub–topics, headings, and subheadings in a logical sequence. The thematic catalog is created in case of grouping information in it on the basis missing in the systematic catalog.
355. In the catalog on the history of organizations, the object of description is classified by branches of science, knowledge, production, economics, then by jurisdiction, types of organizations (banks, factories, trusts, etc.) and the names of organizations in alphabetical order of names.
356. In the catalog on the history of administrative – territorial division, the object of description is classified by types of administrative–territorial units and their names in alphabetical order.
357. In the subject catalogs, the object of description is classified alphabetically by subject concepts (facts, events, geographic names), and the names of persons and systematized in chronological or logical order.
358. Independently existing case cabinets are linked to the directory system by reference.
359. The descriptive article of the catalog includes: archive name, index, category, subheading, event date, location of events, content, fund number, fund name, inventory number, storage unit or unit of account, sheets, document language, reproduction method, last name compiler and the date of the descriptive article.
360. The sources for the replenishment of the catalog system are thematic and subject – thematic card cases, personnel cases for the documents of the most informative and frequently used funds.
361. The information of the catalog card on which the description of the documents is conducted when cataloging is a set of information about the content and the search data of the documents, concentrated in a descriptive article.
On one catalog card the following is described:
1) when describing a document – a separate document from the case dedicated to one issue (especially valuable or important in content), provided that the remaining documents of this case relate to other issues, or part of one document if the entire document concerns many issues (for example, reports, protocols);
2) when describing a storage unit or unit of account, the whole case concerns one issue, event, correspondence on one issue;
3) with group description – a group of documents of one case on one issue, subject, if there are documents on the same issue in other cases, the documents of each case are described on a separate card;
4) a group of homogeneous cases of one archival inventory.
362. The methods of grouping information for description are determined by the content of the documents. A group card is compiled for a separate archival inventory or for a group of archival inventories if they combine the thematic group of documents, as well as for the archival collection as a whole.
363. After completing the description of the documents on the catalog card, it is indexed, which consists in the selection or compilation of a certain index (indices). Indexing is carried out by analyzing the content of the catalog card and assigning it to a specific structural unit of the classification scheme.
364. Cards are systematized by indexes and headings and placed in the catalog.
365. To establish a connection between sections of a catalog or sections of a catalog with other archival reference books, a system of references is used. In reference cards, the “Heading” and “Subheading” columns are filled in the usual way. In the column "Content" it is written – "look also ..." and indicate the indices of the names of the relevant units of the catalog or other reference book, to which reference is given.
366. When indexing, the cards are edited and their primary examination is carried out, during which the cards are homogeneous in content and low–quality and minor cards are allocated for further processing. Secondary examination is carried out in the process of systematization of cards by index, with the doublet and absorbed cards being distinguished.
367. At least once every three years, a systematic check is carried out periodically on the correctness of the placement of cards between the separators and the need to introduce new separators.
368. In order to take into account the work on the cataloging of archival documents, a “catalog” is stamped below the inventory mark or “s.s. ... are described for the catalog”. Similar notes on the completion of the cataloging of documents on individual inventories are affixed to sheets for the witness inscriptions in the inventories.
369. Completion of the cataloging of documents of the archival fund is drawn up by a reference, which is included in the case of the archival fund. The reference shall indicate the number and name of the archival fund, the date of the cataloging, its performer, the number of cards compiled and included in the catalog of the archive, the date of the certificate, the position of the person who prepared it and his signature.
370. In the log, filing cards or database of the archive, there is a fund–based (for each inventory) state record of cases subjected to cataloging, with indication of case numbers.
371. Records of card receipts in the catalog are maintained for each catalog separately in special books or databases, in which the date of receipt of the cards in the catalog, the name and number of the archival fund, the name of the originator, a note about the inclusion of a scope of cards in the catalog are noted.
The number of cards received and included in the catalog is established annually. The account of the cards made and included in the catalog is kept in the archive passport.
372. Indexes are an alphabetical, systematic, or compiled on any other basis list of names (titles) of objects referred to in archival documents, indicating their archive ciphers.
373. The indexes are divided into intra fund, inter–fund, inter–archive, as well as thematic, subject (general and special), chronological.
374. A descriptive index entry consists of a subject concept (heading) and archive ciphers.
Depending on the purpose of the index, the rubric may be:
1) simple, that is, do not have subheadings;
2) complex, that is, to have one subheading or definition;
3) nested, that is, to have two or more subheadings.
According to the structure of headings, deaf, annotated brief and full annotated indexes are distinguished.
Signs are deaf, the headings of which include the notation of concepts and archive ciphers.
Annotated short are indexes, the headings of which include the notation of concepts, archive ciphers, brief explanations and definitions; annotated full – indexes, which include the notation of concepts, archive ciphers, brief explanations, definitions and detailed features.
375. The connection between similar concepts in the index is carried out by applying general references (references) – “see” and private ones – “see also”.
The general link is used in the case of link:
1) from synonyms not accepted as a heading or subheading;
2) from the abbreviated form of the concept to the full, and vice versa;
3) from a particular, generic to generic concept, if the system gives reference data in the index only in a complex rubric;
4) from the second and subsequent ones from the group of concepts connected by the union “and” or commas, to the first;
5) from concept in direct form to concept in inverse form.
A private link is used for the connection of a generic concept with a species, if they constitute separate articles of the index, as well as for concepts connected by associative relations.
376. Indexes consist of the headings, including dates of events, phenomena and facts, or dates of documents, arranged in chronological order, in the search data of a link are given on pages or sections of a catalog or directory.
377. In the thematic index, concepts are disclosed or presented in a logical (systematic) sequence through a group (series) of subject concepts arranged according to the accepted classification scheme and interrelated cause–and–effect and systemic links: historical facts, events, phenomena, names of organizations, etc., related with these facts events.
The elements of the description of the thematic index are a rubric, a subheading, the date of the event, the place of the event, the content, the archive cipher. Titles of headings and subheadings in it are given in the nominative case.
378. The grouping of concepts within general and special indexes is carried out in alphabetical order. In general indexes, in the presence of complex, heterogeneous concepts, the systematic principle of grouping concepts can be used, the alphabetical arrangement will be applied at the last stage of systematization.
The main requisite of a descriptive article is a subject concept (rubric, subheading), which is formulated as a naming, expressed mainly in a noun or a combination of nouns (sometimes with adjectives) in the nominative case, in singular or duplicate number.
379. The headings in the geographical index are the names of states, administrative–territorial units, seas, rivers and other geographical concepts. When renaming a geographical point in the text, it is indicated under the former and new name, the designation, which is chronologically the last, is taken as the main one. The previous name is indicated next to the new one, in parentheses, and is entered into the index in the corresponding alphabetical sequence with reference to the new name.
Geographic names, which are complex concepts, are given without inversion, according to the first word.
380. Generalizing concepts or administrative–territorial names are included in the index without explanation.
381. A name index includes surnames, first names, patronymic names (misunderstandings, pseudonyms, nicknames, nicknames).
In the nominal index names of persons are specified in accordance with the documents. When using an incomplete name (abbreviated name, nickname, pseudonym), but it is well known, the full name is indicated in brackets and entered into the index under the corresponding letter of the alphabet with reference to the main designation of the person in the index.
In case of discrepancies in spelling of the same surname, information and reference data are given under the correct name of the person. The discrepancies are given in brackets following the correct spelling in the appropriate alphabetical order with references to it.
Surnames, names and patronymic names are transmitted in the index by modern phonetic designation. Old spellings in the text are followed by modern in brackets and indexed with reference to the modern form.
At the mention in the text of persons with the same surname and initials, the names and patronymic are indicated completely and explanations are made.
Double surnames are entered in the index of the first word without inversion.
382. The chronological index consists of the headings, including the dates of events, phenomena and facts, or the dates of documents arranged in chronological order. The chronological index is compiled deaf.
383. Reviews are archival reference books that include systematized information on the composition and content of individual sets of archival documents, supplemented by their source study analysis, and are divided into fund reviews and thematic reviews.
The review of the fund includes systematized data on the composition and content of archival documents of one archival fund. The object of the description for the fund review is a document (a group of documents, a part of a document), a storage unit or a unit of account for one fund.
Thematic review includes systematized information on the composition and content of archival documents of one or a group of archival funds of one (intra–archive) or several archival funds (inter–archive) on a specific topic. The object of the description for the thematic review of documents of archive (archives) is a document (group of documents, part of a document), a storage unit or a unit of recording for one fund (part of a fund, a group of funds) of an archive (archives).
384. The review consists of a set of individual or group annotations of individual groups of storage units or units of recording, documents, and the FA.
The annotation describes the content of a group of storage units or units of recording, documents with source analysis, indicates the main types of documents, their authors, content, chronological framework, authenticity, archival ciphers.
The review reference apparatus includes a title page, content (table of contents), a preface, a list of abbreviations, indexes. For a thematic review, a list of funds, information about which is contained in the review and a bibliography on the subject of the review are compiled.
385. The mounting sheet of the film– video document an archive reference book, according to which records are made, reveals the content and consolidates the systematization of individual plans (editing frames).
The mounting sheet of the film– video document is a personnel description of the finished film creation (film, special issue, newsreel, TV program). The mounting sheet is formed in the process of creating a film and enters the archive as part of the text accompanying documentation to the film document or video phonogram.
The mounting sheet is compiled in two copies, one of which is used in the work of researchers and archive workers, the second is interlaced and serves as an insurance copy.
386. The mounting sheet of the film– video document is compiled in the archive in case of its absence and consists of the captions, descriptive articles and the final record.
In the captions the name of the archive, the number of the editing sheet, the name of the film document indicating its features (sound, color, number of parts), the name of the studio, the date of the film document production, the authors of the film (directors, cameramen, script writers) are indicated.
387. The compilation of the mounting sheet is made on the basis of the positive documentary document when viewing it on the sound–editing table with its simultaneous description in the following sequence:
1) the number of the plan in order;
2) plan definition (general, media or large);
3) footage plan;
4) a summary of the image of the film document plan.
388. After finishing work with a positive on the sound–mounting table, if necessary, a positive is examined against the negative and lavender in order to match each other's elements of the film document set.
389. The editing sheet on the video document is created in the archive.
The mounting sheets of special issues, newsreels or chronicle material begin with the designation of the title page, which indicates their name, year of production, production studio, color, sound, second, time–per–second timing (beginning and end of recording).
After describing the title page, a plan description of the video record is carried out. The description of the video phonograms occurs in the following sequence:
1) the number of the plan in order;
2) plan definition (general, media or large);
3) the sequence number of the second with which the recording of the plan image begins;
4) an indication of the presence of color plans in a black and white image of a video phonogram, or black and white in color.
At the end of the installation sheet indicates the position, the name of the originator of the installation sheet and the date of preparation.
390. Archival directories are kept in the archive in an automated mode, providing the possibility of operational and multi–aspect search and submission of document information, including remote access.
391. The basis for the formation of an automated FA is the descriptive articles of archival directories of the archive fund, storage units or units of recording, an archive document, as well as keywords and rubricators.
392. The main types of keywords in the conduct of an automated FA are:
1) “subject” – terms that briefly denote facts, events, phenomena, cases, reflected in the documents of the object of description, and so on;
2) “personalities” – terms identifying persons with which units of description of a given level are associated, terms can be surnames with a name and patronymic, surnames with a name, surnames without initials, with one or two initials, pseudonyms, nicknames etc.;
3) "geography" – terms that are geographical or toponymic names (names of countries, regions, provinces, counties, townships, settlements, seas, rivers, etc.).
393. Keywords are entered into the database during the description of a specific object or after its completion. A keyword can consist of one word or a short phrase and is placed in a special keyword case.
394. Output forms of automated FA are lists of archival funds, storage units or recording units, documents that meet the conditions of operational search. On the basis of the information contained in the automated FA archive, the texts of reference books are formed together with their internal reference apparatus (guides, short reference books, archival inventories). In the automated formation of the text of the directory, keyword cases are used for the automated generation of indexes to the directory.
395. For each level of descriptions, systematic and thematic rubricators are created in the database of the automated FA.
For the level of the archival fund, the rubricator intended for the formation of the text of the guidebook on archive archival repository is the scheme of systematization of archive funds in the guidebook.
396. For each level of description in the databases of the FA archive, a set of procedures is provided for a lot of aspect information retrieval by keywords, by annotation text, historical reference, by full and abbreviated names of the object of description, by full and abbreviated renaming of the archive fund and / or by the originator, the chronological affiliation of the object of description (by the final dates of the documents included in the unit of description) for any combination of the listed details.
397. Search results are presented in the following forms:
1) database reduced in accordance with the terms of the request;
2) a text case or listing descriptions that satisfy the request.
398. The finding aid for databases on archive documents is implemented as a database containing a description of the databases available in the archive. The databases contain information for each offline database – the name of the database, a list of its details, the level (s) of the description unit (s), the current volume in records and / or in megabytes, an indication of the database management systems or programming language used to create a database.
Paragraph 4. The use of archived documents of the archive
399. By category of access, archived documents are divided into open and of limited access.
All archival documents are open, access to which is not limited in accordance with international treaties of the Republic of Kazakhstan, the legislation of the Republic of Kazakhstan, as well as with the consent of the owner or possessor of archival documents that are in private ownership.
The archived documents of limited access include:
1) archival documents containing information constituting state secrets or other secrets protected by the laws of the Republic of Kazakhstan;
2) archival documents containing information about the personal and family secrets of an individual, his private life, as well as information that creates a threat to his security;
3) archival documents, the owners or possessors of which, transmitting them to the archive, established in the agreement the conditions for access to and use of them;
4) originals of especially valuable documents, documents referred to cultural values, and archival documents of the National Archival Fund, recognized in accordance with paragraphs 182 – 183 of these Rules, which are in poor physical condition.
User access to such documents, databases and their use is subject to the restrictions established by the legislation of the Republic of Kazakhstan, and the conditions established by the owners or owners of archival documents when they are transferred to the archive.
User access to the documents specified in subparagraph 4) of this paragraph, as well as their use are carried out in exceptional cases with the written permission of the head of the archive. The user is provided with copies of these documents (fund of use) or documentary publications containing these documents.
400. The archive gives the user access to open archival documents, FA to them and publications of the library fund.
401. The archive does not limit or define to the user the conditions for the use of information obtained by him as a result of independent search or provided to him in the manner in which the archive provides paid services, except as required by the legislation of the Republic of Kazakhstan or specified in the archive agreement with the user for information services.
402. The main forms of use of archival documents:
1) information support of users in accordance with their requests, and also in an initiative order;
2) the provision of archival documents to users in the reading room of the archive;
3) exhibiting archival documents at exhibitions;
4) the use of archival documents in the media;
5) conducting information events (public meetings, excursions to archival repository, presentations, open days, lectures, reports, oral magazines, conferences, lessons for students and schoolchildren, etc.) using archival documents;
6) the publication of archival documents.
403. The main documents of the archive in the work on the information support of users are archive reference, archive copy, archive extract, information letter, thematic list of archival documents, thematic collection of copies of archival documents, thematic review of archival documents.
404. Requests received in archival repository are divided into:
1) thematic requests (requests for information on a specific issue, topic, event, fact (subject requests), biographies);
2) genealogical inquiries (requests for the provision of information necessary to establish kinship, kinship of two or more persons, family history, clan);
3) requests of a social and legal nature (requests for confirmation of work experience and salary, age, family composition, education, awarding, transfer of pension contributions and social contributions, assignment of academic degrees and titles, accidents, stay on treatment, evacuation, applications of repression, rehabilitation, service in military units and formations, living in zones of ecological disaster, being in prison, on acts of civil status).
405. A request of user is reviewed and executed by the archive if the request for an individual includes the last name, first name, and if desired, of the patronymic, individual identification number, postal and / or electronic address of the user, for a legal entity- his name, postal and / or electronic address, business identification number. The request indicates the topic (question), the chronology of the requested information. The request is signed by an individual or a representative of a legal entity.
406. A request that does not relate to the composition of archive documents stored in an archive, within 3 calendar days from the date of its registration, is sent to another archive or organization where the necessary archive documents are stored, notifying the user thereof.
407. Archive accepts of individuals. The head of the archive is personally responsible for organizing the accept and consideration of requests from individuals.
408. The archive request of a state body, local executive body, judicial body related to the performance of their functions is considered by the archive in accordance with the legislation of the Republic of Kazakhstan. Execution of such a request is free of charge.
409. Identification of documents on thematic and genealogical requests of individuals and legal entities is carried out on a fee basis.
410. Requests of a social – legal nature are executed by the archive free of charge, within the terms established by the legislation of the Republic of Kazakhstan.
When executing a repeated request of a social – legal nature or compiling, at the request of the user, an archive reference similar to the one previously issued the archive checks the correspondence of the information included in this certificate to those contained in the archive documents, and if additional information is found, include them in the reissued archive reference.
411. A reading room, a viewing room, a listening room with special equipment for working with microcopies of archival documents, audiovisual and electronic documents are used to service users in the archival repository. In the absence of a dedicated room, user services are performed in the archive's working room under the control of the archive employee.
412. The order of work of users with archival documents in the reading room of the archive is determined by the rules of work of users of the reading room of the archive, approved by the head of the archive. Archive informs users with these Rules under the painting.
413. In cases of theft or damage by the user of archival documents, technical equipment and property, the archive makes a corresponding application to the internal cases authority at the location of the archive, and takes other measures to compensate for the damage.
414. By the orders of users, taking into account the technical possibilities of the archive, copies of archival documents are made (photocopies, microcopies, photographic prints, film copies, video copies, copies of sound documents, as well as copies on electronic media).
Documents of the National Archival fund that are in poor physical condition are not copied.
Copying of archival documents of limited access is executed in the manner established by the legislation of the Republic of Kazakhstan.
415. The order of fulfillment of orders for copying, including the volume of copying archival documents, unpublished inventories, FA, the cost of making copies and the order of payment for their production are determined by the Rules for the provision of paid activities for the sale of goods (works, services) approved by an order of the authorized body.
416. The archive indicates the archive cipher and sheet numbers of the storage unit of the archive document on the copies of the archival document made by the order of user.
When making a copy of a declassified archival document on the front side in the upper right corner of the first and last sheet of the copy the "Declassified" stamp is stamped. If necessary, this stamp is stamped on the front side of all sheets of a copy of a declassified archival document.
417. Copies of archival documents are issued to users, their proxies or are sent to the specified addresses.
Recording orders for copying is carried out on paper or in automated form.
418. The Archive organizes, independently or jointly with other archival repository and organizations, the preparation and holding of exhibitions of archival documents.
For the preparation of an exhibition of archival documents a thematic plan (concept) and thematic exposition plan are developed.
On the basis of the thematic plan, identification and selection of archival documents, illustrative and other materials is carried out.
The thematic exposition plan includes an annotated list of selected for displaying archival documents, illustrative and other materials, systematized in accordance with the sections of the exhibition with an indication of their size and order of placement on the stands or in display cases. All selected archive documents and other materials are annotated. Foreign language materials, if necessary, are given a translation or a detailed summary of the content.
The organizers of the exhibition are responsible for the safety of archival documents. The archive, which submitted the archive documents for the exhibition, ensures control over the observance of the requirements for the preservation of documents during exposure.
419. In preparing the publication of archival documents, the archive is guided by the Rules for issuing documents of the National Archival Fund, approved by order No. 349 of the Minister of Communications and Information of the Republic of Kazakhstan dated November 16, 2011, registered in the Register of state registration of regulatory legal acts No. 7342, and other methodological documents of the authorized body.
420. The archive records the use of archival documents on paper or in electronic form.
Paragraph 5. The order of completion of archival references,
archival extracts and archival copies
421. An archive reference is drawn up in the form approved by the authorized body in a chronological sequence of events with indication of the types of archival documents and their dates.
In the archive reference it is allowed quoting archival documents.
422. In the archive reference, the data is reproduced in accordance with their presentation in archival documents.
Discrepancies, mismatching in individual data of archival documents, inaccurate names, lack of name, patronymic, initials or the availability of one of them, illegibly written, corrected by the author, not readable due to damage to the text of the original place, are specified in brackets in the text of the archive,(“As in the document”, “As in the text of the original”, “The text is illegible”).
423. Information about work, studies in several organizations, educational institutions, identified from documents of one archive, is included in one archive reference.
The text of the archive reference does not allow changes, corrections, comments, the performer's own conclusions on the content of archival documents, on the basis of which the archive reference is compiled.
424. At the end of the archive reference there are archival ciphers and sheet numbers of the storage unit of archival documents, printed publications used to compile the archival reference. In the text of the archive reference, the insertion of archival ciphers and sheet numbers of the storage unit of archival documents is allowed immediately after the presentation of each fact or event.
425. In the archive reference, the volume of which exceeds one sheet, sheets are stitched, numbered and sealed with an archive.
426. The archive reference is signed by the head of the archive, the performer and certified by the seal of the archive. In case of incompleteness of the information provided in it, a covering letter is drawn up with an indication of the reasons.
If necessary, copies of archival documents or extracts from them confirming the information set out in the archive reference are attached to the archive reference.
427. Archival certificates sent to the states that have signed the Hague Convention of 1961, in accordance with which consular legalization of official documents is not required, shall be certified by affixing and filling in a special stamp – “apostille”.
The apostille is not affixed to archival certificates intended to be sent to the states with which the Republic of Kazakhstan has concluded agreements on legal assistance and legal relations in civil, family and criminal matters, as well as to the member states of the Commonwealth of Independent States that have signed the Agreement on Principles and Forms of Interaction in the use of archival information dated June 4, 1999 or with which there are bilateral cooperation agreements.
428. In the absence of archive documents necessary for the execution of a request in the archive, an answer is compiled on the letterhead of archive about the reasons for the absence of archival documents on the subject of the request, and recommendations are given on the possible location of the necessary archive documents.
429. In the case of documented facts of loss of archival documents containing the requested information, the archive issues a reference on the subject, certified by the seal of the archive.
430. Archival extract is issued in the form approved by the authorized body.
In the archive extract the name of the archive document, its number and date are reproduced in full. Extracts from the texts of archival documents completed all available data on request.
The beginning and end of each extract, as well as gaps in the text of an archive document of individual words, are indicated by dots.
The notes to the text of the archival extract contain relevant reservations about the parts of the text of the original, illegibly written, corrected by the author, unreadable due to damage to the text, etc.
Separate words and expressions of the original, causing doubts in their accuracy, are specified in words in brackets (“As in the text of the original”, “As in the document”).
The authenticity of archive statements issued upon requests is certified by the signature of the head of the archive and the seal of the archive.
431. After the text of the archival copy or archive statement, the archive code of the document and the number of sheets of the storage units of the archive document are indicated. If a copy or extract occupies more than one sheet, the archive code is indicated on the back of each sheet. All sheets of an archival copy are sealed, numbered and at the place of binding are certified by the signature of the head of the archive and the seal of the archive.
432. Archival reference, archival extract, archival copy and responses to requests are sent by mail in simple letters.
The archive reference, archive extract and an archive copy, including answers about the absence of the requested information, are sent by the archive directly to the applicant.
433. Archival certificate received through diplomatic channels is sent for apostille stamping to the authorized body.
434. Archival certificate , archival extract and archive copy in the case of a personal appeal of an individual or his authorized representative to the archive are issued to him against receipt upon presentation of a passport or other identification document, to an authorized representative upon presentation of a power of attorney drawn up in the prescribed manner. The recipient of the archive reference and the archive statement shall sign on their copies or on the back of the cover letter to them, indicating the date of their receipt.
Paragraph 6. The order of return of original archival documents
435. According to written statements, with the permission of the head of the archive, on the basis of the conclusion of the EEC or the archive's expert commission, rehabilitated persons and their heirs receive the originals of creative archival documents – manuscripts, photographs, letters and other personal documents (except for passports, military cards, official certificates and other archival documents of official origin), preserved in the terminated criminal and administrative cases.
According to written statements with the permission of the head of the archive on the basis of the conclusion of the EEC or the expert committee of the archive, individuals receive the originals of their own workbooks, cards of members of the Communist Party of the Soviet Union, preserved in the archive.
436. Copies are taken from the seized archival documents, which are attached to the cases. Withdrawal of archival documents, as well as their replacement with copies, are reflected in the inventory sheets of cases and case descriptions and documents.
437. The return of archival documents is drawn up by an act of withdrawal from the cases of the said documents. The act of withdrawing the specified documents from cases and other documents on the basis of which archival documents were returned, and the receipt of the person who received them in their hands, are included in the case of the fund.
