Unofficial translation
Footnote. Abolished by Order of the Minister of Culture and Information of the Republic of Kazakhstan dated November 22, 2023 No. 458-NK (effective ten calendar days after the date of its first official publication).In accordance with the Rules for receiving, storing, recording and using documents of the National Archive Fund and other archival documents by departmental and private archives, approved by Decree of the Government of the Republic of Kazakhstan No. 575 dated September 19, 2018 I hereby ORDER:
1. To approve:
1) the form of the act of migration and rewriting of electronic documents in accordance with Annex 1 to this Order;
2) the form of inventories of cases, documents of permanent storage in accordance with Annex 2 to this Order;
3) the form of the inventory of cases on personnel according to Annex 3 to this Order;
4) the form of an inventory of cases, documents of temporary (over 10 years) storage in accordance with Annex 4 to this Order;
5) the form of the act on the allocation to destruction of documents not subject to further storage in accordance with Annex 5 to this Order;
6) the form of the list of projects of products of industrial production and technological processes, objects of planning and capital construction, scientific and technical documentation on which is subject to transfer for state storage in accordance with Annex 6 to this Order;
7) the form of the cover page in accordance with Annex 7 to this Order;
8) the card form of the topographic index in post-shelf life in accordance with Annex 8 to this Order;
9) order form for issuing cases to the Reading room and employees of the organization in accordance with Annex 9 to this Order;
10) the form of the act on the issuance of cases, documents for temporary use in accordance with Annex 10 to this Order;
11) the form of the book on the issuance of documents in accordance with Annex 11 to this Order;
12) the form of the usage list in accordance with Annex 12 to this Order;
13) the form of the substitute storage unit card in accordance with Annex 13 to this Order;
14) the form of a check list of the presence and status of cases, documents in the archival fund in accordance with Annex 14 to this Order;
15) the form of the act of checking the availability and condition of archival documents in accordance with Annex 15 to this Order;
16) the form of the accounting card for undetected archival documents in accordance with Annex 16 to this Order;
17) the form of the inventory book on receipt and disposal of documents according to Annex 17 to this Order;
18) the form of the case inventory in accordance with Annex 18 to this Order;
19) the form of the passport of the archive of the organization according to Annex 19 to this Order;
20) the form of the inventory register book of scientific and technical documentation in accordance with Annex 20 to this Order;
21) the form of the registration card of the scientific and technical documentation in accordance with Annex 21 to this Order;
22) the form of the inventory book of accounting scientific and technical documentation in accordance with Annex 22 to this Order;
23) the form of the log of registration of applications for the issue of an invention patent according to Annex 23 to this Order;
24) the form of the registration card of the electronic documents storage unit in accordance with Annex 24 to this Order;
25) the form of archive reference in accordance with Annex 25 to this Order.
2. The Department of Archives and Documentation of the Ministry of Culture and Sports of the Republic of Kazakhstan, in line with the procedure established by law, shall:
1) ensure the state registration of this order with the Ministry of Justice of the Republic of Kazakhstan;
2) within ten calendar days from the date of State registration of this Order, send its soft copy in both Kazakh and Russian languages to the Republican State Enterprise on the Right of Economic Management "Republican Center for Legal Information" for official publication and inclusion into the Reference Control Bank of Regulatory Legal Acts of the Republic Kazakhstan;
3) within two working days after its enactment, place this Order on the Internet resource of the Ministry of Culture and Sports of the Republic of Kazakhstan;
4) within two working days after the execution of the measures provided for by this paragraph, submit the information about the implementation of the measures to the Legal Department of the Ministry of Culture and Sports of the Republic of Kazakhstan.
3. Control over the implementation of this Order shall be entrusted to the supervising vice-minister of culture and sports of the Republic of Kazakhstan.
4. This Order shall become effective after its first official publication.
|
Minister of Culture and Sports of the Republic of Kazakhstan |
A. Mukhamediuly |
| Annex 1 to Order No. 343 of the Minister of Culture and Sports of the Republic of Kazakhstan as of December 4, 2018, |
Document form
The official name of the organization | Approved by ____________________________________________ (title, surname, initials of the head of the organization) ____________________________________________ (signature of the head of the organization) ____________________________________ (date) |
The Act of migration and rewriting of electronic documents
Place of compilation
Inventory of cases, documents № ______ | Unit № ____ |
1 | 2 |
Characteristics of electronic documents before rewriting / migration:
____ format, volume (MB), ____ number and numbers of storage units _________________.
Characteristics of electronic documents after rewriting / migration:
____ format, volume (MB), ____ amount and numbers of storage units __________________
Work completed (by):______________________________________________________
(title, surname, initials, signature head of the organization)
Work accepted: _____________________________________________________________
(title, surname, initials, signature of the head of departmental or private archive of the organization)
_______________________________
(date of acceptance of the work)
Amendments into filing documents are introduced by:
__________________________________________________________________________
__________________________________________________________________________
(title, last name, initials, signature of the person who amended filing documents)
_________________________________________
(the date of amendment of filing documents)
A4 format (210Х297)
| Annex 2 to Order No. 343 of the Minister of Culture and Sports of the Republic of Kazakhstan December 4, 2018 |
Form for case inventories, documents of
permanent storage
Approved by |
Inventory of cases, documents of permanent storage
Archive Fund No. ___
Inventory No. ____ cases, documents of permanent storage
_______________________________________________________
(official name of the organization)
for ______________ year (s)
Serial number | Reference case number | Title of the case (volumes, parts) | Deadlines of the case (volumes, parts)storage | The number of sheets in the case (volume, parts) | Notes |
1 | 2 | 3 | 4 | 5 | 6 |
The name of the structural unit of the organization | |||||
Name of the section "________" | |||||
In this section (s) _________________________ inventories of cases, documents included
(section name)
____________________ cases from No. __ to No. __, including:
(in numbers and words)
lettered numbers:
missed numbers:
_________________________________________________________________________
(title, last name, initials, signature of the persons (s) who made up section (s) list)
__________________________________________________
(date of compilation of section (s) of inventory)
Agreed |
Approved by |
A4 format (210Х297)
Approved by |
Inventory of video records of permanent storage
Inventory No. ___
_____________________________________________________________________
(name of inventory with the official name of the organization)
for ______ year (s)
Accounting Unit Number | Storage unit number | Index, production number | Document title | Author | Performer | Language | Date of record, rewriting | Video-records timing | Record type and format | Number of units | Composition of text accompanying documentation | Notes | |
original | copy | ||||||||||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 | 13 | 14 |
In this section (s)
__________ Inventory entered __________ cases from number __ to number __, including:
(section name) (in numbers and words)
lettered numbers:
missed numbers:
________________________________________________________________________
(title, last name, initials, signature of the persons (s) who made up section (s) list)
________________________________________________________________________
(date of compilation of section (s) of inventory)
Agreed |
Approved by |
A4 format (210Х297)
Approved by |
Inventory of film documents of permanent records
Inventory No. ___
__________________________________________________________________________
(name of inventory with the official name of the organization)
for ______ year (s)
Accounting Unit Number | Storage unit number | Index, production number (account number in the organization) | Document title | Author | Date and place of filming, production | Option (mute, sound, black and white, color, format, language) |
1 | 2 | 3 | 4 | 5 | 6 | 7 |
Table continuation
Number of storage units / meterage | Composition of text accompanying documentation | Note | ||||||
Negative | Double negative | Phonogram (negative) | Magnetic phonogram (main, combined) | Intermediate positive | Positive | Installation videos and color passports | ||
8 | 9 | 10 | 11 | 12 | 13 | 14 | 15 | 16 |
In this section (s)
__________ Inventory entered ____________ cases from number __ to number __, including:
(section name) (in numbers and words)
lettered numbers:
missed numbers:
__________________________________________________________________________
(title, last name, initials, signature of the persons (s) who made up section (s) list)
__________________________________________
(date of compilation of section (s) of inventory)
Agreed |
Approved by |
A4 format (210Х297)
Approved by |
Inventory of phonodocuments of magnetic records stored permanently
Inventory No. ___
__________________________________________________________________
(name of inventory with the official name of the organization)
for ______ year (s)
Accounting Unit Number | Storage unit number | Index, production number | Document title | Author | Performer | Language | Record date, rewrite |
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 |
Table continuation
Record, rewrite | Record date, rewrite | Timing video | Record type and format | Number of units | Composition of text accompanying documentation | Note | |
original | copy | ||||||
9 | 10 | 11 | 12 | 13 | 14 | 15 | 16 |
In this section (s)
__________ Inventory entered ___________ cases from number __ to number __, including:
(section name) (in numbers and words)
lettered numbers:
missed numbers:
__________________________________________________________________________
(title, last name, initials, signature of the persons (s) who made up section (s) list)
__________________________________________
(date of compilation of section (s) of inventory)
Agreed |
Approved by |
A4 format (210Х297)
Approved by |
Inventory of photo albums of permanent storage
Inventory No. ___
________________________________________________________________________
(name of inventory with the official name of the organization)
for ______ year (s)
Accounting Unit Number | Title of the album | Filming author | Deadlines of Photoprints | Place of filming | Number of photo prints | Composition of text accompanying documentation | External features | Note |
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 |
In this section (s)
____________ Inventory entered __________ cases from number __ to number __, including:
(section name) (in numbers and words)
lettered numbers:
missed numbers:
________________________________________________________________________
(title, last name, initials, signature of the persons (s) who made up section (s) list)
_________________________________________
(date of compilation of section (s) of inventory)
Agreed |
Approved by |
A4 format (210Х297)
Approved by |
Inventory of photographic documents of permanent storage
Inventory No. ___
________________________________________________________________________
(name of inventory with the official name of the organization)
for ______ year (s)
Accounting unit number, storage unit | Production number | Title (abstract) of the document (the name of the slidefilm) | Filming author | Filming date | Place of filming |
1 | 2 | 3 | 4 | 5 | 6 |
Table continuation
Number of storage units / meterage | Composition of text accompanying documentation | Note | |||||
Negative | Double negative | Positive | Photoprint | Slide (diapositive) | Slide film | ||
7 | 8 | 9 | 10 | 11 | 12 | 13 | 14 |
In this section (s)
________ Inventory entered ______________ cases from number __ to number __, including:
(section name) (in numbers and words)
lettered numbers:
missed numbers:
____________________________________________________________________
(title, last name, initials, signature of the persons (s) who made up section (s) list)
__________________________________________
(date of compilation of section (s) of inventory)
Agreed |
Approved by |
A4 format (210Х297)
Approved by |
Inventory of electronic documents of permanent storage
Inventory No. ___
____________________________________________________________________
(name of inventory with the official name of the organization)
for ______ year (s)
Accounting Unit Number | Storage unit number | Headline | Deadlines for Accounting Units | Electronic Document Format | Volume (MB) | Composition of text accompanying documentation | Note |
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 |
In this section (s)
________ Inventory entered ____________ cases from number __ to number __, including:
(section name) (in numbers and words)
lettered numbers:
missed numbers:
______________________________________________________________________
(title, last name, initials, signature of the persons (s) who made up section (s) list)
__________________________________________
(date of compilation of section (s) of inventory)
Agreed |
Approved by |
A4 format (210Х297)
Approved by |
Inventory of scientific and technical documents of permanent storage
Inventory No. ___
_________________________________________________________________________
(name of inventory with the official name of the organization)
for ______ year (s)
Accounting Unit Number | Object designation (products, topics) | Title of case | Author (Organization Developer) | Year of completion | Number of sheets | Note | ||
texting | graphic | photo | ||||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 |
In this section (s)
__________ Inventory entered ___________ cases from number __ to number __, including:
(section name) (in numbers and words)
lettered numbers:
missed numbers:
_________________________________________________________________________
(title, last name, initials, signature of the persons (s) who made up
section (s) list)
__________________________________________
(date of compilation of section (s) of inventory)
Agreed |
Approved by |
A4 format (210Х297)
| Annex 3 to Order No. 343 of the Minister of Culture and Sports of the Republic of Kazakhstan as of December 4, 2018 |
Document form
Approved by |
Inventory of cases on staff
Archive Fund No. ___
Inventory No. ___ of personnel cases _____________________________________
(official name of the organization)
for ___________ year (s)
Serial number | Reference case number | Title of the case (volumes, parts) | Dates of the case (volumes, parts) | The number of sheets in the case (volume, parts) | Note |
1 | 2 | 3 | 4 | 5 | 6 |
The name of the structural unit of the organization | |||||
Name of the section "________" | |||||
In this section (s)
______________ Inventory entered on ___________ cases from No. __ to No. __, including:
(section name) (in numbers and in words)
lettered numbers: missing numbers:
_________________________________________________________________________
(title, surname, initials, signature of the persons (s) who compiled the section (s) of inventory)
__________________________________________
(the date of the section (s) of the inventory)
Agreed |
Approved by |
A4 format (210Х297)
| Annex 4 to Order No. 343 of the Minister of Culture and Sports of the Republic of Kazakhstan as of December 4, 2018, |
Document form
Approved by |
Inventory of cases, documents of temporary (over 10 years) storage
Archive Fund No. ___
Inventory No. ___ of personnel cases ____________________________________ (official name of the organization) for ___________ year (s)
Serial number | Reference case number | Title of the case (volumes, parts) | Dates of the case (volumes, parts) | Retention period | The number of sheets in the case (volume, parts) | Note |
1 | 2 | 3 | 4 | 5 | 6 | 7 |
The name of the structural unit of the organization | ||||||
Section name "_______ __" | ||||||
This section (s) of
____________________ has been entered into _______________________ cases from
No. __ to No. __, including:
(name of section) (in numbers and in words)
lettered numbers:
missing numbers:
_______________________________________________________________________
(title, last name, initials , the signature of the person (s)
who compiled the inventory section (s)
__________________________________________
(the date of the inventory section (s))
Agreed by the
protocol of the central expert
commission (expert commission) of the organization
dated ___________ _____ № ___
A4 format (210Х297)
| Annex 5 to Order No. 343 of the Minister of Culture and Sports of the Republic of Kazakhstan as of December 4, 2018, |
Document form
The official name of the |
Approved by |
Act
of the allocation to the destruction of non-storable documents
Place of preparation
Based ____________________________________________________________________
(name of the list of standard documents produced during the work
__________________________________________________________________________
public and private organizations, with an indication of the retention period or
__________________________________________________________________________
sectoral (departmental) list of the documents produced during the work
__________________________________________________________________________
governmental and nongovernmental organizations, with an indication of the retention period)
selected for the destruction as documents without scientific and historical valuesthat have lost
practical significance of the case, and documents of the archive fund
__________________________________
(number and name of the archive fund)
Serial | Case Title or Group Case Title | Case date or deadlines | Index of a case (volume, part) by item or case number in inventory | Number of cases (volumes, parts) | Retention period of the case (volume, part) and the number of items (sub-items) on the List | Note |
1 | 2 | 3 | 4 | 5 | 6 | 7 |
Total ______________________ cases and documents for __________ year (s)
(in figures and in words)
The annual sections of the inventory of cases, documents of permanent storage for _________ year (s)
approved, personnel approved by the protocol of the expert and inspection commission
__________________________________________________________________________
(name of the local executive body, republican
_________________________ of ________________
(state archive) (date and Number)
__________________________________________________________________________
__________________________________________________________________________
(title of the position, surname, initials, signature of the person (s) who conducted the ordering of cases, documents)
Agreed |
Approved by |
A4 format (210Х297)
| Annex 6 to Order No. 343 of the Minister of Culture and Sports of the Republic of Kazakhstan as of December 4, 2018 |
Document form
The official name of the |
Approved by |
The list of projects of products of industrial production and technological processes, objects of planning
and capital construction, scientific and technical documentation on which is subject to transfer for state storage
__________________________________________________________________________
(type of scientific and technical documentation)
for ____________ year (s)
serial number _________
Serial number | Designation (index) of documentation (development) | The name of the scientific and technical documentation (development) | Stage | Year of completion of the documentation (development) | Organizations that participated in the creation of documentation (development) | Number of units | Justification of the selection of documents for state storage | Note (term of transfer to the state archive) |
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 |
In total, this list includes
_______________ documentation (development) from № ________ to № ______________.
__________________________________________________________________________
(name, surname, initials, signature of the head of the departmental (private) archive)
Agreed |
Approved by |
A4 format (210Х297)
| Annex 7 to Order No. 343 of the Minister of Culture and Sports of the Republic of Kazakhstan as of December 4, 2018 |
Front page form sheet
__________________________________________________________________________
(name of State Archives)1
__________________________________________________________________________
(the name of the archive fund)
________________________________
(location)
of the Archival fund number _______________________
Inventory number ______________________
__________________________________________________________________________
(title inventory)
Dates cases, documents _________________
_____________________________________________________
1 To be completed in the State Archives
| Annex 8 to Order No. 343 of the Minister of Culture and Sports of the Republic of Kazakhstan as of December 4, 2018 |
Form
The front side of the topographic index card
Shelving unit number _____ | Archive number _____ | |||||
Cabinet No. | Shelf No. | Archive Fund No. | Inventory of cases, documents No. | Cases from No __ to No ___ | Note | |
1 | 2 | 3 | 4 | 5 | 6 | |
The reverse side of the topographic index card
1 | 2 | 3 | 4 | 5 | 6 |
A6 format (148Х105)
Annex 9 |
Document form
Name of the departmental (private)
archive of the organization
The order for the issuance of cases |
I authorize the issuance of cases to the reading room |
__________________________________________________________________
(surname, initials of the individual, employee of the structural unit)
__________________________________________________________________________
(purpose of use, including the indication of the topic of research, study)
Archive Fund No. | Inventory of cases, documents No. | Storage Unit No. | Title of the Storage Unit | User acknowledgement of receipt | Acknowledgement of receipt of an employee of the reading room |
1 | 2 | 3 | 4 | 5 | 6 |
A5 format (148x215)
| Annex 10 to order No. 343 of the Minister of Culture and Sports of the Republic of Kazakhstan as of December 4, 2018 |
Document form
The State Emblem of the Republic of Kazakhstan
or the emblem (trademark) of the organization
The official name of the organization |
The official name of the organization |
________________________ | № ____________ |
Place of publication |
Place of publication |
Act
on issuing cases, documents for temporary use
On the basis of ________________________________________ the following storage units are issued from the archival fund _________________________________________
(number, name of the archive fund)
For ____________________ (purpose of issue)
________________________________________________________________________ .
Serial number | Inventory of cases, documents No. | Storage unit number | Storage Unit Header | Dealines | Number of sheets | Note |
1 | 2 | 3 | 4 | 5 | 6 | 7 |
Total issued ____________________ storage units, the period of return of cases,
(in figures and in words)
documents ____________________________
The terms of temporary use by the person receiving the case, the documents for temporary use:
1) the cases, the documents received for temporary use shall be in an ordered state, hemmed, in covers, with numbered sheets and witness signs;
2) cases, documents received for temporary use are not provided for use by unauthorized persons, copies, extracts and certificates shall not be issued for them, documents are not published without permission of the organization that issued the cases;
3) cases, documents received for temporary use, shall be returned to the departmental (private) archive of the organization in the period specified in the act. The person who receives the case documents shall be warned about liability in case of destruction of documents of the National Archive Fund in accordance with Article 509 of the Code of the Republic of Kazakhstan "On Administrative Offenses" dated July 5, 2014.
______________________________ |
______________________________ |
__________________________________________________________________________
(job title, surname, initials, signature of the person who issued the case, documents for temporary use)
_____________________________
(date of issue of cases, documents)
__________________________________________________________________________
(position, surname, initials, signature of the person who received the case, documents for temporary use)
_____________________________
(date of issue of cases, documents)
Cases, documents returned in full, in orderly state, hemmed and in covers.
__________________________________________________________________________
(position, name, initials, signature of the person who has passed the case, documents)
_____________________________
(date of issue files, documents)
__________________________________________________________________________
(position, name, initials, signature of the person who accepted the case, documents)
_________________________________
(date of the issue of cases, documents)
Format A4 (210Х297)
| Annex 11 to Order No. 343 of the Minister of Culture and Sports of the Republic of Kazakhstan as of December 4, 2018 |
Document form
Book for issuing documents
Serial number | Date of issue | Archival Fund No. | Inventory of cases, documents No. | Storage Unit No. | Issued to | Aknowledgement of Receipt | Return date | Refund Policy | Note |
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 |
Total in the year _____ issued from the archive number ___________________________
(in numbers and in words)
of storage units.
_________________________________________________________________________
(title of the position, surname, initials, signature of the person who prepared the final record)
Format A4 (210Х297)
| Annex 12 to Order No. 343 of the Minister of Culture and Sports of the Republic of Kazakhstan as of December 4, 2018 |
Document form
Name of the organization
Usage sheet
Archive Fund No. _____ Inventory of Cases, Documents No. _______
Case No. _______
Name of the Archive Fund ___________________________________________________
Title of the Case ___________________________________________________________
Date of use | Issued to (surname, initials) | Nature of use (copy, checkout, review, etc.) | Used Sheet Numbers | Signature of the person using the document |
1 | 2 | 3 | 4 | 5 |
A4 format (210Х297)
| Annex 13 to Order No. 343 of the Minister of Culture and Sports of the Republic of Kazakhstan as of December 4, 2018 |
Document form
Substitute Storage Unit Card | |||||||
Archival Fund Number | Number of case records, documents | Storage unit number | Issued to | Date of issue | Signature | Return date | Signature |
A4 format (210Х297)
| Annex 14 to Order No. 343 of the Minister of Culture and Sports of the Republic of Kazakhstan as of December 4, 2018 |
Document form
Checklist for availability and status of documents in the archive fund
for the availability and status of cases, documents of the archive fund
_____________________________________________
(number, name of the archive fund) checked by
__________________________________________________________________________
(position, surname and initials of the person (s) who checked files, documents)
Availability of documents | |||||||||||
Inventory numbers | Number of storage units listed by inventory | Technical mistakes identified | Listed by inventory as a result of the elimination of technical errors | Numbers of storage units issued for temporary use | Not available | Available (described) | |||||
Letter numbers that are not reflected in the final record | Missing numbers that are not reflected in the final record | Others, resulting in a volume | |||||||||
not counted | not listed but counted in scope | not counted | not listed but counted in scope | increased by | decreased by | ||||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 |
Table continuation
Availability of documents | Document Status | ||||||||||
There are not included in the inventory (temporary ciphers of unordered storage units) | Storage unit numbers requiring: | Numbers of storage units irreparably damaged | Note | ||||||||
disinfection | pest control | restoration | binding or filing | recovering fading texts | |||||||
13 | 14 | 15 | 16 | 17 | 18 | 19 | 20 | 21 | 22 | 23 | 24 |
The total number of storage units available and those not included in the inventory
____________________________
(in numbers and in words)
__________________________________________________________________________
(position, surname, initials, signature of the person (s) who carried out the verification of cases, documents)
_________________________________________
(date of the examination of cases, documents)
Note: Relevant clarifications shall be given when checking the availability and status of audiovisual and machine-readable (electronic) documents.
| Annex 15 to Order No. 343 of the Minister of Culture and Sports of the Republic of Kazakhstan as of December 4, 2018 |
Document form
The official |
Approved by |
Act of checking the availability and condition of archival documents
Place of drawing up
Archive Fund No. _______________
Name of the Archive Fund ___________________________________________________.
Inventory numbers _________________________________________________________.
The check was conducted from ___________________ to _____________________.
The audit established that:
1. The total number of inventories files, documents__________________ files, Documents
(in figures and words),
including inventories of files, documents approved (agreed) __________________________
__________________________________________________________________________
(name of local executive body (State Archives)
_____________________files, documents.
(in figures and words)
2. Total amount of documents, cases ____________________________ that are not available,
including (in figures and words)
of inventories files, documents approved (agreed) ______________________________
(name of local (State Archives)
____________________________________________________________executive body
_________________________ files, documents.
(in numbers and in words)
3. Have lettered numbers:
1) not taken into account in the final records of the inventories of __________________ cases,
documents; (in figures and in words)
2) not listed, but recorded in the final records of inventories of _______________________ cases,
(in figures and in words)
documents.
4. Missing numbers:
1) not taken into account in the final records of inventories of ______________________ cases,
documents; (in figures and in words)
2) not listed, but recorded in the final records of the inventories of _____________________ cases,
(in figures and in words)
documents;
5. Incorrectly placed cases related to other archival funds, ____________________ affairs, documents.
(in figures and in words)
6. On this archival fund, ________________ cases, documents(included in inventories) are available.
(in figures and in words)
7. There are cases and documents that are not included in the list of cases of ___________________
.(in numbers and words)
8. In total, _________________________________ cases, documents are available in this
(in figures and in words)
archival fund (included and not included in the inventory of cases), of which:
1) ________________________________________________ cases requiring disinfection;
(in figures and in words)
2) requiring dis-insection ______________________________________ cases, documents;
(in figures and in words)
3) requiring restoration of ______________________________________ cases, documents;
(in figures and in words)
4) requiring the binding and filing of ______________________________ cases, documents;
(in figures and in words)
5) fading texts requiring restoration, ______________________________ cases, documents;
(in numbers and words)
6) incorrigibly damaged ________________________________________ cases, documents;
(in figures and in words)
7) requiring technical streamlining of _____________________________ cases, documents;
(in figures and words)
8) issued for temporary use of ___________________________________ cases, documents;
(in figures and words)
9. General characteristics of the status of cases and the conditions of storage, the documents,
the main negative phenomena affecting the state and the conditions of storage of files,
documents _________________________________________________________________
__________________________________________________________________________
(position, surname, initials, signature of the employee (s) of departmental
Annex: checklists for the availability and status of cases on ____ sheets, in ____ copy
in the state and Russian languages.
_________________________
(date of the report)
A4 format (210Х297)
| Annex 16 to Order No. 343 of the Minister of Culture and Sports of the Republic of Kazakhstan as of December 4, 2018 |
Document form
The front side of the record card for undetected archival documents
Archive Fund No. ___________
In ______________________________________________
(name of the archive)
_________________________________________________
(name of the archival fund)
____________________________________
(date of non-discovery of the document)
Number of case records, documents | Storage unit number | Storage Unit Header | Deadline | Number of sheets (playing time, footage) |
The downside of the record card for undetected archival documents
Search progress mark | Result of the search |
A6 format (148 x 105)
| Annex 17 to Order No. 343 of the Minister of Culture and Sports of the Republic of Kazakhstan as of December 4, 2018 |
Document form
Book for accounting of receipt and disposal of documents
Serial number | Date of receipt or disposal of the document | Name of organization (structural unit, official, archive) from which documents were received or dropped | Name, number and date of the document on which documents were received or dropped | Name and number of the archival fund, inventory of incoming or outgoing documents | Deadline for incoming or outgoing documents |
1 | 2 | 3 | 4 | 5 | 6 |
Table continuation
Receipt of the described documents | Disposal of the documents described | Undescribed cases, documents, sheets | Note | |||||
Number of cases | Number of cases | |||||||
permanent storage | temporary (over 10 years) | by staff | permanent storage | temporary (over 10 years) | by staff | arrived | dropped out | |
7 | 8 | 9 | 10 | 11 | 12 | 13 | 14 | 15 |
Total in ________ year _______________________ storage units arrived, including:
(in numbers and in words)
__________________________________________________________________________
(the totals are shown separately in columns 7, 8, 9, 13 of this book);
_____________________ units of accounting (documents, sheets) were dropped, including:
(in figures and in words)
__________________________________________________________________________
(the totals are shown separately in columns 10, 11, 12, 14 of this book).
__________________________________________________________________________
(name of the position, surname, initials, signature of the person who compiled the final annual record)
__________________________________________________________________________
(title of the position, surname, initials, signature of the head of the departmental (private) archive)
_______________________
(date of completion)
Format A3 (297 x 420)
| Annex 18 to Order No. 343 of the Minister of Culture and Sports of the Republic of Kazakhstan as of December 4, 2018 |
Document form
Case inventory sheet
Archives number _____ Inventory files, documents № ________ Case number _____
In case bound and numbered ___________________ sheet (s), including:
lettered numbers list (s) ______________________________;
missing sheet numbers (s) __________________________;
numbered blank sheet (s) _______________________;
sheet (s) of internal inventory ____________________________.
Documents taken as attachments and applications not to be numbered
_____________________________________
(types of documents and their number)
Features of the formation, design, physical condition and accounting case documents | Sheet numbers |
1 | 2 |
1. Brochures and other print editions |
____________________________________________________________________
(position, surname, initials, signature of the person filling out the case inventory sheet)
______________________
(date of completion)
A4 format (210 x 297)
Note: 1. The case inventory sheet shall be compiled to take into account the number of sheets in the case and fix the numbering features.
2. The case inventory sheet shall be drawn up on a separate sheet (sheets) and stitched at the end of the case.
3. The amount of numbered sheets and the amount of sheets of the inner inventory of documents of the case shall be specified separately in the case inventory sheet in figures and letters via the sign "+" (plus).
4. The following peculiarities of numbering, design and physical status of case documents shall be noted in the witness sheet:
1) means of postal circulation (stamps of all kinds, envelopes, postcards, forms, stamps, seals);
2) stamps and their prints;
3) autographs of prominent state and public figures, figures of science, technology and culture;
4) photographic documents;
5) drawings, prints and watercolors;
6) large format documents;
7) glued sheets, damaged documents;
8) sheets with pasted photographs, documents;
9) envelopes with attachments and the number of sheets (objects) enclosed therein;
10) documents having independent numbering (including typographical materials), and the number of their sheets (pages).
5. If there are several features of a document on one sheet of a case, then the number of this sheet shall be entered in column 2 of the inventory case sheet against each position of column 1.
6. If there are several stamps and other materials on one sheet of the document, then their amount shall be indicated in column 2 in brackets after the number of the sheet of the case.
7. If there are items in the case, the numbering of which is impossible due to the nature of the material from which they are made (glass, metal, cloth, etc.), then the number of sheets between which the item is located shall be specified in column 2.
8. All subsequent changes in the composition and status of the case (damage, replacement of original documents with copies, accession of new documents) shall be noted in the inventory sheet with reference to the relevant act.
9. The case inventory sheet shall not be numbered.
A4 format (210Х297)
| Annex 19 to Order No. 343 of the Minister of Culture and Sports of the Republic of Kazakhstan as of December 4, 2018 |
Document form
To whom it may concern
________________________________________________________________
(the official name and address of the state archive)
To whom it may concern
__________________________________________________________________________
(the official name and address of the organization, part of the archive organization passport)
__________________________________________________________________________
(ownership organization, file organization passport component)
Passport of the archive of organization
on December 1 ________
To organize the storage of scientific and technical documentation, the following four sections shall be completed:
Section 1. General Information
Serial number | Indicators | Number of storable units | |||
Total | deadlines | stored over a fixed (contractual) period | |||
initial | terminal | ||||
1 | 2 | 3 | 4 | 5 | 6 |
Research | |||||
Designer | |||||
Technological | |||||
Project | |||||
Other types | |||||
Total | |||||
Section 2. Scientific and technical documentation related to the composition of the National
Archive Fund of the Republic of Kazakhstan
Serial number | Indicators | The number of lists of projects, issues, scientific and technical documentation for which the documents are subject to transfer to the state storage | Deadlines | Number of units | ||||
entered in the inventory of documents | deadlines | stored over a fixed (contractual) period | ||||||
initial | terminal | initial | terminal | |||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 |
Research | ||||||||
Designer | ||||||||
Technological | ||||||||
Project | ||||||||
Other types | ||||||||
Total | ||||||||
Section 3. Administrative Documentation
Serial number | Indicators | Number of units | ||||||
Total | Deadlines | Indicate those included in the inventory of cases, documents, approved (agreed) by the expert-verification commission of the local executive body (state archive) | stored over a fixed (contractual) period | |||||
initial | terminal | Total | Deadlines | |||||
initial | terminal | |||||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 |
1 | Permanent storage | |||||||
2 | By staff | |||||||
Section 4. Personnel
Serial number | Types of archives | Number of full-time employees |
1 | 2 | 3 |
1 | Scientific and technical documentation | |
2 | Administrative documentation |
Document storage conditions:
archives: yes, no; dry, wet; light, dark (underline as appropriate);
heating: central, stove, absent (underline as appropriate);
shelves: metal, wooden, combined, no (underline as appropriate);
cabinets: wooden, metal; no (underline as appropriate);
signalization: fire: yes, no (underline as appropriate);
security: yes, no (underline as appropriate);
reading room: yes, no (underline as appropriate);
Temperature and humidity conditions: observed, not observed (underline as appropriate).
To organize the storage of electronic documents, the following two sections shall be completed:
Section 1. Information on electronic documents
Serial number | Indicators | Number of specific information resources | Volume of recorded information | Information on electronic documents | |||
number of electronic document storage units | volume of recorded information (Mb) | deadlines | |||||
initial | terminal | ||||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 |
Section 2. Personnel
Serial number | Types of archives | Number of full-time employees |
1 | 2 | 3 |
1 | Electronic documents |
Document storage conditions:
archives: yes, no; dry, wet; light, dark (underline as appropriate);
heating: central, stove, no (underline as appropriate);
shelves: metal, wooden, combined, no (underline as appropriate);
cabinets: wooden, metal; no (underline as appropriate);
signalization: fire: yes, no (underline as appropriate);
security: yes, no (underline as appropriate);
reading room: yes, no (underline as appropriate);
Temperature and humidity conditions: observed, not observed (underline as appropriate).
The following five sections shall be filled in for organizing the storage of audiovisual documentation:
Section 1. Film documents
Serial number | Indicators | Number of units | ||||||
Total | deadlines | those included in the inventory of cases, documents, approved (agreed) by the expert-verification commission of the local executive body (state archive) | stored over a fixed (contractual) period | |||||
initial | terminal | |||||||
Total | deadlines | |||||||
initial | terminal | |||||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 |
1 | On 35 mm film strip | |||||||
2 | On 16 mm film strip | |||||||
Section 2. Photo Documents
Serial number | Indicators | Number of units | |||||||
Total | deadlines | Those included in the inventory of cases, documents, approved (agreed) by the expert-verification commission of the local executive body (state archive) | stored over a fixed (contractual) period | ||||||
initial | terminal | ||||||||
Total | deadlines | ||||||||
initial | terminal | ||||||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | |
1 | Negatives | black and white | |||||||
colored | |||||||||
2 | Positives on film strip, dia-positives (slides) | black and white | |||||||
colored | |||||||||
3 | Photo prints | ||||||||
4 | Photo albums | number of albums | |||||||
number of shots | |||||||||
Section 3. Phonodocuments
Serial number | Indicators | Number of units | ||||||
Total | deadlines | Those included in the inventory of cases, documents, approved (agreed) by the expert-verification commission of the local executive body (state archive) | stored over a fixed (contractual) period | |||||
initial | terminla | |||||||
Total | deadlines | |||||||
initial | terminal | |||||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 |
1 | Magnetic records | |||||||
2 | Gramophone records | |||||||
3 | Records on other media | |||||||
Section 4. Video Documents
Serial number | Indicators | Number of units | ||||||
Total | deadlines | Those included in the inventory of cases, documents, approved (agreed) by the expert-verification commission of the local executive body (state archive) | stored over a fixed (contractual) period | |||||
initial | Terminal | |||||||
Total | deadlines | |||||||
initial | terminal | |||||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 |
Section 5. Personnel
Serial number | Types of archives | Number of full-time employees |
1 | 2 | 3 |
1 | Film library | |
2 | Photo libraries | |
3 | Record libraries | |
4 | Video libraries |
Document storage conditions:
archives: yes, no; dry, wet; light, dark (underline as appropriate);
heating: central, stove, absent (underline as appropriate);
shelves: metal, wooden, combined, no (underline as appropriate);
cabinets: wooden, metal; no (underline as appropriate);
signalization: fire: yes, no (underline as appropriate);
security: yes, no (underline as appropriate);
reading room: yes, no (underline as appropriate);
Temperature and humidity conditions: observed, not observed (underline as appropriate).
The following three sections shall be filled in to store management records:
Section 1. General Information
Serial number | Number of archive funds | Square of archives in square meters | Capacity of archives in percent |
1 | 2 | 3 | 4 |
Section 2. Information about documents
Serial number | Indicators | Number of units | |||||||
Total | deadlines | Those of them included in the inventories approved (agreed) by the expert-verification commission of the local executive body (state archive) | stored over a fixed (contractual) period | formed in the year of deeds, documents | |||||
initial | terminal | ||||||||
Total | deadlines | ||||||||
initial | terminal | ||||||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 |
1 | Permanent storage | ||||||||
2 | By staff | ||||||||
Section 3. Personnel
Serial number | Number of full-time employees |
Document storage conditions:
archives: yes, no; dry, wet; light, dark (underline as appropriate);
heating: central, stove, no (underline as appropriate);
shelves: metal, wooden, combined, no (underline as appropriate);
cabinets: wooden, metal; no (underline as appropriate);
signalization: fire: yes, no (underline as appropriate);
security: yes, no (underline as appropriate);
reading room: yes, no (underline as appropriate);
Temperature and humidity conditions: observed, not observed (underline as appropriate).
__________________________________________________________________________
(position, last name, initials, signature of the head of the organization,
part of the organization’s passport archive)
___________________________________________
(the date of filling in the passport of the organization’s archive)
__________________________________________________________________________
(position, surname, initials, signature, telephone number of the person who filled in the passport of the organization’s archive)
Format A3 (297х420)
| Annex 20 to Order No. 343 of the Minister of Culture and Sports of the Republic of Kazakhstan as of December 4, 2018 |
Document form
Inventory book of scientific and technical documentation
Inventory number of accounting unit | Date of creation of the accounting unit | Accounting unit designation | Number of sheets | Format | Accounting Unit Name | Issued by | Signature of acceptance of documents | Note |
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 |
Total ________ year received ________________________ units of account. (in numbers and in words)
__________________________________________________________________________
(title of the position, surname, initials, signature of the person who prepared the final annual record)
__________________________________________________________________________
(position, name, initials, signature of the head of the departmental (private) archive of the organization)
________________
(date of compilation)
Format A3 (297Х420)
| Annex 21 to Order No. 343 of the Minister of Culture and Sports of the Republic of Kazakhstan as of December 4, 2018 |
Document form
The front side of the registration card of
scientific and technical documentation
Number of the complex | Object number |
Object cipher | |
Name of the complex | |
Object name | |
Project stage | |
Year of development | |
Developing Department | |
Chief Project Engineer | |
Technological organization | |
Note | |
The downside of the registration card of
scientific and technical documentation
Date | Inventory number | Mark and sheet numbers | Number of sheets | Storage |
1 | 2 | 3 | 4 | 5 |
A5 format (148Х210)
| Annex 22 to Order No. 343 of the Minister of Culture and Sports of the Republic of Kazakhstan as of December 4, 2018, |
Document form
Inventory book for accounting research documentation
Serial number | Designation | Receipt date | Stage | Topic title and number | Registration number | Developer | Leader (executive officer) | Number of sheets | Amount and number of copies | Disposal mark | Note |
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 |
Totally _______________________ units of storage were received in ________
(in numbers and in words)
________________________ units of storage were dropped out.
(in numbers and in words)
__________________________________________________________________________
(position, surname, initials, signature of the person who prepared the final annual record)
__________________________________________________________________________
(position, surname, initials, signature of the head of the departmental (private) archive of the organization)
________________
(date of compilation)
Format A3 (297Х420)
| Annex 23 to Order No. 343 of the Minister of Culture and Sports of the Republic of Kazakhstan as of December 4, 2018 |
Document form
Application registration log for the issue of an invention patent
Serial number | Date of application | Incoming application number | Patent number | Country | Title of invention | Authors | Applicant | Patent Attorney | Address, telephone number, fax | Expert | Amount of paid duty, date and number of payment document |
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 |
A4 format (210Х297)
| Annex 24 to Order No. 343 of the Minister of Culture and Sports of the Republic of Kazakhstan as of December 4, 2018 |
Document form
The front side of the account card of the
unit storage of electronic documents
Name of the organization from which the documents were received | Accounting Unit Title | Storage unit number | Mark about the availability of copies of documents on electronic media | Receipt date |
Format | Type of media | Volume in MB | Number of records for the database | Date of creation |
Retention period | Storage place | Notes | Signature of person who made an entry | |
The downside of the account card of the
storage unit of electronic documents
Type of work (rewriting, migration) | The number of the act of rewriting and migration | Date | New format | Volume in MB | Type of media | Storage unit numbers | Signature of person who made an entry |
A5 format (148Х210)
| Annex 25 to Order No. 343 of the Minister of Culture and Sports of the Republic of Kazakhstan as of December 4, 2018 |
Document form
_________________________________________________
(archive name, postal code, address, telephone number, fax)
Archive transcript
___________ No. __________ | Destination |
on number ________ dated _______ |
Ground:
__________________________________________________________________________
(position, surname, initials, signature of the archive manager)
__________________________________________________________________________
(position, surname, initials, signature of the person who compiled the archive transcript)
Stamp of the archive
A4 format (210X297)
