Unofficial translation
Footnote. Expired by Order of the Minister of Culture and Information of the Republic of Kazakhstan dated 22.11.2023 No. 458-NK (effective ten calendar days after the date of its first official publication).In accordance with the Rules for acquisition, storage, accounting and using documents of the National archive fund and other archival documents by state and special state archives, approved by the resolution of the Government of the Republic of Kazakhstan dated September 20, 2018, № 576, I ORDER:
1. To approve:
1) the form of inventories of cases, documents of permanent storage according to Appendix 1 to this order;
2) the form of inventory of cases on the personnel according to Appendix 2 to this order
3) the form of the act on allotment of documents to destruction, which are not subject to storage according to Appendix 3 to this order;
4) the form of the acceptance-transfer act of documents for storage according to Appendix 4 to this order;
5) the form of the acceptance act for storage of documents of personal origin according to Appendix 5 to this order;
6) the form of the return act of archival documents of personal origin according to Appendix 6 to this order;
7) the form of the card of the fund topographical index according to Appendix 7 to this order;
8) the form of the card of the stack topographical index according to Appendix 8 to this order;
9) the form of a check sheet of availability and state of archival documents according to Appendix 9 to this order;
10) the form of the check act of availability and state of archival documents according to Appendix 10 to this order;
11) the form of the act on technical errors in accounting documents according to Appendix 11 to this order;
12) the form of the act on detection of archival documents according to Appendix 12 to this order;
13) the form of the act on irreparable damage to documents according to Appendix 13 to this order;
14) the form of the accounting card of undetected archival documents according to Appendix 14 to this order;
15) the form of the accounting card of archival documents on a paper basis with damages of the carrier according to Appendix 15 to this order;
16) the form of the card of accounting of archival documents on a paper basis with text damages according to Appendix 16 to this order;
17) the form of the accounting card of technical state of a video document according to Appendix 17 to this order;
18) the form of the accounting card of technical state of a film document according to Appendix 18 to this order;
19) the form of the accounting card of technical state of a phonodocument according to Appendix 19 to this order;
20) the form of the accounting card of technical state of a photo document according to Appendix 20 to this order;
21) the form of the act on non-detection of documents, which search paths are exhausted according to Appendix 21 to this order;
22) the form of the list of main defects found on film documents according to Appendix 22 to this order;
23) the form of the sheet-certifier of the case according to Appendix 23 to this order;
24) the form of the alternate card of a storage unit according to Appendix 24 to this order;
25) the form of the sheet of documents usage according to Appendix 25 to this order;
26) the form of the book for issuance of archival documents, copies of the usage fund from the storage for temporary use according to Appendix 26 to this order;
27) the form of the order for issuance of archival documents, copies of the usage fund from the archive, inventories according to Appendix 27 to this order;
28) the form of the act on issuance of archival documents for temporary use according to Appendix 28 to this order;
29) the form of the book for accounting documents receipts according to Appendix 29 to this order;
30) the form of the list of funds according to Appendix 30 to this order;
31) the form of the fund sheet according to Appendix 31 to this order;
32) the form of the accounting sheet according to Appendix 32 to this order;
33) the form of the register of inventories of cases, documents according to Appendix 33 to this order;
34) the form of the inventory book of accounting cases, documents decorated with precious metals and stones, having precious metals and stones in the application according to Appendix 34 to this order;
35) the form of accounting and description sheet of the document referred to cultural values according to Appendix 35 to this order;
36) the form of the list of funds containing especially valuable documents according to Appendix 36 to this order;
37) the form of inventory of especially valuable cases, documents according to Appendix 37 to this order;
38) the form of the list of numbers of especially valuable cases (number plate) according to Appendix 38 to this order;
39) the form of the register of inventories of especially valuable cases, documents according to Appendix 39 to this order;
40) the form of the book of accounting of receipts of the insurance Fund and the fund use on microfiche according to Appendix 40 to this order;
41) the form of the registration book of receipts of the insurance fund and the use fund on a roll film according to Appendix 41 to this order;
42) the form of the insurance fund inventory on microfiche according to Appendix 42 to this order;
43) the form of the insurance fund inventory on a roll film according to Appendix 43 to this order;
44) the form of internal inventory of documents of the case according to Appendix 44 to this order;
45) the form of the act on seizure of original storage units, archival documents according to Appendix 45 to this order;
46) the form of the act on separation, consolidation of cases, inclusion of new documents into the case according to Appendix 46 to this order;
47) the form of the act of description of documents, processing of inventories according to Appendix 47 to this order;
48) the form of the act on declassification of documents according to Appendix 48 to this order;
49) the form of composition of the guidebook requisites according to Appendix 49 to this order;
50) the form of the archival inquiry according to Appendix 50 to this order;
51) the form of the archival extract according to Appendix 51 to this order.
2. The Department of archives and documentation of the Ministry of Culture and Sports of the Republic of Kazakhstan in accordance with the procedure established by legislation shall ensure:
1) state registration of this order in the Ministry of Justice of the Republic of Kazakhstan;
2) sending of this order in electronic form in the Kazakh and Russian languages to the Republican state enterprise on the right of economic management "Republican center of legal information" for official publication and inclusion to the Standard control bank of regulatory legal acts of the Republic of Kazakhstan within ten calendar days from the date of its state registration;
3) placement of this order on the Internet resource of the Ministry of Culture and Sports of the Republic of Kazakhstan within two working days after its entry into force;
4) submission of information on implementation of measures to the Department of legal service of the Ministry of Culture and Sport of the Republic of Kazakhstan within two working days after implementation of measures provided for in this paragraph.
3. Control over execution of this order shall be assigned to the supervising Vice-Minister of Culture and Sport of the Republic of Kazakhstan.
4. This order shall be enforced after its first official publication.
| Minister of Culture and Sport |
| of the Republic of Kazakhstan A. Mukhamediuly |
| Appendix 1 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 |
|
| Form of inventories of cases, documents of permanent storage |
Inventory of cases, documents of permanent storage, compiled in the archive
Archival fund № _____
Inventory № ______ of cases, documents of permanent storage
_______________________________________________
(official name of the organization)
for___________ year (s)
Serial number | Office indexes or numbers based on the old inventory | The title of the case | Deadlines | Number of sheets | Note |
1 | 2 | 3 | 4 | 5 | 6 |
Included in the inventory ______________________________________________________
cases № from № ____________________________________________________________
(in figures and words)
__________________________________________________________________________
(position, surname, initials, signature of the persons (s), compiling it
the section (s) of the inventory)
__________________________________________________________________________
(position, surname, initials, signature of the custodian)
__________________________________________________________________________
(position, surname, initials, signature of the head of the department)
_________________________________
(date of compilation of the section (s) of inventory)
Agreed by the protocol of
expert-verification commission
(expert commission)
of local executive body (archive)
from ____ _______ year № _____
Format A4 (210X297)
| Approve ______________ (position, surname, initials of the head of organization) ______________ (signature of the head of organization) ______________ (date) |
Inventory of cases, documents of permanent storage of the organization
Archival fund № _____
Inventory _________ of cases, documents of permanent storage
___________________________________________________
(official name of the organization)
for ___________ year (s)
Serial number | Index of the case | The title of the case (volume part) | Deadlines | Number of sheets in the case (volume, parts) | Note |
1 | 2 | 3 | 4 | 5 | 6 |
Name of structural division of the organization | |||||
Name of the section "______" | |||||
In this (these) section (s) ____________________ of the inventory included ____________________ cases ____________________________
(section name) (in figures and words)
from № _____to № _____, including:
letter numbers: _____
missed numbers: _____
______________________________________________________________________
(position, surname, initials, signature of the persons (s) compiling the section (s) of the inventory)
_________________________________
(date of compilation of the section (s) of inventory)
Agreed by the protocol of the central expert commission (expert commission) of organization from ____ _______ year № _____ | Agreed by the protocol of expert- verification commission (expert commission) executive of the local body (archive) from ____ _______ year № _____ |
| Format A4 (210X297) | |
| Approve ___________________ (position, surname, initials of the head of organization) _____________________ (signature of the head of organization) _____________________ (date) |
Inventory of video documents of permanent storage
Inventory № ______
Number of the accounting unit | Number of the storage unit | Index, production number | Title of the document | Author | Performer of the work | Language | Date of recor-ding, rerecord-ding | Footage of video-recor-ding | Type and format of the record | Number of storage units | Composition of the text accompanying documentation | Note | |
origi-nal | copy | ||||||||||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 | 13 | 14 |
______________________________________________________
(name of the inventory with official name of the organization)
for __________ year (s)
In this (these) section (s) ____________________ of the inventory included ____________________ cases ______________________________
(section name) (in figures and words)
from № _____ to № _____, including:
letter numbers: ______, missing numbers: __________and text accompanying documentation to them. ___________________________________________________________________________________________ (position, surname, initials, signature of the person (-s), compiling section(s) of the inventory) _________________________________
____________________________ (date of compilation of the section(s) of inventory)
Agreed by the protocol of the central expert commission (expert commission) of organization from ____ _______ year № _____ | Agreed by the protocol of expert- verification commission (expert commission) executive of the local body (archive) from ____ _______ year № _____ |
| Format A4 (210X297) | |
| Approve ___________________ (position, surname, initials of the head of organization) _____________________ (signature of the head of organization) _____________________ (date) |
Inventory of film documents of permanent storage
Inventory № _____
______________________________________________________
(name of the inventory with official name of the organization)
for________ year (s)
Number of the accounting unit | Number of the storage unit | Index, production number (accounting number of organization) | Title of the document | Author | Date and place of shooting, production | Version (mute, audio, black and white, color, format, language) | Number of storage units/ footage | ||||
Negative | Double-negative | Phonogram (negative) | Magnetic phonogram (main, combined) | Intermediate positive | |||||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 |
continuation of the table
Number of storage units/footage | Composition of the text accompanying documentation | Note | |
Positive | Installation videos and color passports | ||
13 | 14 | 15 | 16 |
In this (these) section(s) __________________ of the inventory included ______________ units of account,
_______________(section name) ___________________(in figures and words)
___________________ storage units
(in figures and words) from № ______ to № ______ including:
letter numbers: ______, missed numbers: ______ and text accompanying documentation to them.
____________________________________________________________________
(position, surname, initials, signature of the persons (s) compiling the section (s) of the inventory)
_________________________________
(date of compilation of the section(s) of inventory)
Agreed by the protocol of the central expert commission (expert commission) of organization from ____ _______ year № _____ | Agreed by the protocol of expert- verification commission (expert commission) executive of the local body (archive) from ____ _______ year № _____ |
| Format A4 (210X297) | |
| Approve ___________________ (position, surname, initials of the head of organization) _____________________ (signature of the head of organization) _____________________ (date) |
Inventory of phonodocuments of gramophone record of permanent storage
Inventory № _____
______________________________________________________
(name of the inventory with official name of the organization)
for_______ year (s)
Number of the accounting unit | Number of the storage unit | Index, production number | Title of the document | Author | Performer of the work | Language | Date of production | Place of production | Serial number, diameter, material of gramoriginal | Playing time | Number of storage units | |
Gram-original | Gramophone record | |||||||||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 | 13 |
Continuation of the table
Composition of the text accompanying documentation | Note |
14 | 15 |
In this (these) section(s) __________________ of the inventory included ______________ units of account,
_______________(section name) ___________________(in figures and words)
___________________ storage units
(in figures and words) from № ______ to № ______ including:
letter numbers: ______, missed numbers: ______ and text accompanying documentation to them.
____________________________________________________________________
(position, surname, initials, signature of the persons (s) compiling the section (s) of the inventory)
_________________________________
(date of compilation of the section(s) of inventory)
Agreed by the protocol of the central expert commission (expert commission) of organization from ____ _______ year № _____ | Agreed by the protocol of expert- verification commission (expert commission) executive of the local body (archive) from ____ _______ year № _____ |
Note: the storage unit number of the phonodocument of a gramophone record (phonorecord) consists of the numbers of each of its sides and includes two digits, for example, 1-1, 1-2. For one-sided records, this column is not filled in.
| Format A4 (210X297) | |
| Approve ___________________ (position, surname, initials of the head of organization) _____________________ (signature of the head of organization) _____________________ (date) |
Inventory of magnetic recording phonodocuments of permanent storage
Inventory № _____
______________________________________________________
(name of the inventory with official name of the organization)
for_______ year (s)
Number of the accounting unit | Number of the storage unit | Index, production number | Title of the document | Author | Performer of the work | Language | Date of recording, rerecording | Place of recording, rerecording | Speed of the sound | Playing time | Type and the format of the magnetic tape | Number of storage units/footage | ||
original | copy | |||||||||||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 | 13 | 14 | |
continuation of the table
Composition of the text accompanying documentation | Note |
15 | 16 |
In this (these) section(s) __________________ of the inventory included ______________ units of account,
_______________(section name) ___________________(in figures and words)
___________________ storage units
(in figures and words) from № ______ to № ______ including:
letter numbers: ______, missed numbers: ______ and text accompanying documentation to them.
____________________________________________________________________(position, surname, initials, signature of the persons (s) compiling the section (s) of the inventory)
_________________________________
(date of compilation of the section(s) of inventory)
Agreed by the protocol of the central expert commission (expert commission) of organization from ____ _______ year № _____ | Agreed by the protocol of expert- verification commission (expert commission) executive of the local body (archive) from ____ _______ year № _____ |
| Format A4 (210X297) | |
| Approve ___________________ (position, surname, initials of the head of organization) _____________________ (signature of the head of organization) _____________________ (date) |
Inventory of permanent storage photo albums
Inventory № _____
______________________________________________________
(name of the inventory with official name of the organization)
for ________ year (s)
Number of a storage unit | Title (name) of the album | Author of the shooting | Deadlines of photo prints | Place of shooting | Number of photo prints | Composition of the text accompanying documentation | External features | Note |
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 |
In this (these) section(s) __________________ of the inventory included ______________ units of account,
_______________(section name) ___________________(in figures and words)
___________________ storage units
(in figures and words) from № ______ to № ______ including:
letter numbers: ______, missed numbers: ______ and text accompanying documentation to them.
__________________________________________________________________________
(position, surname, initials, signature of the persons (s) compiling the section (s) of the inventory)
_________________________________
(date of compilation of the section(s) of inventory)
Agreed by the protocol of the central expert commission (expert commission) of organization from ____ _______ year № _____ | Agreed by the protocol of expert- verification commission (expert commission) executive of the local body (archive) from ____ _______ year № _____ |
| Format A4 (210X297) | |
| Approve ___________________ (position, surname, initials of the head of organization) _____________________ (signature of the head of organization) _____________________ (date) |
Inventory of photodocuments of permanent storage
Inventory № _____
______________________________________________________
(name of the inventory with official name of the organization)
for ________ year (s)
Number of an accounting unit, storage units | Production number | Title (annotation) of the document (name of the filmstrip) | Author of shooting | Date of shooting | Place of shooting | Number of storage units/panorama frames | |||||
Negative | Double-negative | Positive | Photo print | Slide (projection slide) | Filmstrip | ||||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 |
Continuation of the table
Composition of the text accompanying documentation | Note |
13 | 14 |
In this (these) section(s) _________ of the inventory included _________ units of account,
_______________(section name) ___________________(in figures and words)
___________________ storage units
(in figures and words) from № ______ to № ______ including:
letter numbers: ______, missed numbers: ______ and text accompanying documentation to them.
____________________________________________________________________
(position, surname, initials, signature of the persons (s) compiling the section (s) of the inventory)
_________________________________
(date of compilation of the section(s) of inventory)
Agreed by the protocol of the central expert commission (expert commission) of organization from ____ _______ year № _____ | Agreed by the protocol of expert- verification commission (expert commission) executive of the local body (archive) from ____ _______ year № _____ |
| Format A4 (210X297) | |
| Approve ___________________ (position, surname, initials of the head of organization) _____________________ (signature of the head of organization) _____________________ (date) |
Inventory of electronic documents of permanent storage
Archival fund № _____
Inventory № _____
______________________________________________________
(name of the inventory with official name of the organization)
for ________ year (s)
Number of an accounting unit | Number of a storage unit | Title of accounting units | Deadlines of accounting units | Format of electronic documents | Volume (Mbyte) | Composition of the text accompanying documentation | Note |
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 |
In this (these) section(s) __________________ of the inventory included ______________ units of account,
_______________(section name) ___________________(in figures and words)
___________________ storage units
(in figures and words) from № ______ to № ______
In total, the inventory included ________________ units of account, _______________ storage units
(in figures and in words) (in figures and words)
from № ______ to № ______.
____________________________________________________________________
(position, surname, initials, signature of the persons (s) compiling the section (s) of the inventory)
_________________________________
(date of compilation of the section(s) of inventory)
Agreed by the protocol of the central expert commission (expert commission) of organization from ____ _______ year № _____ | Agreed by the protocol of expert- verification commission (expert commission) executive of the local body (archive) from ____ _______ year № _____ |
| Format A4 (210X297) | |
| Appendix 2 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form Approve ___________________ (position, surname, initials of the head of organization) _____________________ (signature of the head of organization) _____________________ (date) |
Inventory of cases of the personnel
Archival fund № _____
Inventory № _____
______________________________________________________
(name of the inventory with official name of the organization)
for ________ year (s)
Serial number |
Index of the case | The title of the case (the volume, part) | Date of the case (volume, part) | Period of storage of the case (volume, part) | Number of sheets in the case (volume, part) | Note |
1 | 2 | 3 | 4 | 5 | 6 | 7 |
Name of the structural division of the organization | ||||||
The name of the section "________" | ||||||
In this (these) section(s) __________________ of the inventory included ______________ cases,
______________(section name) ___________________(in figures and words)
from № ______ to № ______ including:
letter numbers: ______,
missed numbers: ______ __________________________________________________
(position, surname, initials, signature of the persons (s) compiling the section (s) of the inventory)
_________________________________
(date of compilation of the section(s) of inventory)
Agreed by the protocol of the central expert commission (expert commission) of organization from ____ _______ year № _____ | Agreed by the protocol of expert- verification commission (expert commission) executive of the local body (archive) from ____ _______ year № _____ |
| Format A4 (210X297) | |
| Appendix 3 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Official name of the organization |
Approve |
Act on allotment of documents to destruction that are not subject to storage
___________ № ____
(date)
The place of compilation
Documents selected for destruction from the archival fund
________________________________ (number and name of the archival fund)
on the basis of
___________________________________________________________________
(reference to normative and methodological documents for conducting expertise)
_____________________________________________________________________
Serial number | Name of group of documents | Deadlines | Inventory numbers | Numbers of storage units on inventories |
Number | Note |
1 | 2 | 3 | 4 | 5 | 6 | 7 |
Total ________________________________ storage units for
________________ year (s).
(in figures and words)
Number of storage units, deadlines, and a brief characteristic of the documents remaining for storage
____________________________________________________________________
__________________________________________________________________________
(surname, initials, signature of the head of the department (archives))
____________________
(date and number)
__________________________________________________________________________
(position, surname, initials, signature of the person, who processed the documents)
Documents submitted _____________________________ for processing by acceptance
(name of the organization)
invoice ___________________№ _____ ______________________________________.
(date) (signature of the custodian of funds)
Changes have been made to the accounting documents.
__________________________________________________________________________
(position, surname, initials, signature of the person, who conducted the ordering of cases, documents)
| Agreed by the Protocol of expert- verification commission (expert commission) of the local executive body from ____ _______ year № _____ Format A4 (210X297) Appendix 4 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form Approve ___________________ (position, surname, initials of the head of the archive) _____________________ (signature of the head of the archive) _____________________ (date) |
Act of acceptance and transfer of documents for storage ___________ № _________
(date)
____________________________________________________________________
(the reason for transfer)
____________________________________________________________________
(name of the transferred archival fund)
____________________________________________________________________ passed,
(name of the submission organization)
______________________________________________________________________ accepted
______________________________________________________________________
(name of the archive) documents of the named fund and scientific reference apparatus for them
Serial number | Name, the number of inventory | Number of inventory copies | Number of storage units | Note |
1 | 2 | 3 | 4 | 5 |
Total accepted _____________________________________ storage units.
________________________________________ |
______________________________________ |
The archival fund is assigned № _____.
Changes have been made to the accounting documents.
____________________________________________________________________
(position, surname, initials, signature of the person (s) who made the changes)
____________________________________________________________________
(date of making changes to accounting documents)
Approve _________________________________________________________________
(position, surname, initials of the head of the submission organization)
__________________________________
(signature of the head of the organization)
__________________________________
(date)
| Format А4 (210297) | |
| Appendix 5 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Official name of the organization |
Approve |
Act of acceptance of documents of personal origin for storage ______ № _____
(date)
Based on the decision of the expert-verification commission (protocol
___________№ _____ dated)
and contract dated _________________________________________________________
__________________________________________________________________ passed,
(surname, initials of the possessor/owner)
documents accepted ________________________________________________________
(general characteristics of documents)
__________________________________________________________________________
in number _____________ storage units (conditional) _________ documents (sheets) by
archival acceptance inventory.
The archival fund is assigned № _____.
____________________________________________________________________
(position, surname, initials, signature of the possessor/owner)
____________________________________________________________________
(position, surname, initials, signature of the archive employee)
Changes were made to the accounting documents based on the results of description.
____________________________________________________________________
(position, surname, initials, signature of the person who made the changes)
__________________________________________
(date of making changes to accounting documents)
| A4 format (210X297) Appendix 6 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Official name of the organization |
Approve |
Act of return of archival documents of personal origin
_______________ № __________
(date)
Based on the decision of the expert- verification commission (protocol
______ № _____ dated)
based on the description of archival documents of the fund № _________________ were allocated for_________________________________________________
(name of the fund)
return of the following archival documents to the owner: __________________________
____________________________________________________________________
(a brief description of the documents and the reasons for their return to the owner is stated)
Total: ____________________ storage units________________ documents (sheets).
____________________________________________________________________
(position, surname, initials, signature of the archive employee)
Documents received _____________________________________________________________
(position, surname, initials, signature of the possessor/owner)
Changes were made to the accounting documents based on the results of the description.
____________________________________________________________________
(position, surname, initials, signature of the person who made the changes)
__________________________________________
(date of making changes to accounting documents)
| Format A4 (210X297) | |
| Appendix 7 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Form of the card of fund topographical index
Front side
Name of the archival fund ________ |
Archival fund № _________ |
Inventory №___ | Units of storage from №___ to №___ |
Rack № ___ | Cabinet № | Shelf № | Note |
1 | 2 | 3 | 4 | 5 | 6 |
Back side
1 | 2 | 3 | 4 | 5 | 6 |
| Format А5 (148Х210) or А6 (148Х105) | |
| Appendix 8 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form of the card of stack |
|
| topographical index |
Front side
Stack №______________________ |
Bulk ___________________ |
Cabinet № ___ | Shelf № ___ | Archival fund № ____ | Inventory № ___ |
Units of storage from №___ to №___ | Note |
1 | 2 | 3 | 4 | 5 | 6 |
Back side
1 | 2 | 3 | 4 | 5 | 6 |
| Format А5 (148Х210) or А6 (148Х105) | |
| Appendix 9 | |
| to the order of the Minister of | |
| Culture and Sport | |
| of the Republic of Kazakhstan | |
| № 62 dated March 12, 2019 | |
| Form |
Check sheet of availability and state of archived documents
Checksheet №_____, of availability and state of archived documents
____________________________________________________________________
(number and name of the archival fund)
The check was conducted by _____________________________________________
(position, surname, initials, signature)
____________________________________________________________________
persons (s) who have checked availability and state of cases and documents)
Availability of documents | |||||||||||
Inventory numbers | Number of storage units listed in the inventory | Technical errors identified | Listed in the inventory as a result of eliminating technical errors | Numbers of storage units issued for temporary use | Not available | Available (described) | |||||
Letter numbers not reflected in the final entry | Missed numbers not reflected in the final entry | Others, as a result of which the volume | |||||||||
не учтенные | не перечислены, но учтены в объеме | не учтенные | не перечислены, но учтены в объеме | increased | decreased | ||||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 |
continuation of the table
Availability of documents | Documents state | ||||||||||
There are not included in the inventory (temporary codes of unprocessed storage units) | Numbers of storage units, requiring: | Numbers of storage units that are irreparably damaged | Note | ||||||||
disinfection | disinsection | restoration | binding or filing | recovery of fading texts | |||||||
13 | 14 | 15 | 16 | 17 | 18 | 19 | 20 | 21 | 22 | 23 | 24 |
Total there are __________ storage units included and not included in the inventory.
(in figures and words)
____________________________________________________________________
(position, surname, initials, signature of the person (s) who made the changes)
______________________________
(checksheet date)
Note: when checking availability and state of audio-visual and machine-readable (electronic) documents, appropriate clarifications shall be made.
| Format А3 (297х420) Appendix 10 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Official name of the organization |
Approve |
Act of checking availability and state of archived documents __________ № ________ (date)
Archival fund № _____
Name of the archival fund ___________________________________________________
Inventory numbers _________________________________________________________
The check was conducted from ______________ till _______________________________
The check established:
1. Listed according to the inventory ____________________________________________ storage units.
(number)
2. Technical errors identified:
2.1. Have letter numbers:
1) not included in the final record ___________________________________ storage units;
(number)
2) not listed, but included in the final record __________________ storage units;
(number)
2.2. Missed numbers:
1) not included in the final record ___________________________________ storage units;
(number)
2) not listed, but included in the final record __________________ storage units;
(number)
2.3. Others, resulting in an increase in volume by ____________________ storage units;
(number)
decreased by ___________________________________________________ storage units.
(number)
3. Listed in the inventory as a result of elimination of technical errors
_______________________________________________________ storage units.
(number)
4. Not available _________________________________________ storage units.
(number)
5. Available on this fund (included in the inventory)
_______________________________________________________________ storage units;
of which requiring:
1) disinfection ___________________________________________________ storage units;
(number)
2) disinsection ___________________________________________________ storage units;
(number)
3) restoration ____________________________________________________ storage units;
(number)
4) binding or filing ________________________________________________ storage units;
(number)
5) restoration of fading texts ________________________________________ storage units;
(number)
6) irreparably damaged ____________________________________________ storage units;
(number)
7) _______________________________________________________________________;
8) _______________________________________________________________________;
9) _______________________________________________________________________;
10) ______________________________________________________________________;
11) ______________________________________________________________________.
6. Available not included in the inventory _____________________________ storage units.
(number)
7. Total for this fund (included and not included in the inventory), available
_______________________________________________________________ storage units.
(number)
8. Characteristics of their storage conditions.
Negative phenomena in the state and conditions of storage.
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
The check was conducted by:
__________________________________________________________________________
(position, surname, initials, signature of the person conducting the check)
Agreed:
__________________________________________________________________________
(position, surname, initials, signature of the head of the department (archives)
______
(date)
| Format А4 (210Х297) | |
| Appendix 11 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 |
|
| Form |
Official name of the organization |
Approve |
Act on technical errors in accounting documents
___________ № ___________
(date)
Archival fund № __________
Name of the fund _____________________________________________________
In the course of performing _______________________________ technical errors in the records were identified:
The title of the document | Existing record | Should be written |
1 | 2 | 3 |
As a result, the number of storage units increased (decreased) by
______________________________________________________________ storage units.
(in figures and words)
Note: ____________________________________________________________________
_________________________________________________________________________
(position, surname, initials, signature of the archive employee)
Changes were made to the accounting documents based on the results of the description.
_________________________________________________________________________
(position, surname, initials, signature of the person who made the changes)
__________________________________________________________________________
(date of making changes to accounting documents)
| Format А4 (210Х297) | |
| Appendix 12 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Official name of the organization |
Approve |
Act on detection of archival documents
___________ № ___________
(date)
In course of __________________________________________________________ it was discovered
(type of work)
______________________________________________________________________
(in the fund, storage, and working room)
Serial number | Title of storage units | Code (if any) | Deadlines | Number of sheets (the playing time, footage) | To which archival fund belongs (new code) | Note |
1 | 2 | 3 | 4 | 5 | 6 | 7 |
Total detected _______________________________________________ storage units.
(in figures and words)
____________________________________________________________________
(position, surname, initials, signature of the archive employee)
Changes were made to the accounting documents based on the results of description.
____________________________________________________________________
(position, surname, initials, signature of the person who made the changes)
_________________________________________
(date of making changes to accounting documents)
| Format А4 (210Х297) Appendix 13 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Official name of the organization |
Approve |
Act of irreparable damage to documents
__________ № __________
(date)
Archival fund № __________
Name of the archival fund __________________________________________________
There are ___________ storage units found to be irreparably damaged in the archival fund
Inventory number | Storage units number | Title of damaged storage units | Deadlines | Number of sheets (playing time, footage) | Nature and causes of damage |
1 | 2 | 3 | 4 | 5 | 6 |
Total found irreparably damaged _______________________ storage units.
(in figures and words)
____________________________________________________________________
(surname, initials, signature of the head of the department)
____________________________________________________________________
(surname, initials, signature of the custodian of funds)
The listed documents are subject to writing-off due to ____________________
____________________________________________________________________
____________________________________________________________________
(position, surname, initials, signature of the expert)
________
(date)
Agreed by the protocol of the central expert commission (expert commission) of organization from ____ _______ year № _____ | Agreed by the protocol of expert- verification commission (expert commission) executive of the local body (archive) from ____ _______ year № _____ |
Changes were made to the accounting documents based on the results of description.
____________________________________________________________________
(position, surname, initials, signature of the person who made the changes)
__________________________________________
(date of making changes to accounting documents)
| Format А4 (210Х297) Appendix 14 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form of the accounting card of undetected archival document |
Front side
In the archives ______________________________________________________________
(name of the archives)
Name of the archival fund ____________________________________________________
Date of the document non-detection _____________________________________________
Serial number | Storage units number | Title of storage units | Deadlines | Number of sheets (playing time, footage) |
1 | 2 | 3 | 4 | 5 |
Back side
Mark on the progress of the search | Search result |
1 | 2 |
| Format А4 (210Х297) Appendix 15 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
An accounting card of archival documents on a paper basis with damages of the carrier
Archival fund № __________
Inventory № __________________
Case № __________________________________________________________________
(with a note on its belonging to the objects of national heritage of the Republic of Kazakhstan or especially valuable)
Volume, deadlines of documents _______________________________________________
Index of a group (subgroup) of defects | Signs of the carrier damage | Numbers of damaged sheets of the case | Total number of sheets | Note |
1 | 2 | 3 | 4 | 5 |
____________________________________________________________________
(position, surname, initials, signature of the person who filled out the card)
______
(date)
| Format А4 (210Х297mm) or А5 (210Х148 мм) | |
| Appendix 16 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
An accounting card of archival documents on a paper basis with damages of the text
Archival fund № __________
Inventory № __________________
Case № _________________________________________________________________
(with a note on its belonging to the objects of national heritage of the Republic of Kazakhstan or especially valuable)
Volume, deadlines of documents ______________________________________________
Index of a group (subgroup) of defects | Signs of the medium damage | Numbers of damaged sheets of the case | Total number of sheets | Note |
1 | 2 | 3 | 4 | 5 |
____________________________________________________________________
(position, surname, initials, signature of the person who filled out the card)
______
(date)
Format А4 (210Х297mm) or А5 (210Х148 мм)
| Appendix 17 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form of the accounting card of technical state of a video document |
Front side _________________________________________________________________
(the number of a storage unit)
Title of the video document ___________________________________________________
__________________________________________________________________________
Recording date _____________________ |
Recording format ___________________ |
Back side
______________________________________________________________________
(general characteristics of technical state of the video document)
Test results | |||
1. Magnetic media state | |||
2. Video level | |||
3. Audio signal level | |||
4. The presence of lines drops | |||
5. State of the videotape mechanism | |||
6. General assessment of technical state of the video document |
______________________________________________________________________
(position, surname, initials, signature of the person who filled out the card)
______________
(date of check)
| Format А4 (210×297) Appendix 18 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
An accounting card of technical state of the film document
_______________________________________________________
(the number of units of storage)
Production number _________________________________________________________
Name ____________________________________________________________________
Part № ______________________________, footage _____________________________
__________________________________________________________________________
(negative, countertype, intermediate positive indicating color or black and white,
sound or dumb)
base type _________________________________________________________________
(nitro or triacetate)
film type _________________________________________________________________
(indicating domestic or imported)
printed with ________________________________________________________________
(negative, countertype, etc., date prints)
checked __________________________________________________________________
(name of the type of work)
The test results are as follows:
Date | Plan | Perforation pitch | Percentage of shrinkage | Date | Plan | Perforation pitch | Percentage of shrinkage |
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 |
Note: in addition to the accounting card, a defect statement shall be made indicating the plan number and the nature of the defects.
Densities
Date | Frame number or coordinates of the measured area | Densities | Date | Frame number or coordinates of the measured area | Densities | ||||
Yellow | Purple | Blue | Yellow | Purple | Blue | ||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 |
______________________________________________________________________
(position, surname, initials, signature of the person who filled out the card)
______________
(date of check)
| Format А4 (210×297) Appendix 19 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form of the accounting card of a phonodocument technical state |
Front side
____________________________________________________________________
(the number of a storage units)
Type of a phonodocument _____________________________________________________
(gramophone original, gramophone record
__________________________________________________________________________
recording on a magnetic tape and others)
Production number __________________________________________________________
Kit element ________________________________________________________________
(original, copy)
Recording date ______________________________________________________________
Rerecording date ____________________________________________________________
Name of the organization where the record was made _______________________________
Recording medium __________________________________________________________
Recording speed ____________________________________________________________
Playing time _______________________________________________________________
Passport of technical state of the original gramophone ______________________________
__________________________________________________________________________
__________________________________________________________________________
(position, surname, initials, signature of the person who filled out the card)
______________
(date of check)
Back side
Date of check | Sound quality characteristics | Characteristics of physical and mechanical state of the recording medium | Conclusion on the need for restoration and preventive treatment | Type of restoration and preventive treatment | Signature |
1 | 2 | 3 | 4 | 5 | 6 |
| Format А4 (210×297) | |
| Appendix 20 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form of the accounting card of technical state of a photodocument |
Front side
______________________________________________________________
(the number of storage units)
Type of a photodocument _____________________________________________________
(negative, double-negative, positive, slide (projection slide), black and white, color)
Production number __________________________________________________________
Shooting date _______________________________________________________________
Photographic quality _________________________________________________________
Technical state of the photo layer _______________________________________________
Technical state of the base _____________________________________________________
Conclusion on the need for restoration and preventive treatment _______________________
__________________________________________________________________________
(position, surname, initials, signature of the archive employee) ________________________
(accounting date)
Back side
Type of restoration and preventive treatment ______________________________________
__________________________________________________________________________
(position, surname, initials, signature of the person who filled out the card)
______________
(accounting date)
Results of restoration and preventive treatment ____________________________________
__________________________________________________________________________
__________________________________________________________________________
(position, surname, initials, signature of the person who filled out the card)
______________
(accounting date)
| Format А4 (210×297) | |
| Appendix 21 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Official name of the organization |
Approve |
Act on non-detection of documents which search paths are exhausted
__________ № __________
(date)
Archival fund № __________
As a result, ______________________________ established the absence of the following documents in the fund. The measures taken by the archive to search for did not give positive results, in this connection, we consider it possible to remove from the register
Serial number | Number of the inventory | Storage units number | Storage units title | Deadlines | The number of sheets (playing time, footage) | Supposed causes of absence |
1 | 2 | 3 | 4 | 5 | 6 | 7 |
Total _________________________________________________________ storage units.
(in figures and words)
The contents of the lost documents can be partially filled out by the following cases:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
(surname, initials, signature of the head of the department)
__________________________________________________________________________
(surname, initials, signature of the archives manager)
__________________________________________________________________________
(surname, initials, signature of the chief custodian of funds)
_______ __________________________________________________________________
(number and date of permission of the authorized body
and relevant local executive body for de-registration of undetected documents,
the search paths of which are exhausted)
_______ ___________________________________________________________________
(number and date of the order of the Director of the archive for removal from accounting of undetected archive documents,
the search paths of which are exhausted)
Changes have been made to the accounting documents.
__________________________________________________________________________
(position, surname, initials, signature of the person who made the changes)
__________________________________________
(date of making changes to accounting documents)
| Format А4 (210×297) | |
| Appendix 22 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
List of main defects found in film documents
Serial number | Name of the defect | Determining the type of defect | Causes of occurrence | Consequences | Note |
1 | 2 | 3 | 4 | 5 | 6 |
1 | Emulsion scuff | Emulsion surface damages |
Frequent use | Poor quality image | |
2 |
Friction strips | Network of thin scratches along the roll on the film | Rewinding in spurts, manually tightening the roll of film |
The stripes look like rain on the screen | |
3 | Scratches: small, dashed, medium, deep | Surface damage of the base |
Frequent use | Dark strokes on the screen | |
4 |
Damage of the perforation: a small notch, a medium notch, a deep notch | Break of the edge or corner of the perforation | Film tension, mismatch between the perforation of the film and the teeth of a gear drum on the sound editing table or in the movie projector | Leads to a burst of film. Frame shaking on the screen | |
5 | Dirt, fingerprints | Work without gloves. Careless handling | Spots on the image on the-screen | ||
6 |
Joining | Film rush |
Non-synchronous sound, image | ||
7 |
Silver metallic drop |
Small white spots on the emulsion | Non-compliance with technical regulations for film development |
Small dark spots on the screen | |
8 | Oil spots on the emulsion | Printing on a copy machine, showing on the projector | Film sticking in a roll | ||
9 |
Decomposition of the emulsion | Peeling of the emulsion layer from the film base | Processing when printing in solutions at high temperatures | Disappearance of the image | |
10 |
Adhesion of the emulsion layer | Non-compliance with the preventive regime during conservation and preventive treatment | Clicks, sound fading | ||
11 | Haze | The image is not fixed and has a spotty appearance of the film (in the reflected light, the film appears yellowish or greenish) | Non-compliance with the technical regulations for the film development | Non-contrast image on the screen | |
12 | Mould | Gray coating on the film, more often on the edges of the perforation | Non-compliance with the temperature and humidity storage conditions | Loss of image | |
13 |
Film discharges | Thin dark stripes on the film | Film tightening at high shrink |
Dark stripes on the image on the screen | |
14 | Non synchronism of the image with sound | Mismatch of the image with sound | Non-compliance with technical regulations for film printing | The image is not synchronous with the sound on the screen |
The main defects found in phonodocuments.
Serial number | Name of the defect | Determining the type of defect | Causes of occurrence | Consequences | Note |
1 | 2 | 3 | 4 | 5 | 6 |
1 | Warping | Twisting of the in tape width | Non-compliance with the temperature and humidity storage conditions | Periodic loss of sound when listening | |
2 | Curvature |
Extension of the tape in length |
Non-compliance with temperature and humidity storage conditions | Poor-quality sound (floating sound), the magnetic tape is difficult to rewind, a magnetic tape falls out of the roll | |
3 |
Film aging | Shedding of the ferromagnetic layer | Expired storage period |
Sound loss | |
4 | Damage to the base: film kinks, film dents, tearing of the film | Non-compliance with the rules for working with phonodocuments | Large number of joinings, partial loss of sound | ||
5 |
Blockage of high frequencies |
Unprofessional recording or rerecording | Dullness of recording, illegibility of speech | ||
6 |
Blockage of the low frequencies |
Unprofessional recording or rerecording | Depriving the recording of juiciness, violation of the color of the timbre | ||
7 | Sound attenuation | Lowering the recording level during long-term storage | Poor sound quality | ||
8 |
Increased pause noise | Demagnetized tape noise | Inhomogeneity of powder particles and their uneven distribution in the working layer | Uniform hiss | |
9 |
The effect of "swimming" sound | Change of the sound tone that is observed when listening to phonodocuments | The result of fluctuations in the speed of movement of the tape by tape drive mechanism in the tape recorder | Poor sound quality | |
10 |
Copy effect |
Sound with multiple repetitive echoes | Non-compliance with storage rules | ||
11 | Fragmentary recording | No beginning or end in the record |
Main defects found in photos and video documents
Serial number | Name of the defect | Determining the type of defect | Causes of occurrence | Consequences | Note |
1 | 2 | 3 | 4 | 5 | 6 |
1 | Fingerprints on the image |
Work without gloves | Spots on the negative | ||
2 | Nail dents by emulsion |
Work without gloves | Dent on the negative | ||
3 |
Plank bend | Non-compliance with the rules for working with documents |
Partial loss of image | ||
4 | The traces of ink | Non-compliance with the rules for working with documents | Partial loss of image | ||
5 |
Lettering with a pen on the image | Non-compliance with the rules for working with documents |
Partial loss of image | ||
6 |
Scratches: small, sharp | Surface damage to the film | Non-compliance with the rules for working with documents |
Loss of image quality when recopying | |
7 | Oil spots on the emulsion | Non-compliance with technological regulations when developing the film | Short-term document storage | ||
8 |
A gust of perforation | Tear of the edge or corner of the film | Non-compliance with the rules for working with documents |
Short-term document storage | |
9 |
Glue spots on the emulsion | Non-compliance with the rules for working with documents | Partial loss of image | ||
10 | The faint image | Non-compliance with technological regulations when developing and printing | Non-contrast image | ||
11 | A solid image | Non-compliance with technological regulations when developing and printing | Darkened image | ||
12 |
Haze | The image is not fixed and has a mottled appearance of the film (in the reflected light, the film appears yellowish or greenish |
Non-compliance with technical regulations for film development |
Non-contrast image | |
13 | Yellowing of the emulsion | Poor fixation | Loss of image quality when recopying | ||
14 |
Deformation of the film | Non-compliance with the rules of temperature and humidity conditions |
Loss of image quality when recopying | ||
15 | Decomposition and sliding of the emulsion layer | Processing when printing in solutions at high temperature | Image loss |
| Format А4 (210×297) | |
| Appendix 23 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Sheet-certifier of the case
Archival fund № _____
Inventory № ______________
Case № __________________
The case is filed and numbered in _______________________________ sheet (s), including:
(in figures and words)
lettered numbers of the sheet (s) ________________________________________________;
missed numbers of the sheet (s) ________________________________________________;
numbered blank sheets (s) ____________________________________________________;
sheet (s) of internal inventory _________________________________________________.
Features of formation, registration, physical state and accounting of a case documents | Numbers of sheets |
1 | 2 |
____________________________________________________________________
(position, surname, initials, signature of the person who filled out the sheet-certifier of the case)
________________
(date of filling out)
| Format А4 (210×297) |
Note:
1. The sheet-certifier is compiled for accounting the number of sheets in the case and fixing the features of their numbering.
2. The sheet-certifier is compiled on a separate sheet (s) and filed at the end of the case.
3. The number of numbered sheets of the case shall be indicated in figures and in words, and separately, through the sign "+" (plus) the number of sheets of internal inventory of the case documents.
4. The following features of numbering, registration, and physical state of the case documents are noted in the sheet-certifier:
1) means of postal circulation (stamps of all types, envelopes, postcards, forms, rubber stamps, stamps, seals);
2) seals and their prints;
3) autographs of prominent state and public figures, figures of science, technology and culture;
4) photo documents;
5) drawings, engravings and watercolors;
6) large-format documents;
7) glued sheets, damaged documents;
8) sheets with pasted photos, documents;
9)envelopes with attachments and the number of sheets (items) attached to them);
10) documents, having independent numbering (including typographic materials), and the number of their sheets (pages).
5. If there are several features of the document design on one sheet of the case, then, the number of this sheet shall be put down against each position of column 1 in column 2 of the sheet-certifier.
6. If there are several stamps and other materials on one sheet of the document, then, their number shall be indicated in column 2 in brackets after the number of the case sheet.
7. If there are items in the case that cannot be numbered due to the characteristics of the material from which they are made of (glass, metal, fabric, and others), then the number of sheets between which this item is located shall be indicated in column 2.
8. All subsequent changes in the composition and state of the case (damage, fading of the text, replacement of original documents with copies, joining of new documents) shall be noted in the sheet-certifier with reference to the relevant act.
9. The sheet-certifier shall not be numbered.
| Appendix 24 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Alternate-card of a storage unit Issued | |||||||
Number of archival fund |
Number of inventory of cases, documents | Number of a storage unit | To whom | Date of issue | Signature | Date of return | Signature |
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 |
| Format А4 (210×297) | |
| Appendix 25 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
A sheet of documents usage
Archival fund № _____
Inventory of cases, documents № _______
Case № _______
Name of the archival fund _______________________________________________
Title of the case _______________________________________________________
Date of usage | To whom issued (surname, initials) | Nature of usage (copying, extract, view, and others) | Numbers of used sheets | Signature of the person who used the document |
1 | 2 | 3 | 4 | 5 |
| Format А4 (210×297) | |
| Appendix 26 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Book of issuance of archival documents, copies of the usage fund from the
storage for temporary use
Started ______________
Finished ____________
Serial number | Date of issuance | Archival fund №___ | Inventory №___ | Storage unit №___ | To whom issued | Voucher for receipt | Voucher for return, date | Note |
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 |
| Format А4 (210×297) | |
| Appendix 27 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Order form for issuance of archival ocuments, copies of the usage fund from archives, inventories |
Front side
____________________________________________________________________
(name of the archive)
| I allow the issuance of documents ____________________________ (position, surname, initials of the head of the archive) ____________________________ (signature of the head of the archive) ____________________________ (date) |
____________________________________________________________________
(surname, initials, number of the user's personal file)
____________________________________________________________________
(surname, initials of the archive employee, name of the structural division)
_________________________________________________________________________
(research topic, purpose of issuance)
Archival fund №___ | Inventory №___ | Storage unit №___ | Title of the storage unit |
The number of sheets | Voucher for receipt of the user, date | Voucher for return of documents by the user of the reading room employee, date |
1 | 2 | 3 | 4 | 5 | 6 | 7 |
Back side
1 | 2 | 3 | 4 | 5 | 6 | 7 |
_______________________________________
(signature of the user, archive employee)
_________
(date)
| Format А5 (148Х210) | |
| Appendix 28 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Official name of the organization
Act on issuance of archival documents for temporary use
__________ № __________
(date)
Reason ___________________________________________________________________
For what purpose documents are issued _________________________________________
__________________________________________________________________________
The following storage units from the archival fund are issued ________________________
(name, number)
Inventory №___ | Storage unit № __ | Title of a storage unit | Number of sheets (playing time, footage) | Note |
1 | 2 | 3 | 4 | 5 |
Total issued ____________________ storage units (total number of sheets,
(in figures and words) playing time, footage), the term of return of cases, documents ____________________________.
Conditions for temporary use by the person receiving the cases and documents for temporary use:
1) cases, documents received for temporary use must be in an orderly state, filed, in covers, with numbered sheets and certification inscriptions;
2) cases and documents received for temporary use shall not be provided for the use by third parties, copies, extracts and certificates shall not be issued for them, any parts of the issued documents shall not be withdrawn, documents shall not be published without the 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 within the term, specified in the act.
The person receiving the cases and documents is warned of liability in case of destruction of documents of the National archival fund in accordance with Article 509 of the Code of the Republic of Kazakhstan "On Administrative Offences" dated July 5, 2014.
____________________________________________________________________
(position, surname, initials, signature of the person who issued the case, documents
for temporary use)
_____________________________
(date of issue of cases and documents)
______________________________________________________________________
(position, surname, initials, signature of the person who received the case, documents
for temporary use)
_____________________________
(date of acceptance of cases, documents)
Cases, documents returned in full, in an orderly state, filed and covered.
______________________________________________________________________
(position, surname, initials, signature of the person who passed the case, documents)
__________________________
(date of delivery of cases, documents)
____________________________________________________________________
(name of the position, surname, initials, signature of the person who accepted the case, documents)
___________________________
(date of acceptance of cases, documents)
| Format А4 (210×297) | |
| Appendix 29 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Book of accounting of documents receipts
Serial number | Date of receipt | Name of the organization (surname, initials of the person) from which the documents were received | Name, number and date of the document for which the documents were accepted | Name of the archival fund | Deadline for receipt of documents | Number of storage units or undescribed documents (sheets) | Brief description of the state | Fund number assigned to the received documents from the list of funds | Note |
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 |
Total in ________ year received _______________________ storage units, including:
(in figures and words)
____________________________________________________________________
____________________________________________________________________
(position, surname, initials, signature of the archive employee)
______________
(date)
Note: It is allowed to maintain a single book of accounting for receipts of all types documents, indicating their volumes in the final record in general archives.
| Format А3 (420Х297) | |
| Appendix 30 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
List of funds
Number of the archival Fund | Date of first receipt | Name of the archival fund | Retirement mark | Note |
1 | 2 | 3 | 4 | 5 |
Total for January 1, _____year ________________________________________ funds,
(in figures and words)
including, received for _______ year ________________________________ funds,
(in figures and words)
retired for ______ year _____________________________________________ funds.
(in figures and words)
__________________________________________________________________
(position, surname, initials, signature of the archive employee)
______________
(date)
| Format А4 (210×297) | |
| Appendix 31 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Fund sheet
Deadlines of each name of the archival fund | Name of the archival fund | ||
1 | 2 | ||
Date of first receipt of the archival fund | Location of the archival fund (name of the archive) | Archival fund number | |
Previous number of the archival fund | |||
1 | 2 | 3 | |
Accounting of unlisted documents
Recording date | Receipt | Retirement | Availability (balance) of storage units (documents, sheets) | ||
Name, number, date of the document | Number of storage units (documents, sheets) | Name, number, date of the document | Number of storage units (documents, sheets) | ||
1 | 2 | 3 | 4 | 5 | 6 |
Accounting of listed documents
Recording date | Receipt | Retirement |
Availability (balance) of storage units | ||||||
inventory number | year | name of the inventory or abstract (brief description of documents) | number of storage units | inventory number | name, number, date of the document | number of storage units | for this inventory | for the Fund as a whole | |
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 |
| Format А4 (210×297) | |
| Appendix 32 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Accounting sheet _____________________________________________________________
(name of the type of film and video documents)
Recording date | Receipt | Retirement | Availability (balance) | ||||||||||
Inventory number | Name, number, date of the document | Number of | Inventory number |
Name, number, date of the document | Number of | Inventory number | |||||||
Accounting units | Storage units | Accounting units | Storage unist | According to this inventory | By type in general | ||||||||
Accounting unist | Storage units | Inventories | Accounting unist | Storage units | |||||||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 | 13 | 14 |
Format А4 (297Х210)
__________________________________________________________________
(name of the type of phonodocuments)
Recording date | Receipt | Retirement | Availability (balance) | ||||||||||
Inventory number | Name, number, date of the document | Number of | Inventory number | Name, number, date of the document | Number | Number | |||||||
Accounting units | Storage units | Accounting units | Storage units | According to this inventory | |||||||||
originals | copies | originals | copies | Accounting units | Storage units | ||||||||
originals | copies | ||||||||||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 | 13 | 14 |
Continuation of the table
Availability (balance) | |||
Number | |||
In type as a whole | |||
inventories | Storage unit | Storage units | |
originals | copies | ||
15 | 16 | 17 | 18 |
Format А4 (210×297)
______________________________________________________________
(name of the type of audio-visual documents)
Recording date | Receipt | Retirement | Availability (balance) | ||||||||||
Inventory number | Name, number, date of the document | Number of |
Number of |
Name, number, date of the document | Number of | Number of | |||||||
Accounting units | Storage units | Accounting units | Storage units | according to this inventory | by type in general | ||||||||
Accounting units | Storage units | Inventories | Accounting units | Storage units | |||||||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 | 13 | 14 |
| Format А4 (210×297) | |
| Appendix 33 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Register of inventories of cases and documents
Serial number | Number of the archival fund | Name and number of the inventory | Number of storage units | Deadlines | Number of copies | Note | |
total | including the personnel | ||||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 |
Total for January 1, _____ year ______________________________________ inventories,
(in figures and words)
including received in _____ year _____________________________________ inventories,
(in figures and words)
retired in _____ year ___________________________________________ inventories.
(in figures and words)
______________________________________________________________________
(position, surname, initials, signature of the person who compiled the register)
__________
(date)
| Format А4 (210×297) | |
| Appendix 34 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Inventory book of accounting cases, documents, decorated with precious metals and stones,
having precious metals and stones in the application
Serial number | Recording date | Archival fund № ____ | Inventory №____ | Case №____ | Title of the case | Description of decoration of the case, subject | Material | Size (weight | Physical safety | Signature | Note |
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 |
Total __________________________________________________________ cases.
(in figures and words)
_______________________________________________________________
(position, surname, initials, signature of the person who filled out the book)
______________
(date)
| Format А4 (210×297) | |
| Appendix 35 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Sheet of accounting and descriptions of documents related to cultural values
__________________________________________________________________________
Date of inclusion of the document in the State register ______________________________
1. Document description
Name (title) of the document __________________________________________________
Self-naming of the document __________________________________________________
Type of the document _______________________________________________________
Document author __________________________________________________________
Date (time of creation) of the document ______________
Century __________________________________________________________________
Approximate date __________________________________________________________
Document language ________________________________________________________
Annotation _______________________________________________________________
_________________________________________________________________________
Historical information ______________________________________________________
________________________________________________________________________
Availability of precious metals and stones ________________________________________
__________________________________________________________________________
Paleographic features ________________________________________________________
__________________________________________________________________________
Seals _____________________________________________________________________
Artistic features of the document design _________________________________________
Property __________________________________________________________________
2. Physical state of the document
Material carrier ____________________________________________________________
Sizes ____________________________________________________________________
Volume __________________________________________________________________
Physical state _____________________________________________________________
Information about restoration _________________________________________________
3. The storage location of the document
The storage location of the document ___________________________________________
Address of the document storage location _______________________________________
Archive cipher: archival fund №._____, inventory №____, storage unit №____, accounting unit №____, sheets _____.
4. Service information
The document submitted by: _________________________________________________
Protocol of the expert-verification commission from ___________________ year № _____
Protocol of the central expert-verification commission from
_____________________ year № _______
Note: depending on the volume of annotation, historical information, and others, the sheet of accounting and description of the document can be filled out on two or more sheets.
| Format А4 (210×297) | |
| Appendix 36 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
The list of funds, containing especially valuable documents
Serial number | Number of the archival fund | Name of the archival fund | Inventory numbers, where especially valuable documents are contained. | Note |
1 | 2 | 3 | 4 | 5 |
Total for January 1_______year ___________________________________________ funds.
(in figures and words)
______________________________________________________________________
(position, surname, initials, signature of the archive employee)
______________
(date)
| Format А4 (210×297) | |
| Appendix 37 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form Approve ___________________ ( position, surname, initials of the head of the archive) _____________________ (signature of the head of the archive ) _____________________ (date) |
Inventory of especially valuable cases and documents
Serial number | Inventory number | Case number | Title of the case | Deadlines | Number of sheets | Number of accounting unit (storage unit) of the insurance fund | Note |
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 |
Total according to inventory _______________ cases, of which copied ________________.
(in figures and words)
______________________________________________________________________
(position, surname, initials, signature of the inventory compiler)
______________
(date)
Agreed
by the protocol of expert-verification
commission (expert commission)
of the local executive body
from ____ _______ year № _____
Note: the number of accounting unit of the insurance fund is indicated only for microfiche.
Format А4 (210×297)
| Appendix 38 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form Approve ___________________ ( position, surname, initials of the head of the archive) _____________________ (signature of the head of the archive ) _____________________ (date) |
List of numbers of especially valuable cases (number plate)
Serial number | Inventory number | Numbers of the cases | Numbers of accounting units (storage units) of the insurance fund | Note |
1 | 2 | 3 | 4 | 5 |
Total according to the list (number plate) ______________________________________________cases, of which
(in figures and words)
copied ________________________________________________________.
______________________________________________________________________
(position, surname, initials, signature of the compiler)
______________
(date)
Agreed
by the protocol of the central expert
commission (expert commission)
of organization
(archive)
from ____ _______ year № _____
Note: the number of the accounting unit of the insurance fund is indicated only for microfiche.
| Format А4 (210×297) Appendix 39 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Register of inventories of especially valuable cases and documents
Serial number | Number of the archival fund | Номер описи Inventory number (number plate) | Numbers of storage units | Number of copies | Note |
1 | 2 | 3 | 4 | 5 | 6 |
Total for January 1, _______ year _____________________inventories (number plates),
(in figures and words)
including received in _____ year ________________________ inventories (number plates),
(in figures and words)
retired in _____ year ____________________________________ inventories
(number plates).
(in figures and words)
__________________________________________________________________
(position, surname, initials, signature of the person who filled out the register)
______________
(date)
Format А4 (210×297)
| Appendix 40 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
The book of accounting of receipts of the insurance fund and the
usage fund on microfiches ____
(date)
Receipt number | Receipt date | Name, number, date of the document for which copies were accepted | Date of copying | Funds numbers | Inventory numbers | Number of cases included in the order | Number of storage units (microfiche) of the insurance fund | Usage fund | Note | |
Number of positives |
Number of | |||||||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 |
Total received for ______ year _______________________ accounting units (filmed cases),
(in figures and words)
of the insurance fund __________________________________ storage units (microfiche).
(in figures and words)
______________________________________________________________________
(position, surname, initials, signature of the archive employee)
______________
(date)
Note: the number of accounting units of the insurance fund, made on microfiche corresponds to the number of filmed cases.
| Format А4 (210×297) | |
| Appendix 41 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
The book of accounting of receipts of the insurance fund and the usage fund on a roll film
Number of storage units of the insurance fund | Receipt date | Name, number, date of the document for which copies were accepted | Date of copying | Numbers of archival funds | Numbers of inventories | Number of cases included in the storage units of the insurance fund | Insurance fund (number of rolls) | Usage fund Number | Note | ||
microfiche rolls of the 3rd generation | microfiche rolls of the 2nd generation | copies | |||||||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 |
Total received for ____year _________________________storage units of the insurance fund,
(in figures and words)
for ________________________________________________________cases.
(in figures and words)
______________________________________________________________________
(position, surname, initials, signature of the archive employee)
______________
(date)
Note: the content of the concepts of accounting units and storage units is identical.
Format А4 (210×297)
| Appendix 42 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Inventory of the insurance fund on microfiche.
Serial number (storage unit number) | Number of receipt in the accounting book of receipts | Inventory number | Case number | Number of storage units (microfiche) of the insurance fund | Number of frames of insurance fund accounting units | Date of copying | Note |
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 |
Total according to inventory _________________________ accounting units (filmed cases),
(in figures and words)
_____________________________________________________ storage units (microfiche).
(in figures and words)
_________________________________________________________________________
(position, surname, initials, signature of the inventory compiler)
______________
(date)
Note: inventory of the insurance fund on the microfiche is compiled separately for each archival fund, for one or more inventories of the fund's documents. The fund number is put down in the title page of the inventory. The number of accounting units of the insurance fund corresponds to the number of filmed cases.
| Format А4 (210×297) | |
| Appendix 43 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Inventory of the insurance fund on a roll film
Serial number (number of a storage unit) | Date of copying | Number of frames of the insurance fund | Number of cases included in the insurance fund | Information about cases included in the insurance fund storage unit | Note | |||
Numbers of archival funds | Inventory numbers | Numbers of cases | Number of frames (for each case separately) | |||||
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 |
Total according to inventory ___________________________________ storage units,
(in figures and words)
of the insurance fund for ______________________________________________ cases.
(in figures and words)
__________________________________________________________________________
(position, surname, initials, signature of the inventory compiler)
______________
(date)
Note: the content of the concepts of accounting units and storage units is identical.
| Format А4 (210×297) | |
| Appendix 44 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
The internal inventory of documents of the case
Serial number | Office index | Date | Title of the document | Number of sheets | Note |
1 | 2 | 3 | 4 | 5 | 6 |
Total ___________________________________________________sheets of documents.
(in figures and words)
Number of sheets of internal inventory ___________________________________ sheets.
in figures and words)
______________________________________________________________________
(position, surname, initials, signature of the person who filled out the internal inventory)
______________ (date)
| Format А4 (210×297) | |
| Appendix 45 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Official name of the organization |
Approve |
Act on seizure of original storage units, archival documents
__________ № ________________ (date)
As a result ________________________________________________________________
on the basis of _____________________________________________________________
seized from the archival fund № ______________________________________________
(name of the archival fund)
and transferred _____________________________________________ (receipt attached)
(surname, name, patronymic (if any) of the person)
Inventory number | Storage unit number | Title of the storage unit | Numbers of seized sheets | Name of the seized document |
1 | 2 | 3 | 4 | 5 |
Total seized _______________________________ storage units, archival documents on
(in figures and words)
______________________________________ sheets.
(in figures and words)
Instead of the seized storage units, archival documents in the fund, case included (not included) their copies on ________________________________ sheets (underline as necessary).
(in figures and words)
__________________________________________________________________________
(position, surname, initials, signature of the head of the archive)
______________
(date)
______________________________________________________________________
(position, surname, initials, signature of the head of the department)
______________
(date)
______________________________________________________________________
(position, surname, initials, signature of the chief custodian of funds)
______________
(date)
Changes have been made to the accounting documents.
______________________________________________________________________
(position, surname, initials, signature of the person who made the entry)
______________
(accounting date)
| Format А4 (210×297) | |
| Appendix 46 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Official name of the organization |
Approve |
Act on separation, consolidation of cases, inclusion of new documents in the case
(underline as necessary) __________ № __________
(date)
Archival fund № __________
Name of the archival fund ___________________________________________________
In the course of ___________________________________________________________
(specify the type of work)
separation, consolidation of cases, inclusion of new documents in cases were made.
Serial number | Inventory number | Number of the case | Title of the case | Number of sheets | New codes of the case | New number of sheets | Note |
1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 |
As a result, the number of cases in the archival fund increased (decreased) by
______________________________________________________________________.
(in figures and words)
______________________________________________________________________
(position, surname, initials, signature of the archive employee)
______________
(date)
Changes have been made to the accounting documents.
______________________________________________________________________
(position, surname, initials, signature of the person who made the entry)
__________________
accounting date)
| Format А4 (210×297) | |
| Appendix 47 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Official name of the organization |
Approve |
Act of describing documents, processing inventories (underline as necessary) __________ №
______________ (date)
Archival fund № ___________________
(name of the fund)
As of _______________________ in the archival fund № ___________ by accounting
(start date)
data listed ________________ inventories, _____________ storage units,_______ archival documents, ___________________ placer sheets for _________ for years.
Received for work: according to the inventory № ______ _______________storage units not described
__________ storage units,___________ archival documents, __________ sheets.
As a result ______________________________________ the following changes have occurred:
(name of the work)
_______________ storage units (documents, sheets) that are not subject to storage have been allocated);
_______________ storage units (documents, sheets) returned to the owner;
_______________ storage units transferred to the scientific-reference library;
___________ storage units (documents, sheets) transferred to other archival funds
____________storage units (documents, sheets) transferred to other archives;
_____________ storage units combined with other units of storage;
_______________storage units formed from placer;
_____________ storage units (documents, sheets) received from other funds;
included recomposed inventory of _______________storage units.
Inventories have been drawn up again № ________________on _______________ storage units
______________________________________________________________________
As of ________________________ in the archival fund № ________________
(date of completion)
listed ______________ inventories, ______________ storage units for ___________ years.
The following types of work were carried out:
______________________________________________________________________
(types of work performed are listed)
Compiled for a named catalogue ___________________ descriptions,
for a systematic catalogue __________________________ descriptions.
The following reference apparatus has been compiled for the cases inventories of the fund:
________________________
(list which one)
______________________________________________________________________
The work was completed by: _______________________________________________
(position, surname, initials, signature of archive employees)
______________
(date)
The work was accepted by: __________________________________________________
(position, surname, initials, signature of the person who made the entry)
______________
(date)
Descriptions for the database/catalogue (underline as necessary):
______________________________________________________________________
(position, surname, initials, signature of the archive employee)
__________
(date)
Documents of the fund and reference apparatus were accepted by.
______________________________________________________________________
(position, surname, initials, signature of the custodian of funds)
______________
(date)
Changes have been made to the accounting documents by.
(position, surname, initials, signature of the archive employee)
_____________
(date)
Agreed
by the protocol of expert-verification
commission (expert commission)
of local executive body (archive)
dated ____ _______ year № _____
| Format А4 (210×297) | |
| Appendix 48 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Official name of the organization |
Approve |
Act on declassification of documents __________ № __________ (date)
Commission ______________________________________________________________
(name of the commission)
Protocol № ______ dated _________ ____
declassified the documents of the archival fund _________
______________________________________________________________________
(number and name of the archival fund)
Serial number | Inventory number | Number of declassified storage units | Numbers of fully declassified storage units | Numbers of storage units that have been partially declassified, indicating the numbers of sheets of non-declassified documents | Note | |
fully | partially | |||||
1 | 2 | 3 | 4 | 5 | 6 | 7 |
Total declassified ____________________________________ storage units
(fully)
(in figures and words)
for ______________________________________________________________________
(chronological framework of documents) storage units (partially)
for ______________________________________________________________________
(chronological framework of documents)
______________________________________________________________________
(position, surname, initials, signature of the archive employee)
______________
(date)
Accepted for open storage ______________________________________ storage units
(in figures and words)
in ______________________________________________________________________
(archives)
(position, surname, initials, signature of the archive employee)
______________
(date)
Changes have been made to the accounting documents by
______________________________________________________________________
(position, surname, initials, signature of the archive employee)
______________
(accounting date)
Note: listing of storage unit numbers using dashes is not allowed.
| Format А4 (210×297) | |
| Appendix 49 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
Composition of the guide requisites
1) Composition of requisites of the guide description by the archives funds:
Requisites | Additional requisites | ||
Serial number | Name of the requisite | Serial number | Name of the requisite |
1 | Number of the archival fund | 1 | Volume of cases on the personnel in the archival fund |
2 | Name of the archival fund | 2 | Volume of especially valuable documents in the archival fund |
3 | All renamings of the archival fund with the indication of deadlines | 3 | Volume of microfilms in the archival fund |
4 | Volume of the archival fund (number of storage units) | 4 |
Access to documents |
5 | Deadlines of documents | 5 | Location of materials supplementing the fund in this and other archives |
6 | Information on the history of the fund founder and the archival fund | 6 | Physical characteristics of the fund's documents |
7 | Internal structure of the archival fund | 7 | Composition of scientific- reference apparatus to the archival fund |
8 | Annotation of the composition and content of documents | 8 | Bibliography of publications of documents of the archival fund |
9 | Bibliography of works, written on the basis of the archival fund | ||
2) Composition of the requisites of the guide description by the archives funds:
Requisites | Additional requisites | ||
Serial number | Name of the requisite | Serial number | Name of the requisite |
1 |
Name of the archive | 1 | Volume of cases on the personnel in the archival fund |
2 |
Address data | 2 | Volume of especially valuable documents in the archival fund |
3 |
Number of the archival fund | 3 | Volume of microfilms in the archival fund |
4 | Name of the archival fund | 4 | Access to documents of the archival fund |
5 | All renamings of the archival fund with the indication of deadlines | 5 | Location of materials supplementing the fund in this and other archives |
6 | Volume of the archival fund (number of storage units) | 6 |
Physical characteristics of the fund's documents |
7 | Deadlines of documents | 7 | Composition of scientific- reference apparatus to the archival fund |
8 | Information on the history of the fund founder and the archival fund | 8 | Bibliography of publications of documents of the archival fund |
9 | Internal structure of the archival fund | 9 | Bibliography of works, written on the basis of the archival fund |
10 | Annotation of the composition and content of documents | ||
3) Composition of requisites of description of unannotated brief reference book on the archive funds:
Requisites | Additional requisites | ||
Serial number | Name of the requisite | Serial number | Name of the requisite |
1 |
Name of the archival fund | 1 | All renamings of the archival fund |
2 |
Number of the archival fund | 2 | Deadlines of the fund founder's activity |
3 | Volume of the archival fund (number of storage units) | 3 | Composition of scientific- reference apparatus to the archival fund |
4 | Deadlines of documents | 4 | |
4) The composition of requisites of description of the annotated brief reference book on the archive funds:
Requisites | Additional requisites | ||
Serial number | Name of the requisite | Serial number | Name of the requisite |
1 | Name of the archival fund | 1 |
All renaming of the archival fund |
2 |
Number of the archival fund | 2 | Deadlines of the fund founder's activity |
3 | Volume of the archival fund (number of storage units) | 3 | Composition of scientific- reference apparatus to the archival fund |
4 | Brief information about the fund founder | 4 | Volume of cases (number of storage units) on the personnel in the archival fund |
5 | Deadlines of documents | ||
6 | Brief annotation of the composition and content of the fund's documents | ||
5) Composition of requisites of description of the unannotated brief reference book on the archives funds:
Requisites | Additional requisites | ||
Serial number | Name of the requisite | Serial number | Name of the requisite |
1 | Name of the archive | ||
2 | Address of the archive | ||
3 | Number of the archival fund | ||
4 | Name of the archival fund | ||
5 | Volume of the archival fund (number of storage units) | ||
6 | Deadlines of documents | ||
6) Composition of requisites of description of the annotated brief reference book on archives funds:
Requisites | Additional requisites | ||
Serial number | Name of the requisite | Serial number | Name of the requisite |
1 | Name of the archive | ||
2 | Address of the archive | ||
3 | Number of the archival fund | ||
4 | Name of the archival fund | ||
5 | Volume of the archival fund (number of storage units) | ||
6 | Deadlines of documents | ||
7 | Brief information about the fund founder | ||
8 | Brief annotation of the composition and content of the fund's documents | ||
7) Composition of requisites of description of the thematic guide on the archive funds:
Requisites | Additional requisites | ||
Serial number | Name of the requisite | Serial number | Name of the requisite |
1. |
Name of the thematic section | 1. | The name of the inventories |
2. | Name of the thematic subsection | 2. | Brief information about the fund founder |
3. | Number of the archival fund | ||
4. | Name of the archival fund | ||
5. | Deadlines of documents | ||
6. | Inventory number (inventories numbers) | ||
7. | Volume of the archival fund | ||
8. | Annotation of the composition and content of the fund's documents on the topic | ||
9. | Index | ||
8) Composition of requisites of description of the thematic guide on the archives funds:
Requisites | Additional requisites | ||
Serial number | Name of the requisite | Serial number | Name of the requisite |
1 | Name of the thematic section | 1. | Inventory name |
2 | Name of the thematic subsection | 2. | Brief information about the fund founder |
3 | Name of the archive | ||
4 | Address data | ||
5 | Number of the archival fund | ||
6 | Name of the archival fund | ||
7 | Volume of the archival fund (number of storage units) | ||
8 | Deadlines of documents | ||
9 | Inventory number | ||
10 | Annotation of the composition and content of the fund's documents on the topic | ||
11 | Index | ||
9) The composition of requisites of description of the systematic catalogue:
Requisites | Additional requisites | ||
Serial number | Name of the requisite | Serial number | Name of the requisite |
1 | Name of the archive | 1 | Document language |
2 | Index | 2 | Playback mode |
3 |
Heading | 3 | Surname of the compiler |
4 | Subheading | 4 | Date of compilation |
5 | Date of the event | ||
6 | Place of the event | ||
7 | Content | ||
8 | Name of the archival fund | ||
9 | Number of the archival fund | ||
10 | Number of inventory | ||
11 | Number of the case | ||
12 | Number of the sheet | ||
10) Composition of requisites of description of the thematic catalogue:
Requisites | Additional requisites | ||
Serial number | Name of the requisite | Serial number | Props name |
1 | Name of the archive | 1 | Document language |
2 | Index | 2 | Playback mode |
3 | Heading: Topic | 3 | Surname of the compiler |
4 | Subheading: Sub-topic | 4 | Date of compilation |
5 | Content | 5 | Personalia |
6 | Name of the archival fund | 6 |
Descriptors (keywords) |
7 | Date of the event | 7 | Document author |
8 | Place of the event | 8 | Addressee |
9 | Number of the archival fund | 9 | Geography |
10 | Number of inventory | ||
11 | Number of the case | ||
12 | Number of the sheet | ||
11) Composition of requisite of description of the thematic catalogue on history of the organization:
Requisites | Additional requisites | ||
Name of the requisite | Serial number | Name of the requisite | Props name |
1 | Name of the archive | 1 | Index of industry |
2 | Heading: name of the institution | 2 |
Type of institution |
3 | Content | 3 | Structure |
4 | Date of the event | 4 | Functions |
5 | Place of the event | 5 | Subordination |
6 | Name of the archival fund | 6 |
Jurisdiction |
7 | Number of the archival fund | 7 | Indication on publication of the document |
8 | Number of inventory | ||
9 | Number of the case | ||
10 | Number of the sheet | ||
12) Composition of requisites of description of the thematic catalogue on history of administrative-territorial division:
Requisites | Additional requisites | ||
Serial number | Name of the requisite | Serial number | Name of the requisite |
1 |
Name of the archive | 1 | Document language |
2 | Heading: Name of administrative-territorial unit | 2 | Playback mode |
3 |
Content | 3 | Surname of the compiler |
4 | Name of the archival fund | 4 | Date of compilation |
5 | Number of the archival fund | ||
6 | Number of inventory | ||
7 | Number of the case | ||
8 | Number of the sheet | ||
13) Composition of requisites of description of the personal catalogue:
Requisites | Additional requisites | ||
Name of the requisite | Serial number | Name of the requisite | Serial number |
1 | Name of the archive | 1 | Date of the event |
2 | Surname | 2 | Place of the event |
3 | Name | 3 | Nationality |
4 |
Patronomyc | 4 | Document language |
5 | Social status of a person | 5 | Playback mode |
6 | Name of the archival fund | 6 | Surname of the compiler |
7 | Number of the archival fund | 7 | Date of compilation |
8 | Number of inventory | 8 | Content |
9 | Number of the case | ||
10 | Number of the sheet | ||
14) Composition of requisites of description of the geographical catalogue:
Requisites | Additional requisites | ||
Serial number | Name of the requisite | Serial number | Name of the requisite |
1 |
Name of the archive | 1 | Document language |
2 | Index | 2 | Playback mode |
3 | Heading: name of a geographical object | 3 | Surname of the compiler |
4 | Subheading: name of a geographical object | 4 | Date of compilation |
5 | Content | ||
6 |
Date of the event | ||
7 | Name of the archival fund | ||
8 | Number of the archival fund | ||
9 | Number of inventory | ||
10 | Number of the case | ||
11 | Number of the sheet | ||
| Appendix 50 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 |
(archive name, zip code, address, phone number, fax number)
Archival inquiry
_______________ № __________ Addressee (date)
on № __________ from __________
Reason:
______________________________________________________________________
(position, surname, initials, signature of the head of the archive)
(position, surname, initials, signature of the person who executed the archival inquiry)
Seal of the archive
| Format А4 (210×297) | |
| Appendix 51 to the order of the Minister of Culture and Sport of the Republic of Kazakhstan № 62 dated March 12, 2019 Form |
_______________________________________________________________ (the name of the archive) Archival extract_________________
_______________ № __________
Addressee The Contents of the texts of archival documents:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Note:
_________________________________________________________________________
Archive code: fund № ____, inventory №____, storage unit №____, accounting unit №____, sheets _____.
______________________________________________________________________
(position, surname, initials, signature of the head of the archive)
______________________________________________________________________
(position, surname, initials, signature of the person who executed the archive extract)
Seal of the archive
| Format А4 (210×297) |