ORDER OF THE GOVERNMENT OF THE KYRGYZ REPUBLIC

of October 18, 2018 No. 483

About approval of the Regulations on procedure for reference of documents of National Archive Fund of the Kyrgyz Republic to especially important, unique documents, their accounting and storage, creation and storage of their insurance copies

According to article 5-1 of the Law of the Kyrgyz Republic "About National Archive Fund of the Kyrgyz Republic", articles 10 and 17 of the constitutional Law of the Kyrgyz Republic "About the Government of the Kyrgyz Republic" the Government of the Kyrgyz Republic decides:

1. Approve Regulations on procedure for reference of documents of National Archive Fund of the Kyrgyz Republic to especially important, unique documents, their accounting and storage, creation and storage of their insurance copies according to appendix.

2. This Resolution becomes effective after fifteen days from the date of official publication.

Appendix

to the Order of the Government of the Kyrgyz Republic of October 18, 2018 No. 483

Regulations on procedure for reference of documents of National Archive Fund of the Kyrgyz Republic to especially important, unique documents, their accounting and storage, creation and storage of their insurance copies

1. General provisions

1. This Regulations on procedure for reference of documents of National Archive Fund of the Kyrgyz Republic to especially important, unique documents, their accounting and storage, creation and storage of their insurance copies (further - the Provision) are developed according to the Law of the Kyrgyz Republic "About National Archive Fund of the Kyrgyz Republic" and regulate procedure for reference of documents of National Archive Fund of the Kyrgyz Republic (further - archive documents) to especially important, unique documents, stores organization, accounting treatment and ensuring safety of especially important, unique documents, creations and storages of their insurance copies.

2. The Public, departmental archives, archives of non-state legal entities perform activities according to requirements of this provision.

2. Reference of archive documents to especially important, unique documents

3. The documents determined by examination of value of documents and selection of documents for the state storage which are performed by the central expert survey board (further - TsEPK) republican governing body of archiving and the expert and checking methodical commissions (further - EPMK) of archives within their competence belong to especially important, unique documents of National Archive Fund of the Kyrgyz Republic (further - NAF).

4. The archive documents having inherent cultural and historical and scientific value, representing special importance for society and the state and concerning which the specific mode of accounting, storage and use, and also not having similar according to information containing in them and (or) their external signs is set, irreplaceable belong to especially important, unique documents when losing from the point of view of their value and (or) avtografichnost.

5. Reference of archive documents to especially important, unique documents is performed based on the solution of EPMK of archive. On each especially important, unique document the leaf of accounting and the description of especially important, unique document in form according to appendix 1 to this Provision is constituted.

6. In case of the questions concerning reference of archive documents to especially important, unique documents the special working group of number of competent and qualified specialists is created.

7. Detection of especially important, unique documents is performed step by step:

1) at the first stage the list of the funds which are presumably containing especially important, unique documents for form according to appendix 2 to this Provision is constituted.

Funds are determined proceeding from the following set of criteria of the informative value containing in archive documents: belonging to organization, fondoobrazovatel, authorship of the document, time of creation of the document, legal force of the document, authenticity of the document, availability of art features of the document;

2) at the second stage according to the list of the funds which are presumably containing especially important, unique documents in the chronological sequence by sheet viewing of archivings especially important, unique documents come to light. When studying inventories of cases inventories of the fondoobrazovatel reflecting their main activities are subject to first-priority consideration;

3) at the third stage sheet studying of archivings is carried out, at the same time studying of archive documents is carried out on their certain groups joint or connected on thematic and chronological signs, departmental subordination, etc.

8. Inclusion of archive documents in structure of especially important, unique documents is performed based on the following criteria:

- historical value;

- scientific value;

- authenticity;

- historical and cultural importance;

- publicity;

- belonging to historical event;

- belonging to certain historic figure;

- legal value;

- art and design features.

The archive document can be referred to category especially valuable, unique as on one (only historical value), and by several criteria at the same time.

9. After examination of archival value the inventory of sheets of accounting and the description of especially important, unique documents in form according to appendix 3 to this Provision which are considered at meeting of EPMK of archives is constituted.

10. Upon termination of planned work with fund the Statement of completion of work on reference of archive documents to especially important, unique documents in form according to appendix 4 to this Provision which is located to fund is drawn up.

3. Basic principles of the description of especially important, unique documents

11. The archive reference book - the reference book intended for information search about funds and archive documents. During creation of archive reference books the description of especially important, unique documents is carried out. The description of documents is understood as process of creation of secondary document information by analytical conversion of primary information containing in archive documents for the purpose of creation of information on documents for further search and use.

Basis of the archive reference book is the descriptive Article consisting of the following data:

- about information source;

- about structure and contents of information;

- about conditions of access and condition of use of information;

- about stories of fund (for the description of fund).

12. Treat data on source of information:

- name (name of fund, heading of storage unit, accounting unit, archive document);

- help and search data (archive code);

- description unit amount; extreme dates (date of creation) of archive documents in description unit;

- data carrier type (archive documents on paper basis and audiovisual documents).

13. Depending on type and type of the archive reference book the description of archivings is carried out at three levels:

- description of funds;

- description of units of storages/accounting units;

- description of archive documents.

14. If necessary the description of the archive document is carried out on groups of funds, groups of units of storages/accounting units, groups of archive documents.

4. Stores organization of especially important and unique documents

15. The stores organization of especially important, unique documents in archives provides:

- creation of optimal conditions of storage of archive documents;

- placement of archive documents in archive depositories, topografirovaniye;

- observance of procedure for issue of archivings from archive depositories;

- verification of presence and conditions of archive documents;

- creation of insurance copies of especially important, unique documents (further - insurance copies) and fund of use;

- ensuring physical and chemical safety of archive documents.

16. Ensuring safety of especially important, unique documents is assigned by the order of the director of the Public Records Office to the manager of the archive depository (the chief keeper of funds, the keeper of funds).

The manager of the archive depository (the chief keeper of funds, the keeper of funds) bears responsibility for safety of archive documents.

17. Especially important, unique documents are subject to permanent storage in the Public Records Offices, and also in archives of the state companies, organizations, the organizations having the right of storage of archive documents according to the Law of the Kyrgyz Republic "About National Archive Fund of the Kyrgyz Republic".

18. Optimal conditions of storage of especially important, unique documents are provided:

- construction, reconstruction and repair of archive buildings;

- equipment of archive buildings and archive depositories fire extinguishing means, security and fire alarm;

- use of technical means for creation of normative conditions of the temperature and moist, light, sanitary and hygienic modes in archive depositories;

- application of special means of storage and movement of archive documents (racks, cases, safes, boxes, folders, step-ladders, carts, etc.).

19. The building of archive shall be removed from:

- the industrial enterprises contaminating air dust and aggressive gases (chlorine, sulphurous gas, nitrogen oxides);

- the objects and constructions dangerous in the fire relation (oil tankages, filling stations, etc.).

20. In case of storage of especially important, unique documents on paper basis optimum temperature moisture conditions shall be supported: temperature 17 - 19 With, relative humidity of air of 50-55 percent. Air conditioning systems are used to maintenance of optimum temperature moisture conditions.

21. In archive depositories there shall be natural or artificial ventilation. Air conditioning systems shall provide recirculation of air with frequency rate of exchange 2-3 times a week, stability of temperature moisture conditions, purification of air of dust and aggressive impurity.

22. Storage of especially important, unique documents shall be performed in the dark. Protection of especially important, unique documents against the destroying effect of natural and artificial light is provided with document storage in cases, on racks of the closed type, and also in boxes and folders.

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