ORDER OF THE STATE COMMITTEE OF ARCHIVES OF UKRAINE ADMINISTRATION OF PUBLIC SERVICE OF SPECIAL COMMUNICATION AND INFORMATION SECURITY OF UKRAINE

of January 20, 2010 No. 4/7

About approval of the Regulations on the industry Public Records Office of Public service of special communication and information security of Ukraine

According to the Law of Ukraine "About National Archive Fund and archive organizations" and the order of the Cabinet of Ministers of Ukraine of October 21, 2009 "About creation of the industry Public Records Office of Public service of special communication and information security" we ORDER to N 1254-p:

1. Approve Regulations on the industry Public Records Office of Public service of special communication and information security of Ukraine which are applied.

2. To department of forming of National Archive Fund of management of clerical work, forming and storage of National Archive Fund of the State committee of archives of Ukraine (Kuznetsova M. I.) and to Management of documentary providing and archive of Administration of Public service of special communication and information security of Ukraine (Korniyenko of Page Yu.) submit this order in accordance with the established procedure on state registration to the Ministry of Justice of Ukraine.

3. This order becomes effective in 10 days after state registration in the Ministry of Justice of Ukraine.

4. To impose control over the implementation of this order on the vice-chairman of the State committee of archives of Ukraine and the vice-chairman of Public service of special communication and information security of Ukraine.

 

Chairman State committee of archives of Ukraine

O. P. Ginzburg

Chairman of Public service special communication and information security of Ukraine

Yu.B.Chebotarenko

IT IS APPROVED: Minister of Cultural Affairs and tourism of Ukraine

V. V. Vovkun

Approved by the Order of the State committee of archives of Ukraine, Administration of Public service of special communication and information security of Ukraine of January 20, 2010 No. 4/7

Regulations on the industry Public Records Office of Public service of special communication and information security of Ukraine

1. The industry Public Records Office of Public service of special communication and information security of Ukraine (further - Archive) is created according to the Law of Ukraine "About National Archive Fund and archive organizations" and the order of the Cabinet of Ministers of Ukraine of October 21, 2009 N 1254-p "About creation of the industry Public Records Office of Public service of special communication and information security" based on Management of documentary providing and archive of Administration of Gosspetssvyaz (further - UDOA).

The archive is liquidated according to the decision of the Cabinet of Ministers of Ukraine.

2. The archive in the activities is guided by the Constitution of Ukraine and the laws of Ukraine, acts of the President of Ukraine, the Cabinet of Ministers of Ukraine, regulatory legal acts of Administration of Gosspetssvyaz, Goskomarkhiva and this Provision.

3. The common directorship of the strategy of development of archiving in Gosspetssvyaz is performed by the Chairman of Gosspetssvyaz.

4. The archive carries out work according to the annual plan which is approved by the Chairman of Gosspetssvyaz, and reports to it on the carried-out work.

5. The archive performs acceptance, the state accounting and document storage of National Archive Fund (further - NAF) which were created in the course of activities of structural divisions of Administration, regional bodies, territorial subdivisions, institutions and organizations of Gosspetssvyaz, and also the companies which treat the sphere of management of Gosspetssvyaz (further - Divisions of Gosspetssvyaz), and creates conditions for use of these documents.

6. The archive stores:

the documents NAF on different data carriers displaying the main functions of Gosspetssvyaz;

microphotocopies of documents of insurance fund and fund of use of documents;

office departmental editions;

documents on staff of Divisions of Gosspetssvyaz;

documents of personal origin;

the printing editions supplementing archive documents and necessary for methodical and directory work;

documents of bodies and structural divisions which legal successor is Gosspetssvyaz, the liquidated organizations and the organizations which submitted to Gosspetssvyaz, and the companies which treated the sphere of management of Gosspetssvyaz.

7. The archive is the methodical center for questions of work with documents which are temporarily stored in Divisions of Gosspetssvyaz, and provides the organizational and methodical help of Gosspetssvyaz to Divisions concerning archiving.

8. Main objectives of Archive:

providing storage conditions and accounting of archive documents;

conducting the state accounting of documents NAF;

creation and stores organization of insurance fund of documents and fund of use;

detection of unique documents NAF;

creation and enhancement of the help device to the documents which are stored in Archive, ensuring automation of information retrieval processes;

completing of Archive documents of Divisions of Gosspetssvyaz;

conducting examination of value of documents for the purpose of their entering into NAF or withdrawals from it;

ensuring scientific and technical study of documents, their systematization;

control of safety of documents and organizational and methodical ensuring work with archive documents in Divisions of Gosspetssvyaz;

work with documents of personal origin concerning transfer of these documents for storage in Archive (in the written consent of the owner);

the organization in accordance with the established procedure uses of archive documents, issues of archive references, copies, statements from documents to legal entities and physical persons;

preparation of documents for publication and exhibiting;

completing of reference fund;

development, development and implementation of modern achievements of science, the equipment, the best practices in practice of work of Archive.

9. Archive according to the tasks assigned to it:

organizes and performs storage, protection, restoration and conservation of documents of the profile;

creates system of accounting documents of Archive;

keeps the state account of documents NAF and submits the corresponding information about them Goskomarkhiva once a year, exercises control of safety, accounting and use of information of the specified documents;

creates copies of unique documents for insurance fund and the copy of documents for fund of use;

creates the help device to the documents which are stored and provides automation of information retrieval processes;

constitutes the annotated lists of unique documents, prepares offers on entering of unique documents into the State register of national cultural property;

determines profile sources of forming of NAF and Goskomarkhiva constitutes the corresponding lists according to technique;

accepts documents for storage after the termination of terms of their temporary storage in Divisions of Gosspetssvyaz;

organizes documents acceptance of personal origin at the request of legal entities and physical persons - owners of the documents NAF concerning Gosspetssvyaz activities provides their scientific and technical study and storage;

provides to users documents and the help device to them;

provides protection of data and safety of the documents which are the state secret within the powers;

issues archive references, copies, statements from documents on requests of legal entities and physical persons;

prepares for the publication documents on history of special communication of Ukraine and formation of field of information security of Ukraine, issues reference literature.

10. The archive has the right:

receive from Divisions of Gosspetssvyaz of the data, the concerning storages and orderings of archive documents;

give within the powers instructions concerning the organization of work with the documents which are subject to storage in Archive;

return incorrectly created cases which are drawn up with violation of the established requirements of completion;

for the purpose of preserving the state secret and protection of the property right to information which contains in documents of Archive, to establish according to the current legislation of condition for their use;

inform the Gosspetssvyaz management on condition of work with documents and make offers concerning its improvement.

11. The archive in the course of accomplishment of the tasks assigned to it interacts with Goskomarkhiv and other archive organizations.

12. The archive is headed by the chief who is appointed to position and is dismissed by the Chairman of Gosspetssvyaz on representation of the chief of UDOA.

13. Chief of Archive:

directs activities of Archive, bears the personal responsibility for accomplishment of the tasks assigned to it;

distributes obligations between staff of Archive which are enshrined in job descriptions;

carries out matching of staff of Archive to positions according to the staff list;

submits proposals to the chief of UDOA concerning acceptance, transfer and dismissal of staff of Archive;

is responsible within the competence for observance of requirements of the current legislation in case of issue in temporary use of documents of Archive to Divisions of Gosspetssvyaz, provision of access to users to work with them;

carries out reception of citizens and considers applications which are within the competence of Archive;

represents Archive in all public and public institutions, personally is responsible for accomplishment of the tasks assigned to Archive;

organizes work concerning control of protection of the state secret and takes measures for providing the mode of privacy.

14. For consideration of questions of conducting examination of value of documents in Archive the expert survey board is created. The regulations on expert survey board affirm the Chairman of Gosspetssvyaz in coordination with Goskomarkhiv.

15. The archive is provided with the corresponding states, rooms, processing equipment, material resources.

Financing of Archive is performed according to the current legislation.

16. Document transfer terms in Archive are determined by the order of Administration of Gosspetssvyaz.

17. The archive has the corresponding forms and stamps.

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