ORDER OF THE MINISTRY OF INTERNAL AFFAIRS OF UKRAINE

of April 13, 2012 No. 321

About approval of the Instruction for conducting registration accounting of the residence and the place of stay of physical persons in Ukraine by bodies of the Public migratory service of Ukraine

According to the Laws of Ukraine "About freedom of travel and the free choice of the residence in Ukraine", "About information", "About personal data protection", the Regulations on the Public migratory service of Ukraine approved by the Presidential decree of Ukraine of April 06, 2011 No. 405, I ORDER:

1. Approve the Instruction for conducting registration accounting of the residence and place of stay of physical persons in Ukraine by bodies of the Public migratory service of Ukraine (further - the Instruction) which is attached.

2. Accomplishment of functions on conducting registration accounting of the residence and stay of physical persons in Ukraine and provision of information on registration/removal from registration of the residence and place of stay of physical persons in Ukraine before completion of forming of system of bodies of the Public migratory service of Ukrainyostavit behind law-enforcement bodies.

3. To chiefs of head departments, Departments of MIA of Ukraine in the Autonomous Republic of Crimea, areas, the cities of Kiev and Sevastopol to organize studying of this Instruction by staff of bodies and divisions of internal affairs and to provide steady observance of its requirements.

4. To the public migratory service of Ukraine (Kovalchuk M. M.):

organize studying of this Instruction by employees of bodies of the Public migratory service of Ukraine and provide steady observance of its requirements;

provide submission of this order on state registration in the Ministry of Justice of Ukraine in accordance with the established procedure.

5. This order becomes effective from the date of its official publication.

6. Declare invalid the order of the Ministry of Internal Affairs of Ukraine of October 12, 2010 No. 495 "About approval of the Instruction on the organization of work of adresnospravochny bureaus in system of the Ministry of Internal Affairs of Ukraine", registered in the Ministry of Justice of Ukraine on December 29, 2010 for No. 1411/18706.

7. To impose control over the implementation of this order on the deputy minister militia major general Ratushnyak V. I. and Chairman of the Public migratory service of Ukraine Kovalchuk M. M.

8. Send this order on accessory.

Approved by the Order of the Ministry of Internal Affairs of Ukraine of April 13, 2012 No. 321

Instruction for conducting registration accounting of the residence and place of stay of physical persons in Ukraine by bodies of the Public migratory service of Ukraine

I. General provisions

1.1. This Instruction establishes procedure for conducting registration accounting of the residence and place of stay of physical persons in Ukraine (further - registration accounting) and provisions of information on registration/removal from registration of the residence and the place of stay (further - registration) physical persons in Ukraine.

1.2. Conducting registration accounting is performed by departments, sectors of address and help work of head departments (managements) of the Public migratory service in the Autonomous Republic of Crimea, areas, the cities of Kiev and Sevastopol (further - address and help division) and managements, departments (sectors) of migratory service in areas, areas in the cities, the cities of regional, republican (Autonomous Republic of Crimea) value (further - territorial subdivision) with observance of requirements of the legislation on personal data protection.

1.3. Registration accounting is performed in the form of card-indexes (daleekartotek) which consist of coupons of removal from registration of the residence and data in Ukraine (further - the coupon) about registration of the residence of physical persons (appendix 1) (further - data).

Registration account is kept on papers and in electronic format (in the presence of the corresponding equipment and the software) within servicing of administrative and territorial unit of the relevant territorial authority.

1.4. Are assigned to address and help division:

1.4.1. Maintaining and maintenance in urgent condition of card-index.

1.4.2. Issue according to the legislation of place of residence of person and its personal data on requests of public authorities, companies, organizations, organizations.

1.4.3. Issue of certificates of registration of the residence or place of stay of physical person at the request of physical person.

The request of physical person is constituted in the form given in appendix 2 to this Instruction. Based on request of physical person the certificate of registration of the residence or place of stay of physical person is issued (appendix 3).

1.4.4. The certificate of results of work of address and help division (appendix 4) is constituted quarterly and goes to the Public migratory service of Ukraine (further - GMS of Ukraine).

II. Organization of work of address and help division

2.1. The working hours of address and help division are set by the head of head department, management of GMS in the Autonomous Republic of Crimea, areas, the cities of Kiev and Sevastopol (daleeterritorialny body).

2.2. In address and help division where the placed card-index, there can be only his workers or persons who perform check of their work.

2.3. Workers of GMS which according to the service or labor duties have or had access to personal data which contain in card-indexes, not allow disclosure in any manner of personal data which are entrusted to them or which became known to them in case of execution of their service or labor duties.

III. Acceptance and preprocessing of coupons

3.1. Territorial subdivisions submit to address and help divisions coupons and data with the cover letter which sample is given in appendix 5 to this Instruction, at least two weekly.

Cover letters are registered in the book of accounting of receipt of coupons of removal from registration of the residence and data on registration of the residence of physical persons on the same day (appendix 6) for each territorial subdivision separately.

3.2. After registration preprocessing of coupons and data during which their registration is checked, compliance to the sizes (120 x 105 mm) is carried out and their matching alphabetically is performed. After that coupons and data are transferred for decomposition to card-index.

In case of their wrong or illegible filling copies of coupons or data, and originals after logging of accounting of coupons of removal from registration of the residence and data on registration of the residence of physical persons which return to renewal to the GMS territorial subdivisions of Ukraine are made (appendix 7), return to renewal. The mark about departure of originals on renewal with indication of date of departure then they are displayed in card-index in general procedure is brought in the copy of coupons and data. The coupons and data which are available in card-index are not withdrawn, and the mark about receipt of the coupon or data which are sent for renewal is brought in them.

Territorial subdivisions shall within 48 hours from the date of receipt of the returned coupons or data to make corrections to them or to draw up the new coupon or data and to return them to address and help division with putting down of registration number of address and help division.

3.3. Processing and the layout of coupons and data in card-index are performed by employees of address and help division within 72 hours from the date of their receipt.

IV. Procedure for storage and withdrawal of coupons and data

4.1. Coupons and data are selected and displayed in card-index in alphabetical order. The algorithm of decomposition of coupons of removal from registration of the residence and data on registration of the residence of physical persons is given in appendix 8 to this Instruction.

4.2. Data are stored in card-index before receipt of coupons concerning these persons then are withdrawn and destroyed.

Coupons are stored in card-index before receipt of data at the new place of residence or within six years then are withdrawn and destroyed.

Coupons which are constituted concerning citizens in connection with change of surname, name or middle name are stored within twenty years then are withdrawn and destroyed.

4.3. Data which are sent concerning persons in connection with moving from one area to another for accommodation within areas invest in card-index with simultaneous withdrawal and destruction of the coupon at the previous place of residence.

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