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REGULATIONS
on the Expert-review methodological commission of the Archive of the President of the Republic of Kazakhstan (ERMC)
1. Basic provisions
1.1. The expert-review methodological commission of the Archive of the President of the Republic of Kazakhstan (ERMC) is formed in accordance with Article 6 of the Law of the Republic of Kazakhstan "On the national archival fund and archives" dated December 22, 1998 and clause 6 of the Regulations on the Archive of the President of the Republic of Kazakhstan dated June 15, 1999.
1.2. In its work, the Commission is guided by the legislation of the Republic of Kazakhstan, regulatory legal acts of the President of the Republic of Kazakhstan, the Government, the Republican authorized state body, orders of the Archive and these Regulations.
1.3. the Commission is an advisory body. The decisions of the commission are approved by the Director of the Archive, after which they are binding on the relevant structural divisions of the Archive and institutions - sources of acquisition of the Archive.
1.4. The decisions of the Commission related to the determination of the storage periods for documents not provided for by the current lists, approximate and standard nomenclatures, as well as with the selection for destruction of documents stored in the Archive up to 1945 inclusive, are subject to agreement with the Central Expert Review Commission (CERC) of the republican authorized body.
1.5. The members of the the Commission is approved by the order of the Director of the Archive, which includes: the chairman, deputy, secretaries (for general and secret documentation) and members of the commission. At the Commission a working group of experts from the Archive specialists is being created to evaluate the submitted projects. Its composition is approved by order of the director on the proposal of the chairman of the the Commission.
1.6. The regulations on the Commission are approved by the Director of the Archive.
2. The main tasks and functions of the Commission
2.1. The main tasks are:
1) consideration of the results of the state examination of the value of documents and on its basis - assignment of archives, archival funds and collections to the composition of the National Archival Fund in accordance with the profile of the Archive;
2) establishing the sources of replenishment of the Archive with documentary complexes on various types of information carriers, determining the types and composition of documents to be stored;
3) consideration and decision-making based on the results of the examination of the value of documents of general and secret office work and selection for state storage, according to draft regulatory documents relating to the organization of office work and departmental storage, methodological manuals on optimizing the composition of the archive fund, ensuring the preservation and use of archival documents;
4) implementation of methodological manual and control over the activities of expert commissions of institutions - sources of acquisition of the Archive;
2.2. The functional responsibilities of the Commission are to consider:
1) a list of institutions - sources of acquisition of the Archive; a list of persons of sources of acquisition of documents of personal origin; changes and additions to these lists;
2) plans and schedules for the preparation and transfer of documents for state storage, submitted by institutions - sources of acquisition;
3) lists of documents and files, indicating the terms of their storage;
4) sample, standard and individual nomenclatures of general and secret office work, instructions for office work, provisions on departmental archives and expert commissions, draft forms of official documents of institutions - sources of acquisition;
5) inventories of cases of permanent storage for managerial, secret, personal origin, scientific and technical, audiovisual, electronic documentation of especially valuable documents and a scientific reference apparatus for them; inventories of cases on personnel, acts on the allocation of documents for destruction and general and secret office work that have expired and have lost their scientific, historical and practical value;
6) inventories of cases of permanent storage, drawn up after the improvement and processing, scientific reference aids for them; acts on the allocation for destruction of documents and files not subject to storage from the Archive funds;
7) issues of determining the stock ownership of documents received for state storage, their categorization;
8) acts on irreparable damage to documents attributed to the composition of the National archival fund, acts on the non-discovery of cases whose search ways have been exhausted, and the results of their search;
9) lists of cases and documents subject to declassification from the funds stored in the Archive;
10) methodological manuals on the examination of the value of documents and acquisition, classification of documentary information, creation and development of information retrieval systems based on the documents of the Archive, organization of the use of archival documents;
11) proposals of institutions - sources of acquisition of the Archive for determining the storage periods for documents, including those of a secret nature;
12) issues of acceptance (acquisition) of documents of personal origin for state storage;
13) reports of expert commissions of institutions - sources of acquisition.
3. The rights of ERMC
3.1. The Commission has the right to make decisions:
1) on the approval of: lists of documents indicating storage periods; lists of declassified documents; inventories of cases of permanent storage for management, secret, personal origin, audiovisual and electronic documentation; inventories of cases of permanent storage compiled in the Archive as a result of improvement and revision of inventories; lists and inventories of particularly valuable cases;
2) on the approval of: list of institutions and persons - sources of acquisition of the Archive with managerial, audiovisual, electronic documentation and documents of personal origin; standard, sample and individual nomenclatures of general and secret office work, instructions for office work, provisions on departmental archives and expert commissions, draft forms of official documents of institutions - sources of recruitment, lists of cases by personnel, acts on the allocation of documents and cases of general and secret office work with expired storage periods and have lost their practical value, as well as documents not subject to storage from the Archive; acts on irreparable damage to documents attributed to the composition of the National archives fund, acts on non-discovery of cases, the search ways for which have been exhausted.
3) on the approval of: methodological manuals on the examination of value and acquisition, ensuring the safety of documents; creation and development of the scientific and information aids system for the documents of the Archives of the President of the Republic of Kazakhstan and departmental archives;
3.2. The Commission makes decisions based on the results of discussing the issues of attributing documents, archives, archival collections to the composition of the National archival fund, on the acceptance for state storage of documents of personal origin, reports and reports of expert commissions of institutions-sources of acquisition.
3.3. The Commission has the right to summarize the proposals of institutions - sources of recruitment to determine the storage periods for certain types and varieties of documents, to make proposals to the CECC of the authorized state body of the Republic of Kazakhstan on amendments to the republican regulatory and methodological documents and to inform about their opinion.
3.4. EPMK has the right to:
1) in necessary cases, when considering the inventories of cases of permanent storage of a general and secret nature, require the provision by institutions - sources of acquisition of acts on the allocation of documents for destruction;
2) require institutions - sources of acquisition to take measures to search for missing files and documents referred to the composition of the National archives fund, request written explanations from the heads of institutions about the reasons for the absence, loss or illegal destruction of documents;
3) request from state archives, institutions - sources of acquisition of proposals and conclusions on methodological and practical issues of selection for state storage and allocation for destruction of documents, as well as minutes of meetings of expert commissions of institutions for the consideration of these issues and documents to them;
4) inform the heads of institutions - sources of acquisition on the activities of departmental expert commissions;
5) put before the management of the Archive the issue of bringing to justice the persons guilty of the illegal destruction of documents related to the composition of the National archive fund of the Republic of Kazakhstan and violation of the established rules for ensuring the safety of documents;
6) return to the compilers for revision poorly prepared inventories of cases and scientific and information aids, acts on the allocation of documents and files for destruction, nomenclature of cases, lists of documents indicating storage periods and other archival materials submitted for consideration
3.5. The chairman of the Commission has the rights arising from the Regulation on the commission, manages its activities and is responsible for the implementation of the tasks and functions assigned to the commission. The chairman is given the right to invite to meetings and involve specialists from state and departmental archives in the preparation of certain issues as consultants and experts.
3.6. The secretaries of the Commission (for general and secret documentation) have the right to demand from the executors the timely submission of documents to be considered at the meetings of the commission: report to the chairman about the violation of the schedule for preparing documents, control the implementation of the decisions of the commission by the executors.
4. Organization of work of the Commission
4.1. The Commission's activity is provided by the Archive's work plan. The meetings of the commission are convened in accordance with the approved schedule. If necessary, offsite sessions can be held. A meeting of the commission is considered competent if more than half of its members take part in it.
4.2. The Commission's meetings are recorded. Decisions are made on each issue separately, by a majority vote of the members present at the meeting. Dissenting opinions of members of the commission and those invited are reflected in the minutes or documents attached to it.
4.3. The Commission's minutes are signed by the chairman, secretary and approved by the director of the Archive. Based on the results of the consideration of issues, decisions or extracts from decisions are sent to interested legal entities and individuals.
4.4. The Commission's secretaries (for general and secret documentation) form the agenda, acquaint the members of the commission with the documents, ensure the convening of the meeting, take minutes of the meeting, inform the interested legal entities and individuals about the decisions of the commission, monitor the implementation of decisions, record and report on the work; maintain documentation and ensure its safety.
