New rules for archives: what has changed? New regulatory document: Rules for the organization of storage, acquisition, accounting and use of documents in the archives of organizations Section VII. Transfer of documents in case of reorganization or liquidation of an organization, see

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What to rely on now in the field regulation and methodological support of archiving?

First, on a valid document, which is of a regulatory nature: Rules for organizing storage, acquisition, accounting and use of documents Archive fund Russian Federation and other archival documents in the authorities state power, organs local government and organizations (approved by order of the Ministry of Culture of Russia dated March 31, 2015 No. 526), which entered into force at the end of September last year. Further in the article we will refer to it as Rules-2015.

And secondly, to the current document, which is of a methodological nature: Basic rules for the operation of archives of organizations (approved by the decision of the Rosarkhiv Collegium dated 06.02.2002, hereinafter referred to as the Basic Rules). Many practical issues, only touched upon by the 2015 Rules, are highlighted here in some detail, for example, the procedure for developing a nomenclature of cases.

The basic rules for the operation of departmental archives (approved by order of the USSR Glavarkhiv No. 263 dated 09/05/1985), which for a long time, due to their age, were not quite a working document, were finally sent to their well-deserved rest and are not subject to application on the territory of the Russian Federation since the entry into force of the Rules -2015 (letter of Rosarkhiv dated September 18, 2015 No. 2/2133-A).

Do I need to keep documents?

What is an archival document? See the article “For which organizations are new archive rules? And who has the documents of the Archive Fund of the Russian Federation? "

You need to keep the documents. Despite the fact that the 2015 Rules say that “organizations have the right (emphasis added by the author) to create archives in order to store archival documents formed in the course of their activities ...”, upon closer examination, this right turns into a real obligation.

Firstly, if there is an organization, then there are employees, which means a complete set of documents on personnel for each of them.

Secondly, if there is an organization, then there is also its tax accounting, presented also by paper or electronic documents.

Thirdly, at least all of the listed documents should be kept for deadlines... Sources of shelf life - special lists:

A list of typical administrative archival documents generated in the course of the activities of state bodies, local authorities and organizations, indicating the storage periods (approved by order of the Ministry of Culture of the Russian Federation of August 25, 2010 No. 558);
The list of standard archival documents generated in the scientific, technical and production activities of organizations, indicating the storage periods (approved by order of the Ministry of Culture and mass communications RF dated July 31, 2007 No. 1182).

These lists are mandatory1 for use by both state and non-state organizations. So it turns out that any, even the smallest and most modest company, has a set of documents for archival storage. And for them, conditions must be created that meet the new regulatory document: Rules-2015. Absence structural units under the names "archive", "office" this duty does not affect in any way.

Storage of electronic documents

An innovation that was noticed by all clerical and archival specialists is the long-awaited storage order electronic documents, given in the Rules-2015. This refers to Sections 2.30–2.33. The transition to electronic documents in the 2015 Rules is carried out rather abruptly, without any headings, immediately after the message that it is prohibited to be in the archive with dirty shoes.

2.30. Mandatory conditions for storing electronic documents are:

the presence in the archive of the organization of at least two copies of each unit of storage of electronic documents (the main and working copies must be on different physical devices);

availability of technical and software tools intended for reproduction, copying, rewriting of electronic documents, control of physical and technical condition;

ensuring the storage mode of electronic documents, excluding the loss, unauthorized distribution, destruction or distortion of information.

Another major innovation is the definition by the 2015 Rules of the format for archival storage of electronic documents:

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2.31. The transfer of text electronic documents for storage in the archive of the organization, which is the source of acquisition of the state and municipal archives, is carried out in PDF / A format.

PDF is undeniably a universal format. PDF / Archives (PDF / A) is a variation of this format specially designed for long-term archiving. storage of documents and enshrined in the standard ISO 19005-1: 2005 / Cor.2: 2011 “Document Management. Format of files of electronic documents for long-term storage ". But like anything universal, PDF isn't perfect. In this format, management documents feel great, but after all, organizations use not only the package Microsoft Office... So, for example, drawings made in dwg format are displayed incorrectly when converted to .pdf. The behavior of the electronic digital signature when converting a document to .pdf.

The procedure for transferring electronic files and documents is described in section 4.34 of the Rules. The following follows from the text:

firstly, electronic documents can be transferred to the archive and stored both on separate physical media, and "through the information and telecommunications network",
secondly, an inventory of electronic files and documents is drawn up, nevertheless, in paper form(that is, even if we form an archive in the EDMS, then the inventory will have to be delivered to the archivist personally),
thirdly, “upon admission to archival storage, electronic files are certified electronic signature the head of the organization or his authorized official". Relatively paper documents nothing of the kind is required. How to fulfill this requirement for organizations that create electronic documents, but do not use an EDS, the 2015 Rules are silent.

Finally, “for quick access to electronic documents for reference and search purposes, a fund for the use of electronic documents is created in the archive” (clause 2.33). In this case, the concept of a fund of use is not disclosed.

Document accounting

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3.5. In the archive of the organization, the main (mandatory) and auxiliary accounting documents are kept. The composition and forms of the main accounting documents are determined in accordance with these rules. The composition and forms of auxiliary accounting documents are determined by the archive of the organization independently.

The basic rules clarified why the archive documents are recorded and what constitutes a system of accounting documents, clearly formulating its purpose. These definitions have disappeared from the 2015 Rules. Let's remember them in order to understand why we will deal with accounting:

The accounting of documents in the archive of the organization is the determination of their number and composition in the established accounting units and the fixation (registration) of the belonging of each accounting unit to a certain complex and their total number in accounting documents2.
The system of accounting documents of the archive is a complex of interrelated accounting documents and databases, reflecting the number and composition of documents of the organization's archive and their changes, component system of state registration of documents of the Archival Fund of the Russian Federation 3.

And the main change: the list of accounting documents of the archive in 2015 was reduced by more than half, from 11 to 5 positions. Remained only:

book of accounting for the receipt and disposal of cases, documents;
list of funds;
fund sheet;
list of cases, documents;
register of inventories.

The procedure for drawing up and maintaining accounting forms, although sparingly, is described in paragraphs 3.7-3.11 of the Rules-2015.

The rest is at the discretion of the organization. If it is a source of acquisition of the state (municipal) archive, then an additional passport of the organization must be drawn up (clause 3.12 of the Rules-2015). There is also a footnote to the Regulations for state registration of documents of the Archival Fund of the Russian Federation, dated 1997 and approved the form of the archive passport. Note that the Basic Rules proposed a form, although almost identical, but still more "fresh" than the aforementioned regulation. At least, the chronology in it began from the two thousandth, and not from the nineties.

Examination of the value of documents

The 2015 Rules did not bring anything fundamentally new to the procedure for conducting the annual examination of the value of documents. Only paragraph 4.12 deserves attention:

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4.12. Organizations in whose activities documents of the Archival Fund of the Russian Federation are not created, create inventories of cases by personnel and inventories of temporary (over 10 years) storage periods and ensure their safety.

This provision refers to the conversation that regardless of the presence in the organization of the archive and its belonging to the number of sources of acquisition of state (municipal) archives, it is obliged to deal with its documents at least to a minimum. Indeed, perhaps, few people will be able to compile an inventory of cases of temporary (over 10 years) storage periods without first compiling a list of cases.

Nomenclature of cases

See the article "New Rules for the Archives on the Nomenclature of Cases"

They speak very sparingly about the nomenclature of cases, which the 2015 Rules call "the main accounting document reflecting the composition and organization of the organization's documentary fund" and do not even give it any intelligible definition. It only follows from the text of the document that (paragraphs 4.14–4.18):

“The nomenclature of cases fixes the classification (grouping) of executed documents into cases (electronic files)”;
the nomenclature of cases is drawn up according to the attached form;
the nomenclature of cases of the organization is drawn up on the basis of the nomenclatures of cases of structural divisions (the form is attached, however, according to the table of contents it will not be possible to find it: it contains two appendices with the name "Nomenclature of cases"; structural divisions include No. 26);
the nomenclature of the organization's cases is developed on the basis of standard, departmental and other lists of documents indicating the storage periods, other regulatory legal acts, as well as standard and approximate nomenclatures of cases;
organizations - sources of acquisition of state (municipal) archives agree on it with "the corresponding EIC or state (municipal) archive, in accordance with the powers granted to it";
organizations that are not sources of acquisition of state (municipal) archives coordinate their nomenclature of cases on their own.

No more practical information on the development and maintenance of the organization's nomenclature of affairs is contained in the 2015 Rules. It should be said unequivocally: without the Basic Rules, an ordinary clerk, especially for the first time, will not be able to draw up it.

Registration of cases

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4.19. Cases of permanent and temporary (over 10 years) storage periods completed by office work, including personnel, after completion calendar year, in which they were entered, are prepared for transfer to the archive of the organization and are subject to registration and description.

Depending on the storage period, full or partial registration of cases is carried out. The cases of permanent and temporary (over 10 years) storage periods and personnel are subject to full registration.

Paperwork of cases provides for:

filing or binding of case documents (non-formatted documents are stored in closed hard folders or in boxes);

numbering of sheets of the case;

drawing up a certificate of evidence of the case (Appendix No. 8);

drawing up an internal inventory of case documents (Appendix No. 27);

design of the cover of the case (Appendix No. 28).

Preparation of electronic files for transfer to the archive of the organization provides for the compilation of an inventory of electronic files, documents (Appendices No. 17, 18).

What includes the partial registration of cases and in what dependence it is on the storage time of documents is not reported.

If earlier the internal inventory was compiled only "in necessary cases"(Basic rules, clause 3.6.3.), Then this phrase was removed from the 2015 Rules. The title of the inventory form, presented in Appendix 27, does not give any references to the shelf life.

Electronic files should not be described all, but only those that have a temporary (over 10 years) and permanent storage period (forms of inventories are in Appendices 17 and 18, respectively).

Applications: forms of documents

Traditionally, the Rules-2015 end with a set of applications - forms of documents accompanying certain processes of storing documents.

In general, it should be said that, firstly, fewer forms are presented in the 2015 Rules than in the Basic Rules, secondly, among them there are two applications with the same names, which is very inconvenient, and thirdly, they are located in the order of mention in the text (and not in order of importance or logical sequence, as in the Basic Rules). Some applications have changed their names, some have slightly changed the form. General recommendation it will be like this: if it is necessary to draw up any document on archiving, the archivist should first of all look for its form in the Rules-2015, and only if the required form does not appear in them, refer to the Basic Rules.

Below are 3 lists. The first (in the form of a table) is the annexes from the 2015 Rules and the corresponding forms from the Basic Rules. The second is the novelties in the forms, introduced in 2015. The third is the forms from the Basic Rules that did not fall into the 2015 Rules, but were not canceled either (as they say, use it for health).

Compliance of the Forms of the Rules-2015 and the Basic Rules

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Reappeared and approved by the Rules-2015:

Inventory of electronic files, documents of temporary (over 10 years) storage periods;
Appendix to the inventory of electronic files of temporary (over 10 years) storage periods;
The act of acceptance and transfer of archival documents for storage (from organization to organization. - Author's note)
Inventory of cases;
Inventory of electronic affairs, documents with an attachment to the inventory of electronic affairs, documents.

The last two forms are intended to replace delivery lists and in fact represent acts of acceptance and transfer of documents for storage in the archive of the organization.

Inventory of cases of permanent, temporary (over 10 years) storage and personnel of the structural unit of the organization (Appendix 12 of the Basic Rules);
Final record and certification inscription (Appendix 13);
Title page of the inventory of documents of permanent storage (Appendix 14);
Order (requirement) for the issuance of documents (Appendix 17);
Book for issuing documents (Appendix 19);
Inventory of especially valuable cases (Appendix 23);
The book of accounting for the receipt and disposal of the insurance fund and the fund of use (Appendix 27);
Inventory of the insurance fund (Appendix 28);
Passport of the archive of the organization storing management documentation(Appendix 29);
Passport of the organization that stores the documents of the industry fund (Appendix 30);
Registration card of the electronic document accounting unit (ED) (Appendix 31);
Act on migration and rewriting of electronic documents (Appendix 32);
Register of receipt and disposal of electronic documents (Appendix 33);
Register of migrations and rewriting of electronic documents (Appendix 34);
The act of describing documents of personal origin (Appendix 38);
The Act on the formation of the joint archival fund (Appendix 39);
Register of issued copies, extracts, certificates, thematic materials (Appendix 44);
Register of visits by users of the reading room (Appendix 45);
Annual work plan of the archive (Appendix 46);
Registration card for work with the organization (Appendix 47);
Acceptance certificate when changing the head of the archive (Appendix 48).

Obviously, the 2015 Rules are designed for a trained reader. But in many cases, unfortunately, office work and archival affairs in the organization, either secretaries or (if necessary) employees of various departments are involved: accountants, personnel officers, labor protection, lawyers, etc. It will be very difficult for these innocent people to understand what is required of them in the field of document storage.

The 2015 Rules provide an absolute minimum of measures to ensure the storage of documents in an organization. Readers of the rules will have to look for information on how to implement this minimum in practice on their own in methodological sources. Thus, the Basic Rules for the Archives of Organizations, despite their optional status, with the arrival of the 2015 Rules will be in demand in the offices Russian organizations even stronger than before.

Footnotes

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Decision of the Supreme Arbitration Court of the Russian Federation of February 21, 2012 No. 14589/11. come back

Section 6.1.1. Basic rules. come back

Section 6.3.1. Basic rules. come back

Free 1 issue of the magazine

"Basic Rules for the Archives of Organizations" (approved by the decision of the Rosarkhiv Collegium of 06.02.2002)

Approved
decision
Collegiums of Rosarkhiv
dated 06.02.2002

FUNDAMENTAL RULES
WORKS OF ARCHIVES OF ORGANIZATIONS

INTRODUCTION

The basic rules for the operation of archives of organizations are a regulatory and methodological document that determines their activities. The rules are based on the current legal framework in the field of information, documentation support of management and archival affairs, synthesize the experience of domestic archiving, take into account modern achievements in the application technical means and information technologies in working with documents.

The right and obligation to create archives of organizations for the temporary storage of documents from the Archival Fund of the Russian Federation classified as state property, established by the Fundamentals of the Legislation of the Russian Federation on the Archival Fund of the Russian Federation and Archives (1993), the Regulations on the Archival Fund of the Russian Federation (1994) and the Regulations on the Federal Archival Service of Russia (1998), corresponding regulations subjects of the Russian Federation.

These Rules apply to archives government organizations, as well as obligatory for all non-governmental organizations in terms of ensuring the safety, description, accounting and use of documents from the Archive Fund of the Russian Federation classified as state property.

Archives of organizations storing film, photo, background and video documents (audiovisual), scientific and technical, cartographic, telemetric documents are guided by these Rules in terms of organization, planning, reporting, methodical work with management documents stored in the archives; in all other matters, work with these documents is governed by the relevant instructions and rules.

The rules do not apply to documents, work with which is regulated by the Law of the Russian Federation of July 21, 1993 N 5485-1 "On state secrets"And the Decree of the President of the Russian Federation of November 30, 1995 N 1203" On approval of the list of information classified as state secrets. "

State organizations not included in the composition of sources of acquisition state archives, and non-governmental organizations may be guided by these Rules when organizing and maintaining their archives.

The Rules are supplemented with forms of documents that ensure the operation of the archive.

The basic rules for the operation of archives of organizations have been prepared working group Rosarkhiv and VNIIDAD consisting of: V.A. Eremchenko (group leader), Albrecht B.V., Banasyukevich V.D., Gavlin M.L., Kiselev I.N., Krasavin A.S., Larin M.V., Meshcherina T.A., Privalov V.A. F., Smoglo I.A., Sokova A.N., Solobay N.M., Stepanova L.A.

Grouping of administrative acts

Archival office work involves the systematization of different types of information carriers. These include, among other things, administrative acts. They are grouped according to type and chronology with attachments:

Provisions, charters, approved by administrative acts, act as annexes to them. They are grouped together. If the provisions, instructions, statutes were approved as independent acts, they are systematized into separate cases.
Orders of higher structures and decisions on their implementation are grouped according to the areas of work of the enterprise.
Orders related to personnel are systematized according to storage periods. With a large volume information materials expediently acts concerning different sides the work of the company, grouped separately.
Orders for the key area of activity are systematized separately from acts on personnel. For example, an order for archival records management included in one folder, and by appointment of the head of the responsible unit - in another.
Approved limits, reports, estimates, title lists, plans, etc. are grouped separately from projects by them.
The arrangement of documents in personal files is carried out in the order of their receipt.
Personal accounts of employees for salaries are systematized into separate folders. They are arranged in alphabetical order.
Complaints, suggestions, statements of citizens regarding the activities of the enterprise, documentation for their consideration and implementation are grouped separately from the appeals of individuals on personal matters.
Systematization of correspondence is usually carried out over a calendar period in chronological sequence. In this case, the answers are placed after the questions. In case of renewal of correspondence on a separate topic, begun in the previous year, the documents are included in the folder of the current period. At the same time, the index of the case of the last year is indicated.

Nuances

Archival office work is a type of activity in which specialists ensure not only the safety of information carriers, but also the ability to work with them when such a need arises. To do this, the acts that make up the folders are sewn into four punctures in a cardboard cover. It is also allowed to bind them, taking into account the ability to read texts, resolutions, dates, visas in all papers.

In preparation for grouping, all metal fasteners are removed. Materials intended for permanent storage and consisting of especially valuable or non-formatted documents are contained in closed-type folders with three flaps with ties or in special boxes.

In the event of the presence in the case of unclaimed personal documents ( work books, certificates, military cards, etc.) they are put in a separate envelope and are sewn in it to the rest of the materials. At the end of the folders, there should be a blank certifying sheet. At the beginning of the folder, a form for the internal inventory is filed. To ensure the safety and order of the arrangement of papers, each sheet is numbered with Arabic numerals. This rule does not apply to the certification page and the form for the inventory. The number is put in a simple pencil in the upper right corner.

Internal inventory

It is formed to store and record information materials of temporary (more than 10 years) and permanent content. An internal inventory is also compiled for cases created by types of documents, in the titles of which their content is not disclosed. The form must contain data on the serial numbers of acts in the folder, indexes, titles, dates and page numbers.

A summary record is attached to the internal inventory. It indicates in numbers and in words the number of documents included in it, as well as the number of sheets that form it. The internal inventory is approved by the compiler. If the folder is bound or hemmed without letterhead, then the compiled sheet is glued to the inside of the front cover.

Changes in the composition of materials in the folder should be reflected in the "Notes" field. In particular, this refers to the seizure, replacement of papers with copies, the inclusion additional documents to the folder. In this case, references are made to the relevant acts. If necessary, a new generalizing record can be formed to the sheet of the internal inventory, as well as the folder's certification inscription.

On September 21, 2015, the order of the Ministry of Culture of the Russian Federation of March 31, 2015 No. 526 came into force. He approved the "Rules for the organization of storage, acquisition, accounting and use of documents from the Archival Fund of the Russian Federation and other archival documents in government bodies, local governments and organizations." Further in the text of the article, for brevity, we will call them "Rules-2015".

It is worth noting that there was no revolution in archiving with the publication of the Rules-2015. Is that the new rules are more friendly to electronic documents ... We are talking about the status of the new and old rules on archiving in this article. You can also download the 2015 corporate archives operating rules here.

Before and after

Let's remember how it was before the order came into effect: the organizations worked on two documents.

The first of them is the Basic Rules for the Operation of Departmental Archives (approved by order of the USSR Main Archives of September 5, 1985 N 263). This was the only normative (that is, mandatory) document on archiving in Russia until 09.21.15.

In the letter of the Federal Archival Agency dated September 18, 2015 N 2/2133-A, it is indicated that since the entry into force of order No. 526 "The basic rules for the work of departmental archives are not subject to application." They can no longer be used.

The second is the Basic Rules for the Operation of Organizations' Archives (approved by the decision of the Rosarkhiv Collegium dated 06.02.2002). This is a methodical (optional, but informative) document, which has not been canceled, but you can and even need to use it, because in the 2015 Rules, many questions about practical actions for storing documents in organizations were left behind the scenes.

Thus, we have two working documents left: the 2015 Rules and the Basic Rules. They have completely different status:

Rules 2015 - normative document. It is mandatory for all organizations, regardless of their field of activity and form of ownership. It was approved by the order of the Ministry of Culture.

Fundamental rules - methodological document... It is not necessary to use it, although in this case creating an archive in the organization is very difficult. The basic rules are just approved by the decision of the Rosarkhiv Collegium, which means that their status is much lower than that of the Rules-2015.

Office work and office

Organizational Archives Rules 2015

Evgeniya Kozhanova February 15, 2016 13:58

Since September 2015, the order of the Ministry of Culture of the Russian Federation of March 31, 2015 No. 526 came into force. He approved the "Rules for the organization of storage, acquisition, accounting and use of documents from the Archival Fund of the Russian Federation and other archival documents in government bodies, local governments and organizations." Further in the text of the article, for brevity, we will call them “ Rules 2015».

Let's remember how it was before the order came into effect: the organizations worked on two documents.

The first of them is the Basic rules for the work of departmental archives (approved by order of the USSR Main Archives of September 5, 1985 N 263). This was the only normative (that is, mandatory) document on archiving in Russia until 09/21/15.

Thus, we have two working documents left: the 2015 Rules and the Basic Rules. They have completely different status:

Basic rules - a methodological document. It is not necessary to use it, although in this case creating an archive in the organization is very difficult. The basic rules are just approved by the decision of the Rosarkhiv Collegium, which means that their status is much lower than that of the Rules-2015.

Download Rules for organizing storage, acquisition, accounting and use of documents from the Archival Fund of the Russian Federation and other archival documents in government bodies, local governments and organizations (PDF, 4.02 Mb).

On September 21, the Rules for organizing the storage, acquisition, accounting and use of documents from the Archival Fund of the Russian Federation and other archival documents in state authorities, local governments and organizations began to operate (approved by order of the Ministry of Culture of Russia dated 03.31.2015 No. 526; hereinafter - the new Rules).

What were you guided by before the release of the new Rules?

Prior to the approval of the new Rules, the archives of state authorities, local self-government bodies, organizations (hereinafter referred to as archives of organizations) were guided in their work by the Basic Rules for the Archives of Organizations, and some archives of organizations were used entirely old document- Basic rules for the work of departmental archives. Both documents were not normative documents, but defined their status as a normative and methodological document. At the same time, the Basic Rules of 1985 really had the status of a normative document, since they were approved by the order of the Glavarkhiv, and the Basic Rules of 2002 were not approved by the Rosarkhiv, therefore, they did not have the status of a normative document.

For what reason, in the presence of the Basic Rules of 2002, did it become necessary to develop a new, moreover, normative, document on organizing the storage of documents in the archives of organizations?

The fact is that in 2004, Federal Law No. 125-FZ of 22.10.2004 "On Archival Affairs in the Russian Federation" (hereinafter - Federal Law No. 125-FZ) was adopted, which introduced many innovations in the organization of archiving in the country. :

Retrieving

from Federal law No. 125-FZ

Article 13. Creation of archives

1. State bodies, local self-government bodies municipal district and urban district are required to create archives for storage, acquisition, accounting and use of archival documents formed in the course of their activities.

2. Organizations and citizens has the right to create archives for the purpose of storing archival documents formed in the course of their activities, including for the purpose of storing and using archival documents that do not belong to state or municipal property.

Article 17. Obligations of state bodies, local self-government bodies, organizations and citizens engaged in entrepreneurial activity without education legal entity, to ensure the safety of archival documents

1. State bodies, local self-government bodies, organizations and citizens engaged in entrepreneurial activities without forming a legal entity are obliged to ensure the safety of archival documents, including documents on personnel, during the storage periods established by federal laws, other regulatory legal acts Of the Russian Federation, as well as lists of documents [...]

Also, this Federal Law introduced the concept of ownership of archival documents (documents may be in the state (federal, property of the constituent entities of the Russian Federation), municipal, private property(non-governmental organizations and individuals)).

In addition, the Order of the Ministry of Culture of Russia dated January 18, 2007 No. 19 approved the Rules for the organization of storage, acquisition, accounting and use of documents from the Archive Fund of the Russian Federation and other archival documents in state and municipal archives, museums and libraries, organizations Russian Academy Sciences (hereinafter - Rules 2007).

These two circumstances, as well as the fact that the Basic Rules did not have the status of a normative document, forced us to turn to the development of a normative document defining the procedure for storing documents in the archives of organizations.

"What remarks will there be?"

During the development of the draft new Rules, the document was extensively discussed twice among archivists:

for the first time - by employees of archival management bodies in the constituent entities of the Russian Federation, state and municipal archives;
the second time - by employees of federal authorities executive power.

More than 400 comments came from the state and municipal archives alone. All the comments received were carefully considered, and at the final stage - by a temporary working group, which included specialists from Rosarkhiv and VNIIDAD. It should be noted that many comments were caused by the desire of archivists to describe in as much detail as possible the individual processes of archival technologies used to ensure the preservation, accounting, acquisition and use of documents in the archives of organizations, which, in principle, could not be done, given the status of the new Rules as normative document.

At the same time, some remarks were of a fundamental nature, for example, the remark that in the section “Acquisition” of the draft new Rules, the issue of the examination of the value of documents was not consistently stated, in particular, due to the fact that provisions related to the nomenclature of cases were excluded. Considering that at present the form of the nomenclature of the organization's affairs and the procedure for its development are set out only in a document of a methodological nature - Guidelines for the development of instructions for office work in federal bodies executive power, when finalizing the draft of the new Rules, it was decided to include in the section "Acquisition" the main provisions on the nomenclature of cases, including the form of the nomenclature of cases (summary and structural unit).

Appointment of new Rules

The new Rules are intended for public authorities, local self-government bodies, organizations that create archives for the storage, acquisition, accounting and use of archival documents formed in the course of their activities.

They do not apply to the organization of storage, acquisition, accounting and use of documents from the Archival Fund of the Russian Federation and other archival documents containing information constituting a state secret.

The new Rules are a normative document. Their regulatory status determines more stringent requirements for their content. Previously published rules (see above) included not only norms (rules, requirements), but also recommendations, methodologies on how these norms should be applied. All provisions of a recommendatory, methodological and descriptive nature are excluded from the new Rules. It was in this part that the draft of these Rules during the discussion was criticized by archivists, who constantly said that the Rules should be detailed and contain not only the rules themselves, but also the mechanism for their implementation.

Structure and content of the new Rules

The new Rules consist of seven sections:

General Provisions.
Organization of storage of documents from the Archival Fund of the Russian Federation and other archival documents in the organization.
Accounting for documents of the Archival Fund of the Russian Federation and other archival documents in the organization.
Acquisition of the archive with documents from the Archival Fund of the Russian Federation and other archival documents.
Organization of the use of documents from the Archival Fund of the Russian Federation and other archival documents of the organization.
Transfer of documents of the organization for storage to the state (municipal) archive.
Transfer of documents in case of reorganization or liquidation of an organization, change of the head of the organization's archive.

The annexes to the new Rules contain accounting and other forms of documents used in the archives of organizations.

The sequence of the main sections of these Rules complies with Federal Law No. 125-FZ and the Rules of 2007, although, as many experts noted at the discussion stage, it would be more logical to start with acquisition and end with use.

The sections of the new Rules reflect the main functions of the organization's archive:

organization of storage of documents from the Archival Fund of the Russian Federation and other archival documents;
registration of documents;
completing the archive of the organization with documents;
organization of the use of archival documents;
transfer of documents for storage to the state (municipal) archive.

In addition, the new Rules include the section "Transfer of documents during reorganization or liquidation of an organization, change of the head of the organization's archive".

note

Unlike the Basic Rules of 2002, Rules No. 526 do not contain provisions related to the organizational aspects of the archive itself (the goals and objectives of the archive, its functions, rights, etc. are not defined). Their main purpose is to establish requirements for the organization of the processes of archival storage of documents from the acquisition of the archive of the organization with documents to the organization of the use of documents.

Let's consider the sections in more detail.

Section I. General Provisions

Defines legal basis development and scope of the document, and also contains provisions defining some organizational framework activities of the organization's archive.

The new Rules apply to public authorities, local governments and organizations - sources of acquisition of state and municipal archives, in the process of which documents of the Archive Fund of the Russian Federation (hereinafter - organizations) are formed. The provisions of these Rules can also be used by other state and non-state organizations, in whose activities documents of the Archive Fund of the Russian Federation are not formed.

Based on the provisions of Federal Law No. 125-FZ, the new Rules state that state bodies, local self-government bodies of a municipal district, an urban district and an intra-city district are obliged to create archives for the storage, acquisition, accounting and use of archival documents formed in the course of their activities. Tasks and functions of the archive (central archive) government body, local government bodies, organizations - the source of acquisition of the state, municipal archives are determined by the regulations approved by the head of the organization.

note

The new Rules do not apply to the organization of storage, acquisition, accounting and use of documents from the Archive Fund of the Russian Federation and other archival documents containing information constituting a state secret.

Section II. Organization of storage of documents of the Archival Fund of the Russian Federation and other archival documents in the organization

Defines the concept of the archival fund of the organization and the types of archival funds of the organization.

The archival fund of the organization forms part of the documentary fund, which includes documents of the Archival Fund of the Russian Federation, documents on personnel and documents of temporary (over 10 years) storage periods included in the archive's accounting documents. The archival fund is subject to storage in the archives of the organization.

Types of archival funds of the organization:

the archival fund of the organization, consisting of documents from the Archival Fund of the Russian Federation and other archival documents;
a united archival fund, consisting of documents of the Archival Fund of the Russian Federation and other archival documents formed in the course of the activities of two or more organizations, which have historically and / or logically determined connections between themselves;
an archival collection, consisting of separate archival documents of various origins, united according to one or several characteristics (thematic, author's, species, object, etc.).

Storage of paper documents. Clause 2.9 of the new Rules emphasizes: archival documents are kept in a systematic manner within the archival fund. The unit of systematization of documents of the archival fund in the archive of the organization is the storage unit. The rules also determine the signs of systematization of storage units of the archival fund:

structural (belonging of storage units to structural divisions of the organization);
chronological (by periods or dates to which the storage units belong);
functional, sectoral, thematic, subject-question (taking into account the functions of the organization, topics or issues that concern the content of storage units);
nominal (according to the paperwork - types and types of documents);
correspondent (by organizations, as a result of correspondence with which storage units were formed);
geographic (in accordance with certain territories, settlements and other geographical objects with which the content of documents is associated, their authors, correspondents);
author's (by the names of organizations or the names of citizens who are the authors of the documents).

Requirements are established for ensuring the safety of documents (standard (optimal) conditions for storing documents; rational placement of documents in the archive; checking the availability and status of documents, the procedure for tracing documents), including features of storing electronic documents

Storage of electronic documents. The rules define mandatory conditions storage of such documents:

the presence in the archive of the organization of at least two copies of each unit of storage of electronic documents (the main and working copies must be on different physical devices);
availability of hardware and software designed for reproduction, copying, conversion and migration of electronic documents, control of their physical and technical condition;
ensuring the storage mode of electronic documents, excluding the loss, unauthorized distribution, destruction or distortion of information.

The format of text electronic documents transferred for storage to the archive of the organization - the source of acquisition of the state and municipal archives - PDF / A.

The rules stipulate that in the event of a change in the software and hardware environment and the loss of use of computer formats, damage to the media, the archive of the organization conducts work to convert electronic documents into new formats and / or onto new media.

In addition to the provisions considered, this section establishes the procedure for checking the presence and condition of archival documents (clause 2.39-2.43), organizing the search for undetected documents (clause 2.44), the procedure for issuing documents from the archive (clause 2.45-2.48), as well as the procedure ensuring the safety of archival documents when emergency situations(p. 2.49).

Checking the availability and condition of paper documents... It is carried out in the archive of the organization by a commission or at least two employees at least once every 10 years, electronic documents - at least once every 5 years.

According to clause 2.11.5 of the 2007 Procedure, extraordinary one-time checks of the presence and condition of all documents of the organization's archive or their individual parts (groups) are carried out:

in the event of natural disasters, mass displacements and other circumstances, as a result of which archival documents may be lost or damaged,
when changing the heads of archives.

Based on the results of the check, the following acts are drawn up:

checking the availability and condition of archival documents (Appendix No. 3);
O technical errors in accounting documents (if found) (Appendix No. 4);
on the discovery of documents (not related to this fund, unaccounted for) (Appendix No. 5).

The procedure for issuing documents from the archive. Documents are issued on the basis of the written permission of the head of the archive of the organization or his deputy (if the archive is an institution), the head of the structural unit of the organization (if the archive is a structural unit):

employees of structural divisions of the organization;
judicial, law enforcement and other authorized bodies in established order;
other users upon written request.

The period for issuing documents from the archive should not exceed:

one month - for use by employees of the organization and other users;
six months - to judicial, law enforcement and other authorized bodies.

It is possible to extend the period for issuing documents - with the permission of the head of the organization on the basis of a written confirmation from the user about the preservation / securing of documents.

Electronic documents are issued from the archive in the form electronic copies or paper copies.

Documents from the archive are not issued:

if there is a use fund;
in poor physical condition.

Section III. Accounting for documents of the Archival Fund of the Russian Federation and other archival documents in the organization

Dedicated to questions from a couple of documents from the Archival Fund of the Russian Federation and other archival documents in organizations.

As established in clause 3.1 of the new Rules, all documents stored in the organization's archive are subject to accounting, including documents on personnel, copies of documents of the use fund (if any) and an inventory of cases, documents.

The main units of accounting for archival documents are:

Each storage unit is assigned an account number, which is part of the archive cipher.

Our dictionary

Archive cipher- the designation applied in the lower left corner to each storage unit in order to ensure accounting and identification - consists of: the number of the archive fund; numbers of the inventory of cases, documents; storage unit numbers.

The archival cipher of electronic documents stored on separate electronic media is indicated on the insert enclosed in the media case. Archival cipher of electronic documents stored in information system archive, is part of the meta description (mandatory element of the description) of the electronic document container.

Information about the accounting units of the archive is reflected in the accounting documents. A new provision of the Rules in the organization of document accounting is the provision on the allocation of two groups of accounting documents in the archive of the organization: basic (mandatory) and auxiliary.

The main (mandatory) accounting documents of the organization's archive include:

a book for recording the receipt and disposal of cases, documents (Appendix No. 11);
the list of funds (Appendix No. 12);
fund sheet (Appendix No. 13);
list of cases, documents (Appendix No. 14-16);
register of inventories (Appendix No. 19).

Forms of inventories of electronic files are given in Appendices No. 17, 18 of the new Rules.

The composition of auxiliary accounting documents is not regulated, each archive has the right to use as auxiliary ones accounting forms, which he needs in connection with the specifics of the documents in storage, or for other reasons.

The rules also establish that the organization's archive can keep records in an automated mode using accounting databases (DB) (see clause 3.13). The accounting databases of the archive of the organization - the source of acquisition of the state (municipal) archive must be compatible with the corresponding accounting databases of state (municipal) archives and archival management bodies.

Section IV. Acquisition of the archive with documents from the Archival Fund of the Russian Federation and other archival documents

Dedicated to issues of completing the organization's archive with documents from the Archival Fund of the Russian Federation and other archival documents... Acquisition of an organization's archive is a systematic replenishment of the archive with documents of the organization's structural divisions.

It was established that the documents of the Archival Fund of the Russian Federation and documents of temporary (over 10 years) storage periods, incl. documents on personnel are transferred to the archive of the organization no earlier than one year and no later than three years after the completion of the office work. The exception is documents on the personnel of state civil and municipal employees dismissed from service - they are transferred to the archive of the organization after 10 years from the date of dismissal of employees.

note

Cases with temporary storage periods (up to 10 years inclusive), as has long been established in the practice of archives of organizations, are not transferred to the archive, they are stored in the structural divisions of the organization and, after the expiration of the storage periods, are subject to destruction in accordance with the established procedure.

The new Rules indicate that cases are transferred to the archive of the organization after an examination of their value. For this reason, this section establishes the procedure for the examination of the value of documents, the preparation of cases for transfer to the archive of the organization, the compilation of lists of cases of structural divisions, on the basis of which the cases are transferred to the archive of the organization, and it is also emphasized that before the examination of the value of documents is carried out in the prescribed manner, destruction documents are prohibited.

In the provisions of the section, attention is drawn to the fact that inventories for cases of permanent storage and in terms of personnel, acts for the destruction of documents are considered at a meeting expert commission(EC) organizations, as a rule, simultaneously. Based on the results of consideration, the EC approves the inventories of cases, documents of permanent storage and personnel and acts on the allocation of documents for destruction.

Organizations - sources of acquisition of the state (municipal) archives present inventories of documents permanent term storage and personnel (annual sections), agreed upon by the organization's EC, for consideration by the expert review commission (EPC) of the archival institution:

permanent shelf life - for approval;
for personnel - for approval.

After the inventories of cases, documents are approved and agreed by the EPC, these inventories and the act on the allocation of documents that are not subject to storage are approved by the head of the organization. Further, the cases allocated under the act for destruction can be destroyed.

Organizations in whose activities documents of the Archival Fund of the Russian Federation are not created should not coordinate the inventories of personnel with the EPK of the archival institution.

note

In clause 4.13 of the new Rules, it is established that electronic files with expired storage periods are subject to allocation for destruction on general grounds, after which they are physically destroyed or destroyed by software and hardware with a corresponding note in the act.

Particular attention in this section of the Rules is paid to the nomenclature of the organization's affairs. According to the main provisions, she:

fixes the classification (grouping) of executed documents into files (electronic files) and is the main accounting document reflecting the composition and organization of the organization's documentary fund;
is the basis for compiling inventories of cases, documents of permanent and temporary (over 10 years) storage periods, as well as for accounting of cases of temporary (up to 10 years inclusive) storage periods;
is developed on the basis of standard, departmental and other lists of documents indicating storage periods, other regulatory legal acts, as well as standard and approximate nomenclatures of cases;
is drawn up in the prescribed form (Appendix No. 25) on the basis of the nomenclature of cases of structural divisions (Appendix No. 26).

Organizations - sources of acquisition of state (municipal) archives, once every five years, agree on the nomenclature of cases with the CEC (EC) of the organization and submit it for approval by the relevant EPK or state (municipal) archive, in accordance with the powers granted to it. Organizations in whose activities documents of the Archival Fund of the Russian Federation are not created shall independently approve the nomenclature of cases.

The rules establish the order preparation to transfer to the archive of the organization of electronic documents. In particular, it is stipulated that separate inventories are compiled for storage units of electronic documents of permanent storage, temporary (over 10 years) storage periods, incl. by personnel. Forms of inventories of electronic affairs, as we have already said, are given in Appendices No. 17, 18 to the new Rules.

Section V. Organization of the use of documents from the Archival Fund of the Russian Federation and other archival documents of the organization

This section establishes norms regarding the organization of the use of documents from the Archival Fund of the Russian Federation and other archival documents of the organization. The main provisions of the Rules in this part are as follows:

For your information

The new Rules define the forms of using archive documents. The main ones are:

information support of employees of the organization;

execution of user requests, incl. requests of citizens of a social and legal nature;

issuance of documents and files for temporary use, provision of copies of archival documents at the request of users, incl. in the form of electronic documents.

Particular attention in the new Rules is paid to the organization of work with user requests. Determined by:

types of requests (thematic and socio-legal);
requirements for a written request (its form, the composition of the information that should be contained in the request);
the procedure for working with inquiries (terms of registration, consideration, redirection of non-core inquiries, preparation of responses to user inquiries in the form of archival information, archival extract and archival copy);
features of the organization of work with requests coming over the Internet.

The new Rules define the cases according to which the archive may refuse to issue archival documents:

availability of a fund for use;
poor physical condition of documents;
the documents did not pass the scientific description and technical design (before the completion of these works);
restrictions on use, established by law Russian Federation or a fund maker.

R Section IV. Transfer of documents of the organization for storage to the state (municipal) archive

Determines the procedure for transferring documents of the organization for storage to the state (municipal) archive. This section states that:

organizations - sources of acquisition of state (municipal) archives after the expiration of the terms of temporary storage of documents of the Archive Fund of the Russian Federation in the archive of the organization transfer them for permanent storage to the appropriate state (municipal) archive in accordance with Rules No. 19;
state and non-state organizations that are not sources of acquisition of state (municipal) archives may transfer documents from the Archival Fund of the Russian Federation, formed in their activities, to state (municipal) archives on the basis of agreements.

The new Rules establish the procedure for the transfer of documents. They emphasize that documents are transferred for permanent storage in an orderly state with an appropriate scientific and reference apparatus, and the transfer of documents to the state (municipal) archive is formalized by an act of acceptance and transfer of documents for storage (Appendix No. 30).

Section VII. Transfer of documents in case of reorganization or liquidation of an organization, change of the head of the archive of an organization

Determines the order transfer of documents during the reorganization or liquidation of the organization, change of the head of the archive of the organization... This section establishes that the transfer of documents to the liquidated organization is the responsibility of the commission formed to transfer cases and property.

Upon liquidation of organizations - sources of acquisition of state (municipal) archives in the composition liquidation commission a representative of the state (municipal) archive is included.

When changing the head of the archive of the organization (the person responsible for the archive of the organization), the acceptance and transfer of documents of the archive, accounting and research apparatus to them is carried out according to the act.

Summary

1. The new Rules are a set of regulations covering all the main processes carried out by the organization's archive:

organization of storage of documents,
keeping records of documents in the archive,
completing the archive with documents
use of archival documents.

2. Since these Rules are a normative document, it is possible that in the process of applying it in practice, there may be a need for a methodological supplement to the document (development of recommendations, guidelines for the Rules as a whole or for individual sections of the Rules).

3. General fundamental difference new Rules from other documents is that these Rules are a normative document. The Basic Rules of 2002 are of a recommendatory nature, the Basic Rules of 1985 were a normative and methodological document. For this reason, the new Rules are much smaller in volume: they contain only those provisions (rules, requirements) that should be applied in mandatory... Everything else - that is, how to do it - is left to the mercy of archivists.

4. We can say that there are fewer requirements. Reduced the number of document forms that are binding character... Previously, there were more than 40 of them: in the Basic Rules No. 263 - 44 forms, in the Basic Rules - 48, now, in the new Rules - 30. This means that archives can apply their forms, if necessary. In practice, this was the case.

5. The new Rules are focused primarily on organizations - sources of acquisition of state and municipal archives, but this is not directly stated in the document, therefore it would be more correct to say that the rules are addressed to organizations that have their own archives.

Approved by the order of the USSR Main Archive of 05.09.1985 No. 263 (hereinafter - the Basic Rules of 1985). In fact, they became invalid with the publication of the order of the Ministry of Culture of Russia dated March 31, 2015 No. 526, which approved the new Rules that we are considering in the article.