Storage periods for documents in departmental archives. Storage of documents in the archives of the institution. Section III. Accounting for documents from the Archive Fund of the Russian Federation and other archival documents in the organization

On September 21, the Rules for organizing the storage, acquisition, recording and use of documents from the Archival Fund of the Russian Federation and other archival documents in government bodies, local governments and organizations came into effect (approved by order of the Ministry of Culture of Russia dated March 31, 2015 No. 526; hereinafter referred to as the new Rules).

What were your guidelines before the new Rules came out?

Before the approval of the new Rules, the archives of state authorities, local governments, organizations (hereinafter referred to as the archives of organizations) were guided in their work by the Basic Rules for the Operation of Organizational Archives, and some archives of organizations used a very old document - the Basic Rules for the Operation 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 actually had the status of a normative document, since they were approved by order of the Main Archive, and the Basic Rules of 2002 were not approved by the Federal Archive, 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, and specifically regulatory, document on organizing the storage of documents in the archives of organizations?

The fact is that in 2004, the Federal Law of October 22, 2004 No. 125-FZ “On Archival Affairs in the Russian Federation” (hereinafter referred to as Federal Law No. 125-FZ) was adopted, which introduced many innovations in the organization of archival affairs in the country :

Extraction

from Federal Law No. 125-FZ

Article 13. Creation of archives

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

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

Article 17. Responsibilities of state bodies, local governments, organizations and citizens engaged in entrepreneurial activities without forming a legal entity to ensure the safety of archival documents

1. State bodies, local 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 their storage periods established by federal laws and other regulatory legal acts of the Russian Federation. Federation, as well as lists of documents […]

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

In addition, by order of the Ministry of Culture of Russia dated January 18, 2007 No. 19, the Rules for organizing the storage, acquisition, recording and use of documents of the Archival Fund of the Russian Federation and other archival documents in state and municipal archives, museums and libraries, organizations of the Russian Academy of Sciences were approved (hereinafter referred to as the 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 comments will there be?”

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

• 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 executive authorities.

More than 400 comments came from state and municipal archives alone. All 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 in ensuring the preservation, recording, acquisition and use of documents in the archives of organizations, which, in principle, was impossible to do, given the status of the new Rules as normative document.

At the same time, some comments were of a fundamental nature, for example, the remark that in the “Acquisition” section of the draft new Rules, the issue of examining the value of documents is not presented consistently enough, in particular, due to the fact that provisions related to the nomenclature of cases were excluded. Considering that currently the form of the nomenclature of an organization’s affairs and the procedure for its development are set out only in a document of a methodological nature - Methodological recommendations for the development of instructions for office work in federal executive bodies, when finalizing the draft of the new Rules, it was decided to include them in the “Acquisition” section basic provisions on the nomenclature of cases, including the form of the nomenclature of cases (consolidated and structural units).

Purpose of new Rules

The new Rules are intended for state authorities, local governments, organizations creating archives for storing, compiling, recording and using archival documents generated in the process of their activities.

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

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 and methods 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:

1. General provisions.
2. Organization of storage of documents of the Archive Fund of the Russian Federation and other archival documents in the organization.
3. Accounting for documents from the Archive Fund of the Russian Federation and other archival documents in the organization.
4. Completing the archive with documents from the Archive Fund of the Russian Federation and other archival documents.
5. Organization of the use of documents from the Archive Fund of the Russian Federation and other archival documents of the organization.
6. Transfer of organization documents for storage to the state (municipal) archive.
7. Transfer of documents during reorganization or liquidation of an organization, change of the head of the organization's archive.

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

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

Sections of the new Rules reflect the main functions of the organization’s archive:

• organizing the storage of documents from the Archive Fund of the Russian Federation and other archival documents;
• document accounting;
• completing the organization’s archive with documents;
• organizing the use of archival documents;
• transfer of documents for storage to the state (municipal) archive.

In addition, the new Rules include a 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 activities 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 organizing processes for archival storage of documents, from completing the organization’s archive with documents to organizing the use of documents.

Let's look at the sections in more detail.

Section I. General provisions

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

The new Rules apply to government bodies, local government bodies and organizations - sources of acquisition of state and municipal archives, in the process of whose activities documents of the Archival Fund of the Russian Federation (hereinafter referred to as organizations) are formed. The provisions of these Rules can also be used by other state and non-state organizations whose activities do not generate documents of the Archive Fund of the Russian Federation.

Based on the provisions of Federal Law No. 125-FZ, the new Rules state that state bodies, local government bodies of a municipal district, urban district and intra-city district are required to create archives for storing, compiling, recording and using archival documents generated in the process of their activities. The tasks and functions of the archive (central archive) of a state body, local government body, organization - the source of acquisition of the state, municipal archive 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, recording and use of documents from the Archival Fund of the Russian Federation and other archival documents containing information constituting state secrets.

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

Defines the concept of an organization's archival fund and the types of organization's archival funds.

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

Types of archival funds of the organization:

• archival fund of the organization, consisting of documents from the Archive Fund of the Russian Federation and other archival documents;
• a unified archival fund consisting of documents of the Archival Fund of the Russian Federation formed in the process of the activities of two or more organizations and other archival documents that have historically and/or logically determined connections with each other;
• an archival collection consisting of individual archival documents of various origins, united according to one or more characteristics (thematic, author, type, object, etc.).

Storage of paper documents. Clause 2.9 of the new Rules emphasizes: archival documents are stored in a systematic manner within the archival fund. The unit of systematization of archival fund documents in an organization’s archive is a 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 storage units belong);
• functional, sectoral, thematic, subject-specific (taking into account the functions of the organization, topics or issues that concern the content of storage units);
• nominal (according to the office work form - types and varieties of documents);
• correspondent (for organizations, as a result of correspondence with which storage units were formed);
• geographical (in accordance with certain territories, settlements and other geographical objects with which the content of documents, their authors, correspondents is associated);
• author's (by the names of organizations or surnames of citizens who are the authors of the documents).

Requirements are established for ensuring the safety of documents (normative (optimal) conditions for storing documents; rational placement of documents in the archive storage; checking the availability and condition of documents, the procedure for searching for documents), including features of storing electronic documents

Storage of electronic documents. The rules determine the mandatory storage conditions for such documents:

• the presence in the organization’s archive of at least two copies of each electronic document storage unit (the main and working copies must be located on different physical devices);
• availability of technical and software tools designed for reproduction, copying, conversion and migration of electronic documents, monitoring their physical and technical condition;
• ensuring a storage regime for electronic documents that prevents 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 obsolescence of computer formats or damage to the media, the organization’s archive carries out work to convert electronic documents into new formats and/or onto new media.

In addition to the provisions discussed, this section establishes the procedure for checking the availability and condition of archival documents (clauses 2.39-2.43), organizing the search for undetected documents (clause 2.44), the procedure for issuing documents from the archives (clauses 2.45-2.48), as well as the procedure ensuring the safety of archival documents in emergency situations (clause 2.49).

Checking the availability and condition of paper documents. Conducted in the organization’s archive 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 availability and condition of all documents in the organization’s archive or their individual parts (groups) are carried out:

• in case of natural disasters, mass movements and other circumstances, as a result of which archival documents may be lost or damaged,
• when changing archive managers.

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

• checking the availability and condition of archival documents (Appendix No. 3);
• about technical errors in accounting documents (if they are detected) (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 archives. Documents are issued on the basis of written permission from 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 the prescribed manner;
• other users upon written request.

The period for issuing documents from the archive storage 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 written confirmation from the user about the preservation/ensuring the safety of documents.

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

Documents from the archive storage are not issued:

1. if there is a use fund;
2. are in unsatisfactory physical condition.

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

Dedicated to questions from a couple of documents from the Archive 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 recording, including documents on personnel, copies of documents of the use fund (if any) and inventories of cases and documents.

The main units of accounting for archival documents are:

Each storage unit is assigned an accounting number, which is part of the archival code.

Our dictionary

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

The archival code of electronic documents stored on separate electronic media is indicated on the insert included in the media case. The archival cipher of electronic documents stored in the archive information system 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 organization’s archive: main (mandatory) and auxiliary.

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

• book of receipt and disposal of cases and documents (Appendix No. 11);
• list of funds (Appendix No. 12);
• fund sheet (Appendix No. 13);
• inventory of cases and documents (appendices No. 14-16);
• inventory register (Appendix No. 19).

Forms for 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 those accounting forms that it 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. Completing the archive with documents from the Archive Fund of the Russian Federation and other archival documents

Dedicated issues of completing the organization’s archive with documents from the Archive Fund of the Russian Federation and other archival documents. Completing the archive of an organization is the systematic replenishment of the archive with documents from the structural divisions of the organization.

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

note

Cases with temporary storage periods (up to 10 years inclusive), as has long been the practice in the work of organizational archives, are not transferred to the archive; they are stored in the structural divisions of the organization and, upon expiration of the storage period, are subject to destruction in the prescribed manner.

The new Rules indicate that cases are transferred to the organization’s archive after an examination of their value. For this reason, this section establishes the procedure for conducting an examination of the value of documents, preparing cases for transfer to the organization’s archive, drawing up inventories of the affairs of structural divisions, on the basis of which cases are transferred to the organization’s archive, and also emphasizes that before the examination of the value of documents is carried out in the prescribed manner, destruction documents is prohibited.

The provisions of the section draw attention to the fact that inventories of files for permanent storage and personnel, acts for the destruction of documents are considered at a meeting of the expert commission (EC) of the organization, as a rule, simultaneously. Based on the results of the consideration, the EC coordinates the inventory 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) archive submit inventories of documents for permanent storage and by personnel (annual sections), agreed upon by the organization's EC, for consideration by the expert verification commission (EPC) of the archival institution:

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

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

Organizations whose activities do not create documents of the Archival Fund of the Russian Federation should not coordinate inventories of personnel files with the EPC of the archival institution.

note

Clause 4.13 of the new Rules establishes that electronic files with expired storage periods are subject to separation for destruction on a general basis, after which they are physically destroyed or destroyed by software and hardware with the appropriate mark 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 it:

• consolidates 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 with permanent and temporary (over 10 years) storage periods, as well as for recording cases with 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;
• drawn up in the prescribed form (Appendix No. 25) based on the nomenclatures of affairs of structural divisions (Appendix No. 26).

Organizations that are sources of acquisition of state (municipal) archives once every five years agree on the nomenclature of files with the Central Executive Committee (EC) of the organization and submit it for approval by the relevant EPC or state (municipal) archive, in accordance with the powers granted to it. Organizations whose activities do not create documents of the Archival Fund of the Russian Federation approve the nomenclature of files independently.

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

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

This section establishes standards 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 the following:

For your information

The new Rules determine the forms of use of archive documents. The main ones are:

information support for the organization's employees;

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

issuance of documents and files for temporary use, provision of copies of archival documents upon user requests, incl. in the form of electronic documents.

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

• types of requests (thematic and socio-legal);
• requirements for a written request (its form, the composition of information that must be contained in the request);
• procedure for processing requests (time frames for registration, consideration, forwarding of non-core requests, preparation of responses to user requests in the form of an archived certificate, an archived extract and an archived copy);
• Features of organizing work with requests received over the Internet.

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

• availability of a use fund;
• poor physical condition of documents;
• the documents have not undergone scientific description and technical design (before the completion of these works);
• restrictions on use established by the legislation of the Russian Federation or the fund founder.

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

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

• organizations - sources of acquisition of state (municipal) archives, after the expiration of the temporary storage of documents of the Archival Fund of the Russian Federation in the archive of the organization, transfer them for permanent storage to the corresponding 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 of the Archival Fund of the Russian Federation, generated in their activities, to state (municipal) archives on the basis of agreements.

The new Rules establish the procedure for transferring documents. They emphasize that documents are transferred for permanent storage in an orderly state with the appropriate scientific 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 during reorganization or liquidation of an organization, change of the head of the organization’s archive

Defines the order transfer of documents during reorganization or liquidation of an organization, change of the head of the organization’s archive. This section establishes that the transfer of documents to a liquidated organization is the responsibility of the commission formed to transfer affairs and property.

When liquidating organizations that are sources of acquisition of state (municipal) archives, a representative of the state (municipal) archive is included in the liquidation commission.

When there is a change in the head of the organization's archive (the person responsible for the organization's archive), the acceptance and transfer of documents from the archive, accounting and scientific reference apparatus to them is carried out according to an act.

Summary

1. The New Rules are a set of regulations covering all the main processes performed by the organization’s archive:

• organization of document storage,
• accounting 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 methodological addition to the document (development of recommendations, methodological recommendations for the Rules as a whole or individual sections of the Rules).

3. The main fundamental difference between the new Rules and other documents is that these Rules are a normative document. The Basic Rules of 2002 are advisory in nature. The Basic Rules of 1985 were a normative and methodological document. For this reason, the new Rules are much smaller in scope: they contain only those provisions (rules, requirements) that must be applied without fail. Everything else - that is, how to do it - is left to the archivists.

4. We can say that there are fewer requirements. The number of document forms that are mandatory has been reduced. 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 use their own forms if necessary. In practice this was the case.

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

Approved by order of the Main Archive of the USSR dated September 5, 1985 No. 263 (hereinafter referred to as the Basic Rules of 1985). In fact, they lost force with the publication of Order No. 526 of the Ministry of Culture of Russia dated March 31, 2015, which approved the new Rules that we are considering in the article.

Introduction

1.1 Case processing

1.3 Case cover design

1.4 Drawing up a case inventory

Conclusion

Introduction

The information storage system began to take shape simultaneously with the formation of the business writing system. An archival endeavor can celebrate several “birthdays,” depending on the point of view of a particular historian.

With the advent of the first documents, the task of preserving these documents also appeared, and the larnik, responsible for the safety of the documents and “fastening” them, can be considered the first archivist.

With the advent of the system of government institutions - orders, the system of storing documents, recording and using them has been significantly improved. July 16, 1712 is a special date in the history of archival affairs, associated with the decree on the creation of the first archive in the state from the cases and “verdicts” of the government Senate. During the XVIII - XIX centuries. The number of historical archives grew, a search was carried out for the best scheme for their systematization - archives were created, merged, reassigned, and sometimes liquidated. The first mention of the deliberate collection of stored documents dates back to 1829, when Nicholas 1 left the resolution “Sort out what is important to take away, the rest can be destroyed.” The decree that laid the foundation for the national system of archival affairs in Russia was issued on June 1, 1918, “On the reorganization and centralization of archival affairs in the RSFSR.”

After the collapse of the USSR, the participants of the Commonwealth of Independent States concluded an Agreement on Succession in relation to the former archives of the USSR on June 6, 1992. In accordance with the adopted document, the Main Archival Directorate under the Council of Ministers of the USSR ceased to exist, and all central state archives of the USSR entered the system of the Russian State Archives.

Chapter I. Preparation of documents for archival storage

1.1 Case processing

In the course of their activities, firms, institutions, and enterprises receive and create a large number of documents. After their use in operational activities to resolve current issues, the first place comes to the function of the document - the accumulation and storage of information. Documents become custodians of information, the need for which may arise again after a certain time, i.e. they act as the memory of the institution.

A quick search and use of such documents is possible only with their clear classification. The simplest classification of documents is to group them into cases. The state standard defines a case as “a set of documents or documents related to one issue or area of ​​activity and placed in one cover.” Cases are considered initiated from the moment the first executed document is included in them. They are formed in structural units and stored there until they are transferred to the archive of the institution. The final stage of working with documents in current office work is processing files for their subsequent storage and use. In structural divisions, documents must be stored for another year after the end of the current year. During this period, they are often contacted for information. After this period, the cases must be processed and submitted to the archives of the institution.

Processing cases for storage includes conducting an examination of the scientific and practical value of documents, registering cases, drawing up an inventory of cases with permanent and long-term storage periods. In large institutions, this work is carried out under the control and with the methodological assistance of the institution’s archive staff.

The set of details of a document reflects its form. Therefore, in order for a document to meet its purpose, it must be drawn up in accordance with the form adopted for this category of documents. Their legal force depends on the completeness and quality of execution of documents, since they serve as evidence and confirmation of specific facts, phenomena, and events.

Resolution of the State Standard of Russia dated July 31, 1997 No. 273 was adopted and put into effect on July 1, 1998 GOST R 6-30.97. "Unified system of organizational and administrative documentation." This standard defines the composition of the details of organizational and administrative documents, the rules for their execution, their location on documents, requirements for the production of forms, requirements for recording forms with the reproduction of the State Emblem of the Russian Federation, coats of arms of the constituent entities of the Russian Federation.

Resolution. The resolution provides instructions for the implementation of the decision, decree, etc., recorded in the document. The resolution is written on a document by the relevant official and includes the names of the executors, the contents of the order, the deadline for execution, signature and date.

If there are several names in the resolution, the responsible executor is indicated, and if there are no such instructions, the executor is the person named first in the resolution. On documents that do not require additional instructions for execution, the resolution indicates the executor, the signature of the author of the resolution and the date. It is allowed to draw up the resolution on a separate sheet.

The texts of documents are written in Russian when sent to:

to federal government bodies, government bodies of constituent entities of the Russian Federation;

to enterprises, organizations and their associations that are not under the jurisdiction of a given constituent entity of the Russian Federation or located on the territory of other constituent entities of the Russian Federation.

Document texts can be presented in the form of a questionnaire, table, connected text, or a combination of these.

A connected text usually consists of two parts. The first part indicates the reasons, grounds, and purposes for drawing up the document. In the second - decisions, conclusions, requests, proposals, recommendations. The text can only contain the final part.

In the text of a document prepared on the basis of documents of other organizations or previously published documents, their details are indicated: name of the document, name of the organization, author of the document, date of the document, its registration number, title to the text.

1.2 Examination of the value of documents

An examination of the value of documents in office work is carried out when compiling a list of cases and their formation. To organize and conduct an examination of the value of documents, select and prepare them for transfer to state storage, as well as to control the correctness of attributing documents to various cases and provide methodological assistance in conducting an examination of the value of a document, permanent expert commissions (EPC) are created. A regulation is being developed that defines its functions, rights and operating procedures.

In addition to organizing the annual selection of documents for storage, the expert commissions are charged with: reviewing the annual sections of the file for permanent, long-term (over 10 years) storage, including personnel records, acts on the allocation for destruction of documents and files that are not subject to further storage, about irreparable damage to documents of permanent storage and about the failure to detect cases subject to transfer to state storage; questions about the acceptance of documents of personal origin for departmental storage; preparation and submission to the EPC of proposals on establishing and changing the storage periods for documents; review of lists of documents, lists of cases, instructions for office work, etc.

The selection of documents for storage or destruction is the result of an examination of the value of the documents.

The examination of the value of documents is carried out in several stages, beginning in the current office work and ending in the state archive.

The first stage in determining the value of documents can be considered the compilation of a nomenclature of cases, when the storage periods for the documents being created are, as it were, predetermined.

The second time the examination of the value of the documents themselves is carried out two years later, when the documents have left operational work, when preparing documents for long-term storage or delivery to the archives of an institution.

For the third time, the value of documents is again clarified when they are transferred for permanent storage from the institution’s archive to the state archive.

Examination of the value of documents in institutions is carried out under the guidance of an expert commission (EC), which operates constantly, and in large institutions there are central expert commissions (CEC), which unite and coordinate the work of the EC of structural divisions.

The procedure for organizing the work of the Central Election Commission (EC) and their functions are defined in the “Basic Rules for the Operation of Departmental Archives”. The EC is created by order of the manager from among qualified employees with extensive work experience, heads of the office, departmental archive and head of the accounting department (3-5 people). In small firms, the EC includes a secretary and an accountant.

Tasks of the EC (CEK):

departmental archive file document

consideration of draft nomenclature of affairs of institutions and its structural divisions;

organizing the annual selection of documents for storage and destruction;

consideration of annual sections of inventories of permanent storage cases and inventories of temporary storage cases (over 10 years), including for personnel, etc.

The examination of the scientific and practical value of documents should be carried out systematically. Specific storage periods for documents are established using lists of documentary materials specially developed and approved by archival institutions, indicating the storage periods for various categories of documents.

Archival institutions have developed standard lists. They establish storage periods for documentation that is typical for most institutions, organizations, and enterprises and reflect the general functions and issues of their activities (management, control, planning, accounting, reporting, financing, labor organization, supply and sales of products).

Depending on the significance of the documents, their storage periods are set permanent or temporary (1, 3, 5, 10, 15, etc. years). The period is calculated from January 1 of the year following the year of termination of the case.

For a number of personnel files, the list indicates a storage period of “75 years EKP-v”, i.e. It is assumed that the age of the person is taken into account, the duration of storage of such a file is equal to the difference of 75 years minus the age of the person.

The selection of documents for permanent storage is carried out on the basis of the nomenclature of the enterprise’s files with a mandatory page-by-sheet review of the files. When reviewing files with a permanent storage period, duplicate copies of documents, drafts, unformed copies of documents and documents with temporary storage periods are subject to seizure. If it is discovered in a case that, along with permanent storage documents, there are a significant number of temporary storage documents in it, the case is reformatted and the permanent storage documents are separated from the temporary ones. If the file contains documents of temporary storage, but of different value, with different storage periods, the storage period for the entire file is set for the most valuable documentation, i.e. more. At the same time, a selection of documents and files for temporary (up to 10 years) storage with expired storage periods is carried out.

There are 4 groups of cases:

permanent storage, subject to subsequent transfer to the state archive;

long-term storage in the archives of the institution (over 10 years);

temporary storage (up to 10 years);

subject to destruction due to expiration of storage periods.

The organization is obliged to systematically describe documents on personnel and documents of temporary storage (over 10 years), ensure their safety and accounting.

Based on the results of the examination of the value of documents, inventories of files for permanent and temporary (over 10 years) storage periods are drawn up, as well as acts on the allocation of files for destruction.

Registration of a case is a complex of works on its re-registration, numbering of sheets, drawing up a certification inscription, and internal inventory of documents. It begins from the moment the case is certified in office work and ends in the process of preparing it for transfer to the departmental archive after the end of the calendar year during which the case was opened. The registration of cases is carried out by employees of the office management service. Depending on the storage period, full or partial registration of cases is carried out. Permanent, long-term (over 10 years) storage and personnel files are subject to full registration. Cases of temporary (up to 10 years inclusive) storage are subject to partial registration; they can be stored in binders, without internal re-systematization of documents, without numbering sheets, and without drawing up a certification note.

Pre-archival preparation of files includes two main operations: registration and description of files. The registration of cases is carried out by the person responsible for working with documents. Depending on the value of the documents and, accordingly, the storage period of the files, complete or partial (simplified) registration of the files is carried out. Cases of temporary (up to 10 years inclusive) storage are subject to simplified registration. First of all, their presence is revealed in accordance with the nomenclature of cases. The files are checked for correct formatting, they remain on binders, the sheets are not numbered, certification notes are not drawn up, they are systematized according to the nomenclature of the files and submitted to the archive. The main attention is focused on cases of permanent, long-term (over 10 years) storage periods and personnel matters. In accordance with the requirements of the “State Documentation Management System” and the “Basic Rules for the Operation of Departmental Archives”, their complete registration is carried out, which includes:

rearrangement of case documents in direct chronological order from January to December;

file filing or binding;

numbering of sheets;

drawing up a certification note (certification sheet) of the case;

drawing up an internal inventory of case documents (if necessary);

registration of all details of the case cover.

1.3 Case cover design

When preparing the covers of files for permanent, long-term (over 10 years) storage and for personnel, the following details must be indicated: name of the institution and its direct subordination; name of the structural unit, case index; annotation to case documents (for permanent storage cases containing particularly valuable documents); date of the case (volume, part); number of sheets in the file; retention period for the file; archival code of the case. In addition, on the covers of permanent storage files, space is provided for the name of the state archive and institution.

It should be especially noted that the archival code on the covers of permanent storage files is affixed in ink in the departmental archive only after the cases are included in the annual sections of the summary case inventories approved by the EPC of the relevant institution of the state archival service (before this it is affixed in pencil). Archival codes on the covers of long-term (over 10 years) storage cases and for personnel are stamped in ink after the cases are included in the annual sections of the summary case inventories approved by the Central Executive Committee (EC) of the institution, agreed upon with the EPC of the relevant institution of the state archival service (for case inventories for personnel) and approved by the head of the institution.

When filling out the details of the cover of the case, the following requirements must be observed: the name of the institution is written in full, indicating subordination in the nominative case, or its officially accepted abbreviated name is indicated; the title and number of the case are transferred to the cover from the nomenclature (it is advisable to put the latter on the spine of the case for ease of searching for cases when they are stored vertically).

At the end of the office year, the necessary clarifications are made to the design of the cover of a case of permanent or long-term (over 10 years) storage. If the name of the institution (higher department, structural unit) has changed or the case has been transferred to another institution (structural unit), the name of this institution of the structural unit is added to the cover). The title of the case on the cover is transferred from the nomenclature of the organization’s cases, agreed upon with the EPC of the relevant institution of the state archival service. In necessary cases (for example, if the title on the cover does not reflect the content of the documents in the case), additional information and clarifications are added to it.

The headings of cases containing copies of documents must indicate their copy number. The authenticity of the case documents is not stated in the title. If the data on the copy number of documents refers to all documents in the case, then they are placed behind the title (in a line, after a period, with a capital letter), and if the data refers to part of the documents or to one of them, then they are written after the description of the documents (in brackets with a lowercase letter). If there are several volumes (parts) in a case, the general title of the case and the title of each volume (part) are placed on the cover of each volume (part).

An important detail of the case cover is the date of the case, i.e. years of establishment and completion of the case in office work. Correct dating of cases depends on comprehensive consideration of the nature and type of documents that are generated in them. The date of a case containing administrative, creative and other documentation (reports, transcripts, letters, etc.), for which precise dating is important, as well as cases consisting of several volumes (parts), are the extreme dates of the documents, i.e. e. date, month, year of registration (drawing up) of the earliest and latest of the documents included in the case.

The date of a case containing minutes of meetings of collegial bodies, commissions, etc., are the dates of drawing up the first and last minutes or the date of their approval (if they are approved). The date of the personal file is the date of signing of orders for the admission and dismissal of the person for whom it was opened.

At the end of each case of permanent, long-term (over 10 years) storage, to account for the quantity and fix the features of the numbering of sheets, a certification inscription is drawn up on a separate sheet, in which the number of numbered sheets is indicated in numbers and in words and separately through the “+” (plus) sign - the number of sheets internal inventory (if available). The certification is written legibly, indicating the position of the compiler, the date of compilation and is signed by the compiler with a transcript of the signature. Subsequent changes in the composition and state of the case (shortage of documents, addition of new documents, replacement of original documents with copies, etc.) are noted in a certification note with reference to the relevant act.

For certain categories of files with permanent and long-term (over 10 years) storage periods, the recording of which is due to the specifics of the documentation contained in them (especially valuable personal, judicial and investigative files, cases of awarding academic degrees and conferring academic titles, cases of copyright certificates and patent inventions etc.), as well as documents formed by types, the headings of which do not reveal their specific content, an internal inventory of documents is compiled.

1.4 Drawing up a case inventory

The state standard "Office work and archiving. Terms and definitions" defines an inventory as an archival reference book containing a systematic list of storage units, and also intended for their recording and consolidation of systematization."

The inventory, thus, serves as the main accounting and reference tool in office work and archives. Before entering fully completed cases into the inventory, they are systematized, i.e. arranged in a strictly defined order.

To record documents of certain categories of permanent and temporary (over 10 years) storage, which is caused by the specifics of this documentation (orders for core activities, personal files, files for copyright certificates, etc.), an internal inventory is also compiled. An internal inventory of case documents must also be drawn up in cases of permanent and temporary (over 10 years) storage periods, formed according to types of documents, the headings of which do not reveal the specific content of the documents. Since records for permanent storage, files with a storage period of more than 10 years and files on personnel are compiled separately, the systematization of files is carried out for each specified group separately. "The basic rules for the work of departmental archives" also suggest drawing up separate inventories for cases consisting from specific documents characteristic only of a given organization (judicial investigative cases, scientific reports, etc.) and inventories of official publications.

At the end of the office year, all completed cases of permanent and temporary storage that have passed the examination of value are entered into the inventory. The inventory of cases is a systematic list of case titles, revealing their composition and content, establishing the systematization of cases within the fund and their accounting. In addition, the inventory is both an accounting document and the main type of scientific reference standard that provides operational accounting of cases and inventories.

Before filing the case documents, metal fasteners are removed from them, a blank form of the certifying sheet is inserted, and, in cases where an internal inventory will be compiled for the case, internal inventory forms are inserted. All sheets of the case are numbered with a black graphite pencil (the use of ink or colored pencils is prohibited) or with a number in the upper right corner, without affecting the text of the document. The internal inventory sheets are numbered separately. The sheet of certification is not numbered. If a case has several volumes, each volume is numbered separately. A sheet of any format, hemmed at one edge, is numbered as one sheet (even if it is folded). A document folded in half and filed in the middle is numbered as two sheets. Illustrated materials and photographs are numbered on the reverse side. Envelopes filed into the case with inscriptions or attachments are numbered independently. The attachment in the envelope is numbered with the next number after the envelope.

If sheets are skipped or numbered with one number, they are marked with the numbers of the previous sheets with the addition of the letters a, b, c, etc. All these corrections are noted at the end of the case in the certification inscription. If many errors are made when numbering the sheets, the numbers are crossed out and the entire case is numbered again. At the end of the case, to take into account the number of sheets on a separate certifying sheet of the case, a certification inscription is drawn up, in which the number of sheets is indicated in numbers and in words, and all the features in the numbering and physical condition of the documents in the case are specified.

The forms of the certification sheet are not identical, but the composition of the information entered into the forms is the same.

For cases with particularly valuable documents, personal, judicial and investigative cases, cases of awarding academic degrees and titles, cases of copyright certificates and patents, etc. in preparation for submission to the archive, if it has not been maintained within a year, an internal inventory of documents is compiled. It is also recommended to draw up an internal inventory for cases whose titles do not fully disclose the contents of the documents. In this case, the internal inventory will facilitate the use of case documents and the search for the necessary information.

At the end of the internal inventory of the case, a final record is drawn up indicating in numbers and words the total number of documents in the case included in the inventory and the number of sheets of the inventory.

Structural divisions of the institution transfer to the departmental archive files of permanent, long-term (over 10 years) storage and personnel records. The transfer of cases is carried out only according to inventories. Along with the files, registration and control cards of the institution’s office work service (office, secretariat, general department, etc.) are transferred to the archive. The title of each file is included in the inventory.

The correctness of the formation and execution of cases, the correspondence of their number to the inventory and the nomenclature of cases is checked by an archive employee in advance, at the stage of preparing cases for transfer to the departmental archive by structural units. If deficiencies are identified in the formation and execution of cases, employees of structural divisions are obliged to eliminate them.

Chapter II. Submission of files to the departmental archive

From the moment of establishment until delivery to the departmental archive, files are stored in work rooms or in premises specially designated for this purpose. Cases are placed in locked cabinets, which should ensure the safety of documents, and placed with their spines facing out.

Documents can be seized and issued from permanent storage files only in exceptional cases (for example, at the request of judicial investigative authorities) with the permission of the head of the institution. In this case, an exact certified copy of the document and a statement of the reasons for the seizure of the original must be included in the file. Copies and extracts from documents for use in the work of the institution or in the interests of individual citizens are made with the permission of management or officials who are granted such a right by the relevant departmental instructions.

The head of the office, secretary, clerk, etc. are responsible for the safety of documents that are in the office work stage. They must ensure control over the safety of documents in structural units and individual performers, and promptly report to the management of the institution about any violations.

The delivery of cases from a structural unit to the institution’s archive, if there is one, is carried out according to a schedule drawn up by the archive, agreed upon with the heads of structural units and approved by the head of the institution. This work must be carried out annually. Cases with permanent storage periods, storage periods over 10 years and personnel records are accepted by the archive according to inventories.

Cases are accepted by an employee of the departmental archive in the presence of an employee of the structural unit. In this case, on both copies of the inventory against each case, a note is made about its presence. After receiving all cases according to the inventory, at the end of each copy of the inventory, a certification signature is made indicating in numbers and words the actual number of cases transferred to the archive and the numbers of missing cases, if any. The date of acceptance and transfer of cases and the signatures of the persons who carried it out are placed under the certification signature.

The files, verified with the inventory, are selected and tied into archival bundles up to 20 cm thick. The files are stacked in ascending numbers, with spines on both sides. Cases are delivered to the departmental archive by employees of the structural unit. The offices, along with the files, transfer registration and control files to the departmental archive, including them in the inventory.

Cases of temporary storage (up to 10 years) are transferred to the departmental archive according to the nomenclature of cases. Since in many institutions the archives do not have sufficient space, the “Basic Rules of Departmental Archives” allow the storage of these files “by the central office management service or in structural units” until the expiration of their storage period, after which they are subject to destruction in the prescribed manner.

In newly created commercial companies, the secretary must, after two years, carry out the required processing of cases and transfer them to another cabinet, which forms the beginning of the future archive of the company.

2.1 Storage of documents in electronic form

With the transition of office work to computerized technologies, the question arises of streamlining and organizing the storage of documents created in electronic form.

Documents in electronic form can be created by employees of the organization on computers, received by email, or converted into electronic form (by scanning) from traditional paper form. The created or received document must be saved in the computer’s memory - written as a file to the hard drive. Documents can be stored on a computer’s hard drive, or on a specially dedicated computer (file server), or on removable media.

Folders (directories) are created on the hard drive into which documents will be placed. Just as paper documents are put into files, so files are put into folders. Each folder can have subfolders within it, which in turn can have their own subfolders. Each folder is assigned a "name". The “name” should begin with the type of documents (orders, acts, reports, etc.), why the content of the documents is clarified by information about the authorship, issue, correspondent, period for which the documents (files) are grouped.

Current office work files are stored on the computer's hard drive. When working on a network, the user may have access to disks or directories on other computers. In this case, they will have serial letter numbers and can be worked with as devices located on your own computer. To do this, permission to share access to a particular file is set on the computer containing the necessary resources. Access can be limited either by using a password for full and read-only access, or by restricting access to only certain users. You can enter a password to restrict access to the folder.

Organizations with a large volume of shared documents use dedicated, highly reliable computers - file - servers - designed for continuous operation and providing simultaneous access to data from units to tens, hundreds and even thousands of users.

All documents received for office circulation must be stored in general folders created in accordance with the nomenclature of affairs of the unit (organization as a whole) based on standard classifiers.

One of the main issues that determine the successful use of computer technology in the office is the reliability of storing documents in electronic form. The security of documents consists of:

sustainable power supply;

Reserve copy;

antivirus protection;

prevention and diagnostics using special utilities (auxiliary programs).

The peculiarity of electronic storage is the sending of documents to an electronic archive immediately upon completion of work with them in office work. This allows you to ensure the safety of documents, their centralized storage, quick search and distributed access to documents both using a local network and using remote access (by phone and via the Internet).

A database of documents is formed during the process of their registration.

Data on documents for the past year are stored separately even after all documents for the past year have been executed. The database is used for reference work only and can be copied to an external storage medium. Depending on the amount of information, it can be a floppy disk, magnetic tape, CD-ROM or other archival media.

Documents with permanent and long-term storage periods are usually recorded on CD-ROM, and documents with temporary storage periods are usually recorded on media that can be erased and rewritten upon expiration of the storage period.

The storage periods for documents do not depend on the form of existence - paper or electronic - and are determined by special directories - lists of documents indicating storage periods.

The minimum storage period for documents is established by the Federal Law on On accounting" - five years with the right to destruction only after an audit. A mandatory condition is checking the quality of the record after transferring the data and periodically checking the safety of the data during the storage period of the storage media.

Thus, organizations that have completely switched to paperless document flow have the opportunity to save significant space previously occupied by archival storage. Automated technologies can significantly speed up office work operations in preparing files for archival storage.

At the end of the office year, the entire database of documents of the institution, formed during the year in the process of registering documents, is sorted by case. Data on the organization’s documents for the past year are used to compile an inventory of all documents grouped by case. Within the file, documents are arranged in the order in which they were received. For permanent and long-term storage cases, such a list of case documents is printed out in the form of an internal inventory and filed at the beginning of the case.

Archival rules provide for the compilation of inventories of files for permanent and long-term storage periods. The presence of an automated accounting system allows you to create documentary inventories that were previously impossible with traditional paper technology due to their labor intensity. Such inventories greatly facilitate and speed up the search for necessary documents in the archive, ensure their recording and safety.

In the case of transferring documents to state storage at the request of archival authorities, on the basis of documentary inventories, generalized inventories for permanent and long-term storage cases can easily be generated.

Conclusion

Thus, the final stage of the paperwork process is the preparation of executed documents for storage and use. The main purpose of organizing and storing executed documents is to create conditions for their use in the reference work of institutions and replenishment of the State Archive Fund of the Russian Federation. The quick search and use of such documents depends on the correct registration of cases and their inventory. Archive databases are of great value to the country.

In the course of writing this course work, I reviewed the procedure for processing and filing cases, as well as the procedure for submitting them to the departmental archive. The head of the office, secretary, clerk, etc. are responsible for the safety of documents that are in the office work stage. They must ensure control over the safety of documents in structural units and individual performers, and promptly report to the management of the institution about any violations. The inventory serves as the main accounting and reference tool in office work and archives. In addition, the inventory is both an accounting document and the main type of scientific reference standard that provides operational accounting of cases and inventories.

Special attention was paid to storing documents in electronic form due to the transition of office work to computerized technologies. The issue of reliability of storing documents in electronic form was considered and methods for ensuring it were listed, such as: ensuring a stable power supply, timely backup, mandatory anti-virus protection, as well as prevention and diagnostics using special utilities (auxiliary programs).

Thus, organizations that have completely switched to paperless document flow have the opportunity to save significant space previously occupied by archival storage.

Bibliography

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The Federal Law “On Archiving in the Russian Federation” establishes deadlines for departmental storage of documents. Before entering state or municipal storage, archival documents are stored in departmental archives, according to the deadlines established by law. Thus, departmental storage of documents is the storage of archival documents in departmental archives before submitting them for state storage. It follows that the main and main task of departmental document storage is the safety of the organization’s archive before direct transfer to state storage.

The collection of archives for departmental storage of documents, in accordance with current legislation, is carried out on the basis of lists compiled by state and municipal archives. Non-governmental organizations, as well as private individuals, are included in these lists separately on the basis of agreements.

To determine the most complete list of sources for the acquisition of departmental archives, all organizations that operate within the archive acquisition zone are identified. After this, to organize departmental storage of documents, it is necessary to establish contact with all these organizations: establish business contacts, analyze the structure and functions. For departmental storage of documents, it is very important to know the composition and functions of the archives of all organizations in the region. To do this, a scrupulous analysis of planning reports and other documents is carried out, inventories and lists of cases are reviewed. After carrying out all these activities, a conclusion is made: is it necessary to have departmental storage of documents of this organization. Depending on what documents are stored in the departmental archive, a passport of the organization’s archive is drawn up. The organization’s archive passport includes information about the conditions for storing documents, the number of storage units, the staffing of the departmental archive, etc.

One of the most important problems of departmental document storage is the safety of these same documents throughout the entire storage period. Requirements for ensuring the safety of departmental archive documents are regulated in the “Basic Rules for the Operation of Organizational Archives”, approved by the decision of the Rosarkhiv Board of 02/06/2002. To resolve this problem, it is necessary to constantly take measures to develop and improve the material and technical base of archives. It is necessary to carry out timely repairs of buildings, storage facilities, and archival equipment. Employee training also plays a very important role. Good qualifications of archivists and those responsible for office work and archives mean the reliability and safety of documents.

As has already become clear, the completeness and quality of documents received for state and municipal storage directly depends on the correct organization of departmental storage of documents. Certification of departmental archives plays a very important role in this.

The first legislative acts on the organization of storage of archival documents in departments in Russia. General Regulations of 1720, as the first step in creating a regulatory framework for the departmental storage of archival documents.

Departmental storage of archival documents in Russia in the 19th century. “General establishment of ministries” (1811) and other regulatory legal acts of ministries and departments on departmental storage of archival documents.

Organization of departmental storage of archival documents in the USSR in the pre-war period (1917-1941). Archival decrees of the RSFSR 1918-1920. on the principles of organizing departmental storage of archival documents in the Soviet Republic. Issues of departmental storage of documents and decisions of conferences and congresses of archivists of the RSFSR in the 1920s. I Congress of archivists of the RSFSR in Moscow in 1925 on the problems of the “archival part of current office work” and the need to form departmental archives. The revival of “departmental archives” in Soviet archival affairs. “Regulations on the archive management of the RSFSR (1929)” on the departmental storage of documents. Formation in the USSR of a system of departmental archives with the right to permanently store archival documents. The concept of “special storage” in state archives.

Resolution of the Central Executive Committee and Council of People's Commissars of the USSR "On the streamlining of archival affairs in the people's commissariats and other central institutions of the USSR" (1936) and its role in the formation of the Soviet concept of departmental storage. GAU NKVD of the USSR and departmental archives: 1938-1941. Organization of departmental storage of archival documents in the USSR during the Great Patriotic War.

Main trends in the development of departmental storage of documents in the USSR in the late 1950s–1980s. Resolution of the USSR Council of Ministers “On measures to streamline the storage regime and better use of archival materials of ministries and departments” (1956) on the problems of Soviet departmental storage and ways to solve them . Regulations on the State Archive of the USSR, 1958. Transition to a planned start and systematic transfer to state storage of documents accumulated in departmental archives.

Regulations on the State Agrarian University of the USSR and the network of central state archives (1961). Further strengthening of the system of departmental archives with the right to permanent storage of archival documents. Place of departmental storage of archival documents in the general archival system of the USSR.

Reforming the system of departmental archives in the Russian Federation during the period of “perestroika”. Basic rules for the work of departmental archives (1986). Attempts to legislatively solve the problems of departmental storage of documents of the State Archives of the USSR in the official and alternative draft laws on archival affairs (late 1980s).

Problems of forming Russian departmental storage and ensuring the safety of documents in departmental archives in the conditions of dismantling institutions and departments of the USSR and the RSFSR (summer - autumn 1991). Decree of the Government of the Russian Federation “On the procedure for departmental storage of documents and their organization in office work” (1993): general and special in comparison with the Soviet concept of the 1980 model, the specifics of determining the legal status of departmental archives. Issues of departmental storage of archival documents in the Russian Federation in the “Fundamentals of the legislation of the Russian Federation on the Archival Fund of the Russian Federation and Archives” (1993) and in the “Regulations on the Archival Fund of the Russian Federation” (1994).

Departmental storage of documents as a direction of administrative practice of state and municipal institutions of the Russian Federation. Problems of forming Russian departmental storage and ensuring the safety of documents in departmental archives at the present stage. Legal basis for the departmental storage of archival documents and documents of the AF of the Russian Federation and the activities of departmental archives in the Russian Federation. Federal Law “On Archiving in the Russian Federation” (2004), other federal laws of the Russian Federation on the periods of departmental storage of documents, the procedure for storing and using documents of organizations.

The problem of the desire of individual departments to obtain the right to permanently store documents and the Decree of the President of the Russian Federation “On the Ministry of Foreign Affairs of the Russian Federation” (03/14/1995). Depository storage and legislation “On State Secrets” (1997), “On Defense”, “On Security”, “On FAPSI”, “On Bodies of the Federal Security Service in the Russian Federation”, etc.

Specialized departmental archival funds of the Russian Federation. Depository archives as a problem in the formation of a full-fledged basis for historical science and the information society as a whole.

The structure of departmental archives, the composition of their documents. The main types of Russian departmental archives, their tasks and main functions. Types and organizational forms of departmental archives. Modern requirements for an organization's archive. The problem of creating and completing an electronic archive, IT technology. Outsourcing in archiving. Features of the activities of departmental archives with traditional and electronic composition of documents. Electronic archives of organizations and institutions: structure, forms of their use.

New aspects of Rosarkhiv’s work with ministries, departments and industry funds with the right to depository storage of archival documents. The problem of “publicity” of departmental archives. The evolution of the “departmental archive” at the present stage of development of the Russian state and society. Prospects for the development of departmental archives in the Russian Federation.

The most significant departmental archives of Russia at the federal level, not included in the Rosarkhiv system. History of the archive, composition of funds, main areas of activity of the archive. Specifics of storage and use of archive documents. Research and publication activities of the archive. Social and legal activities of the archive. Organization of the work of researchers in the reading room of the archive. Participation of the archive in international archival cooperation.

Archive of the President of the Russian Federation (AP RF). Decree of the President of the Russian Federation “On the Archive of the President of the Russian Federation” (December 31, 1991). Presence of restrictions on access to documents of the Russian Federation Administrative Offenses. The current “Regulations on the Archive of the President of the Russian Federation.”

Central Archive of the Federal Security Service of Russia (CA FSB RF). Decree of the President of the RSFSR dated August 24, 1991 No. 84 “On KGB archives.” Law of the RSFSR “On the rehabilitation of victims of political repression” (1991). Law of the Russian Federation “On Bodies of the Federal Security Service in the Russian Federation” (1995, as amended in 2014).

Historical and Documentary Department of the Ministry of Foreign Affairs of Russia (IDD MFA of the Russian Federation). The Archive of Foreign Policy of the Russian Empire (AFP RI) and the Archive of Foreign Policy of the Russian Federation (AFP RF) are two components of the IDD of the Ministry of Foreign Affairs of the Russian Federation.

Archives of the Ministry of Internal Affairs of the Russian Federation. Archives of the Russian Orthodox Church.

Seminar 1. Basics of the course “State, municipal and departmental archives”

Departmental storage State storage

Figure 10. Scheme “Organization of acquisition of state archives with machine-readable documents. Option 3."

Figure 14. Use of a single archival format when compiling the state archive of the DMN. Figure 16. AIPS “Regulatory and methodological base of the archival industry.” CD-ROM. Screen shot. Figure 17. Map of the portal of the Federal Archival Service “Archives of Russia” ( www.rusarchives.ru). Screen shot. Figure 18. Section “Fund” of the “Archival Fund” software package. The first screen is for entering basic information about the fund. Screen shot. Figure 19. The “Inventory” section of the “Archival Fund” software package is intended for entering data on the inventory of the fund. Screen shot. Figure 20. Main menu of the “Administrator” mode of the “Archival Fund” program. A nice administrator creates an archive passport, maintains a rubricator, destroys data, and controls access. Figure 21. Fund card of the program “Accounting for the Archival Fund” of JSC Insoft. Screen shot. Figure 22. Inventory card for the program “Accounting for the Archival Fund” of JSC Insoft. Screen shot. Figure 23. Card for describing the storage unit of the program “Accounting for Archive Funds” of JSC Insoft. Screen shot. Figure 24. Creation of accounting documents in the “Accounting for Archival Fund” program of JSC “Insoft”. Screen shot. Figure 25. Main menu of the administrator mode of the Fund Catalog program. This is where work with the program begins – entering data created by the “Archival Fund” program. Screen shot. Fig. 26. Updating data in the “Stock Catalog” program. Figure 27. Figure 28. Figure 29. Writing digitized documents to CD-ROM. Photo. Creation of an array of electronic images of exhibits in the State Russian Museum by scanning. Project of the concern “Electronic Archive”. Photo. Figure 31. Electronic inventory on the Internet: DB on the fund of the Military Economic Administration of the Siberian Cossack Army in the Civil Aviation of the Omsk Region (ttp://www.ic.omskreg.ru/~archive/cgi-bin/arc.cgi). Screen shot. Figure 32. Index to metric books in the Central State Administration of the Republic of Tatarstan on the Internet ( www.archive.gov.tatarstan.ru/home/_metbooks/). Screen shot. . Figure 33. Thematic catalog “Documents on the history of the War of 1812” in RGVIA. Screen shot. Figure 34. Nominal inter-fund index in the State Administration of the Omsk Region. Screen shot. Figure 35. Photo catalog of the Central State Archive of the KFFD. Screen shot. Figure 36. Electronic catalog of documentaries of the RSA KFD on the Internet ( http://rgakfd.ru ). Screen shot. A section on mechanization and automation of archival work was included in the 1966 textbook: Theory and practice of archival work in the USSR. Textbook. M., 1966. P. 310-372. Gelman-Vinogradov K. B. Machine-readable documents in the USSR. Vol. 1 Areas of application. Classification. M., 1980. You point 2. Problems of use in historical research. M., 1982 Automated information retrieval systems in archives: Method. allowance / Ed. O.A. Mikhailov, comp. B.A. Armaderova et al. M., 1985; Improving AIPS for thematic complexes of archival documents. M., 1987. Automated systems in archiving. (Restoration and conservation of documents using AIPS). Documentary AIPS / Rep. ed. O.A. Mikhailov. M., 1985. 72 pp.; Systems for automated search and electronic restoration of archival documents. M.: NIC KD USSR, 1989. 58 p. Mikhailov O.A. Electronic documents in archives. Ed. 1st. M.: Dialog-MSU, 2000. Aka. Electronic documents in archives: problems of reception, preservation, use. Analytical compilation of foreign and domestic experience. /Rosarkhiv, ROIA, RGA NTD. 2nd ed., add. M., 2000. 325 pp.; It's him. Electronic documents in archives: problems of reception, preservation, use. Analytical review of foreign and domestic experience. /Rosarkhiv, ROIA, RGA NTD. 3rd ed., add. M., 2002. Book 1.2. Kuznetsov S.L. Office work on a computer. M., 2001. Alekseeva E.V., Afanasyeva L.P., Burova E.M., Archivology. Textbook. M.:Profobrizdat, 2002. P.244-263. Our course focuses on technologies for working with documents on traditional media, although the experience of working with technotronic archives is also considered due to the fact that the principles of creating databases on technotronic and traditional documents are largely similar. Gelman-Vinogradov K.B. Machine-readable documents in the USSR. Vol. 1. Areas of application. Classification. M.: MGIAI, 1980. P.11. Right there. P. 19. Indexing systems are discussed in detail in the works of K.B. Gelman-Vinogradov (Indexation of classification schemes for catalogs of documentary materials // Issues in archival science. 1960 No. 8. P. 19-29); Petrovskaya I.F. (Classifier of subject-thematic materials // Ibid. 1959. No. 1. P. 56-80); K.I. Rudelson (Catalogues of documentary materials in the archives of the USSR. M., 1958). Vorobyov G.G. Information retrieval systems: current state and development prospects//Soviet archives. 1975. No. 5. P. 16-25. Romanov E.S. Chukova O.S. Some questions of the methodology for developing information systems based on computer punching machines // Soviet Archives. 1972. No. 1. P.63-72.. The classification of documents on this basis was proposed by V.P. Cherenin (Cherenin V.P. Some problems of documentation and mechanization of information retrieval. M.: MNI, 1955.) Bogatov B.N. On the cataloging of documentary materials in state archives // Issues of archival science. 1959. No. 4. P. 33. Theory and practice of archiving in the USSR. M., 1966. P.340. Rakov B.M. On the issue of mechanization of scientific, reference and information work of archives // Questions of archival science. 1959. No. 3. P.32-33. Gelman-Vinogradov K.B. Machine-readable documents in the USSR. Issue 1. M., 1980. P.23-27. Nikolaev A.D. On the issue of mechanization of document accounting. (From the experience of the Research Institute of Aeroclimatology) // Issues of archival science. 1959. No. 2. Nikolaev A.D. New types of documentation and the use of technology for information purposes // Issues of archival science. 1960. No. 8. P.56. Theory and practice of archiving in the USSR. M., 1966. P.347. Gelman-Vinogradov K.B. Machine-readable documents in the USSR. Vol. 1. P.30-31. Information retrieval systems for institutional documents // Soviet archives. 1984. N 3. P.65-69; Vorobyov G.G. Information retrieval systems: current state and development prospects // Soviet archives. 1975. N5. P.16-25; Gaskin D.I., Shaposhnikova A.S., Mikhailova V.G. Information and linguistic support of AIPS for the complex of documents “Architecture and Urban Planning” // Soviet Archives. 1984. N4. pp.23-28; Dolgikh F.I., Mikhailov O.A. Computers in the state archives of the USSR // UNESCO Journal on Informatics, Librarianship and Archival Science. 1983. T.5. N4. P.255; Vorobyov G.G. Problems of cybernetics in the field of archival documentation // Issues of archival science. 1963. N 4; It's him. Archives and search for scientific information // Issues of archival science. 1964. N 4; Mikhailov A.I., Cherny A.I., Gilyarevsky R.S. Fundamentals of computer science. M., 1968; They are. Informatics is a new name for the theory of scientific information//Scientific and technical information. 1966. N 12. Timoshuk L.A. Information media, their characteristics and areas of application. M., 1967; Mayorov F.V. Coding of economic information and machine-readable documents. M.: Economics, 1973. Chirchenko O.N., Strodach. E.A. Basic forms of machine-perceivable documents. M., 1972. Gelman-Vinogradov K.B., Khromchenko L.G. Cybernetics and historical science//Proceedings of MGIAI. T. 25. M., 1967. pp. 28-33. The second edition of the textbook by K.B. Gelman-Vinogradov “Machine-readable documents in the USSR” (M., 1982) was devoted to mathematical methods in historical research, allowing for the analysis of machine-readable versions of historical sources - methods of summation, correlation and regression analysis, content analysis . The first experience of using AIPS in archives and the fundamentals of their construction is quite fully covered in the works of archivists of this period. See, for example: Khromchenko L.G. The role of methods and means of scientific and technical information in the organization of information activities of archives of the USSR // Applied documentary. M., 1968. P. 95-100; It's her. History of the development of NTI in the USSR and scientific and information activities of state archives. Author's abstract. diss. for the job application uch. step. k.i. n. M., 1967; Avtokratova M.I., Nazin I.S., Rudelson K.I., Smoktunovich L.L. On the creation of a unified system of scientific reference apparatus for archives of the USSR // Questions of archival science. 1965. N 1. P. 3-15; Dudarenko M.L. Punch cataloging of archival documents and the use of counting and punching equipment for issuing information (From the experience of the archive of the USSR Ministry of Defense) // Questions of archival science. 1963. N2. P.86-91; It's him. On the issue of mechanization of information work in archives //Proceedings of the scientific conference on archival issues in the USSR. M, 1965. T. 1. P. 517-533; Gelman-Vinogradov K.B., Rudelson K.I. Some problems of mechanization of information searches (using the example of archival funds of the USSR) //NTI. 1962. N8. P.21-27, etc. Theory and practice of archiving in the USSR. Textbook. M., 1966. P. 310-372. Filenko E.N. Introduction of electronic computer technology into the management system (History of the issue) // Secretarial Affairs. 2003. No. 6. P.30. Filenko E.N. Introduction of electronic computer technology into the management system (History of the issue) // Secretarial Affairs. 2003. No. 6. P.29. Larin M.V. Document management in organizations. M.: Scientific book, 2002. P.166. Gelman-Vinogradov K.B. Machine-readable documents in the USSR. M.1980. Vol. 1. P.46. Larin M.V. Document management and new information technologies. M.: Scientific book, 1998. P.21. See, for example: Mikhalchuk A.M. Dialogue system for monitoring the execution of documents in the USSR Ministry of Electrical and Technical Industry // Soviet Archives. 1982. No. 6. P.52-54. Larin M.V. Document management in organizations. M.: Scientific book, 2002. P.165. According to A. Sokova, in Canada in the 1970s, the volume of document flow doubled; in the USA, the annual increase was 72 billion documents (Sokova A.N. Ways to reduce document flow // Soviet Archives. 1983. No. 5. P. 3 -10.) A machinogram is a paper document created by computer technology and executed in the prescribed manner. K.B. Gelman-Vinogradov provides the following data: by the end of the 1970s, there were about 300 abstract journals in the world, which were prepared using a computer and published on magnetic tapes. (Gelman-Vinogradov K.B. Op. cit. Issue 1. P.39). Ilizarov B.S. Industry system of scientific and technical information on document management and archiving // Soviet archives. 1981. No. 3. P.21. Banasyukevich V.D., Grum-Grzhimailo Yu.V., Chernin E.A. On the way to creating an automated information service // Domestic archives. 1999. No. 2. P.27-32. The Commission on the Application of Mathematical Methods and Computers in Historical Research published information bulletins and thematic collections: Mathematical methods in historical research. M., 1972; Mathematical methods in socio-economic and archaeological research. M., 1981; Quantitative methods in Soviet and American historiography. M., 1983; Mathematical methods and computers in historical research. M., 1985. See also: Kovalchenko I.D. Methods of historical research. M., 1987; Kovalchenko I.D., Borodkin L.I. Modern methods of studying historical sources using computers. M., 1987. Regulations on the State Archival Fund of the USSR. Approved by Resolution of the Council of Ministers of the USSR dated April 4, 1980 No. 274. //Soviet Archives. 1980. No. 4. P.6. Guidelines for organizing documents at computer centers // Unified system of organizational and administrative documentation used in automated control systems and in traditional management methods. M., 1976. P.201-214; List of documents generated in the activities of computer centers, indicating the periods of their storage at the computer center // Ibid. pp. 215-232. Tsaplin V.V. Organization of document storage in the computer center // Development of a data processing system suitable for use in automated control systems. (Based on materials from a meeting of co-developers in Riga on March 27-29, 1973). M., 1973.S. 79-81; Miroshnichenko A.V. On the classification and examination of the value of automated control system documents // Soviet archives. 1979. No. 6. P. 53; Gelman-Vinogradov K. B. Matrix information carriers as a historical source // Source studies of Russian history. 1975. M., 1976. S-41-57; It's him. Machine-readable documents in the USSR. Vol. 1 Areas of application. Classification. M., 1980; Vol. 2. Problems of use in historical research. M., 1982; Danilenko I.I., Tsaplin V.V. On the selection of machine-readable documents for state storage // Soviet archives. 1981. No. 3. P. 14-20; They are. On archival storage and use of machine-readable documents // Soviet archives. 1985. No. 3. P. 3-11; Chereshnya A. T. On the source study of planning documents on computer media // In the book: Source study and historiography. Special historical disciplines. Sat. articles. M., 1980; It's him. On the selection of documents from planning bodies for state storage // Soviet Archives. 1982. No. 4; Chereshnya A.T. Scientific and historical value of machine-readable documents//Soviet archives. 1983. No. 5; Vinogradov V. M., Gelman-Vinogradov K. B., Chereshnya A. G. Machine-readable documents (some aspects of source analysis and the formation of archival complexes) // History of the USSR. 1984. No. 4. This point of view was shared by O.N. Chirchenko and E.A. Strodach. Temporary industry-wide guidelines on giving legal force to documents on magnetic tape and paper created by computer technology. // Bulletin of normative acts of ministries and departments of the USSR. 1981. No. 9. P.3-9. Gelman-Vinogradov K.B. On the scientific and historical value of machine-readable documents // Soviet archives. 1983. No. 5. P.11. Right there. P.14. Regulations on the procedure for selecting, accepting for archival storage and issuing documents created by computer technology to consumers. M., 1983; Completing the central state archives of the USSR with documents of industry-specific automated control systems. Guidelines. M., 1985; An approximate list of tasks solved by industrial control systems with an indication of shelf life for the tasks. M., 1985. Danilenko I.I., Tsaplin V.V. On archival storage and use of machine-readable documents // Soviet archives. 1985. No. 3. P. 6 The procedure for selecting and accepting for archival storage documents created by computer technology / RNIC KD; VNIIDAD. M., 1995. Danilenko I.I., Tsaplin V.V. On archival storage and use of machine-readable documents // Soviet archives. 1985. No. 3. P. 9 The lists of the main tasks solved by the automated control system were planned to be approved in the state archive. Danilenko I.I., Tsaplin V.V. On the selection of machine-readable documents for state storage // Soviet archives. 1981. No. 3. P. 17. This refers to the selection for storage of MSD for a task that performs the main function of the complex of tasks under consideration and occupies the most important place in it. Danilenko I.I., Tsaplin V.V. On archival storage and use of machine-readable documents // Soviet archives. 1985. No. 3. P. 6. GOST 6.10.4-84. Unified documentation systems. Giving legal force to documents on computer media and typographs created by computer technology. Basic provisions. For example, domestically produced magnetic tapes from the early 1980s had a shelf life of up to 15 years. RD 50 524-84. Methodical instructions. The procedure for storing documents on computer media. M., 1985. Pally H.E. Computers and new possibilities for storing historical information//Source studies of national history. 1976. M., 1977. P.194. Slavova-Petkova S. Current state and development trends of the NSA system for archival documents // Soviet archives. 1988. No. 1. P.99. Automated information retrieval systems in archives: Method. allowance / Ed. O.A.Mikhailov, compiled by B.A.Armaderov and others. M., 1985. pp. 18-19. The experience of the Central Party Archive of Bulgaria is interesting. There, an automated NSA (inventory on magnetic media) was created at the stage of temporary storage, in the so-called current archive of the Central Committee of the BKP (where the documents were stored for 10 years). Inventories on paper and, in parallel, on magnetic media were submitted to the Central Party Archive to replenish the Inventory data bank. Thus, the CPA did not create the inventory anew, which significantly saved labor costs. (Slavova-Tetkova S. Creation and maintenance of catalogs using electronic computers // Soviet Archives. 1990. No. 3. P. 86). Mikhailov O.A. Shaposhnikov A.S. Automated systems for retrieving information from documents in state archives // Soviet archives. 1982. No. 4. P. 28. Different sources provide different information about the size of the database. Thus, the article by O.A. Mikhailov and A.S. Shaposhnikov indicated that the search system included 130 thousand documents stored in 100 archives. Of these, 22 thousand were published (Mikhailov O.A. Shaposhnikov A.S. Automated systems for retrieving information from documents of state archives // Soviet archives. 1982. No. 4. P. 28.) Automated information retrieval systems in archives: Method. allowance / Ed. O.A.Mikhailov, compiled by B.A.Armaderov and others. M., 1985. P. 16-17. Right there. C 93, 101. The volume of the database is 110 thousand documents stored in seven collaborating archives. (Mikhailov O.A. Shaposhnikov A.S. Automated systems for retrieving information from documents of state archives // Soviet archives. 1982. No. 4. P. 28.) History of architectural monuments and urban planning of Moscow, Leningrad and its suburbs: Thesaurus. Guidelines / State Agrarian University of the USSR; TsGIA USSR; NIC TD USSR. M., 1985. Raskin D.I. Shaposhnikov A.S., Mikhailova V.G. Information and linguistic support of AIPS for the complex of documents “Architecture and Urban Planning” //Soviet Archives.1984. No. 4. P.24. Efimenko R.N., Kuzelenkov V.N. ASNTI based on documents of the USSR Civil Aviation Facility: the procedure for executing requests//Soviet archives. 1987. No. 2. P. 82-85. Efimenko R.N., Kuzelenkov V.N. ASNTI according to documents of the USSR Civil Aviation Facility: accounting and storage of machine diagrams //Soviet archives. 1988. No. 2. P.94. Information retrieval systems for institutional documents // Soviet archives. 1984. N3. P.65-69; Vorobyov G.G. Information retrieval systems: current state and development prospects // Soviet archives. 1975. N5. P.16-25; Gaskin D.I., Shaposhnikova A.S., Mikhailova V.G. Information and linguistic support of AIPS for the complex of documents “Architecture and Urban Planning” // Soviet Archives. 1984. N4. pp.23-28; Dolgikh F.I., Mikhailov O.A. Computers in the state archives of the USSR // UNESCO Journal on Informatics, Librarianship and Archival Science. 1983. T.5. N4. P.255. Information retrieval thesaurus based on documents of the State Academy of Fine Arts of the USSR. Soviet period / Main Archive of the USSR; VNIIDAD. M., 1982. 454 pp.; The same. Pre-revolutionary period. M., 1981. 144 pp.; History of architectural monuments and urban planning of Moscow, Leningrad and its suburbs: Thesaurus. Guidelines / State Agrarian University of the USSR; TsGIA USSR; NIC TD USSR. M., 1985; Information and retrieval thesaurus based on documents from the state archives of the USSR (Soviet period) / VNIIDAD. Performer I.V. Bezborodova, R.N.Efimenko, O.A.Ivankova and others. M., 1986. 358 p. Systems for automated search and electronic restoration of archival documents. M.: NIC KD USSR, 1989. 58 p. Medvedeva G.A., Krasikova V.F. Scientific description of archival film and photo documents for the preparation of scientific reference apparatus in an automated way // Improvement of AIPS for thematic complexes of archival documents. M., 1987. P.3-12. Medvedeva G.A. Golovkina T.A. Description and indexing of sound recordings in the process of creating AIPS for documents of the State Academy of Fine Arts of the USSR//Soviet Archives. 1986. No. 6. P. 48-50. Automated systems in archiving. M., 1985. P. 46. Mikhailov O.A., Malyshev M.I., Pospelov V.V. Basic design solutions for the development of an automated image processing system ASOFrom the Scientific Research Center of TD of the USSR//Automated systems in archiving. (Restoration and conservation of documents using computers. Documentary AIPS) Collection of scientific works. M.: Publishing house. NIC TD, 1985. P.11. Since American archival science is not guided by the principle of origin when classifying documents, the classification unit is an archival group (analogous to a fund or collection), which is divided into parts - series according to a functional or thematic principle. Burke F.G. National Archives and Records Management in the USA//Soviet Archives. 1988. No. 3. P. 99. According to Tikhonov V.I. and Yushina I.F. already in the mid-1980s in Western Europe and the USA, from 50 to 80% of government documentation was initially created in machine-readable form (Tikhonov V.I., Yushin I.F. Formation and development of archives of machine-readable data in the 1960s - 1980s / /Domestic archives. 1998. No. 6. P. 39.) By 1970, after two years of work, the NARS department totaled 5 million volumes of ML, 2 thousand files. (Danilenko I.I. Tanonin V.A. About working with machine-readable documents in foreign archives // Soviet archives. 1984. No. 2. P. 75.). The table is compiled based on data from I.M.’s textbook. Garskova “Databases and data banks in historical research” (M., 1994. P. 17-19.) Borodkin L.I. MChD archives on a geographical map//Information bulletin of the Commission on the Application of Mathematical Methods and Computers in Historical Research at the Department of History of the Russian Academy of Sciences. 1992. No. 6. Danilenko I.I., Tsaplin V.V. On the selection of machine-readable documents for state storage // Soviet archives. 1981. No. 3. P. 18. Kiselev I.N., Shaposhnikov A.S. Working with machine-readable documents in Danish archives // Domestic archives. 1995. No. 3. P.115. In England - from 19 to 1900 pounds sterling, in the USA - from 400 to 600 dollars. (Danilenko I.I. Tanonin V.A. About working with machine-readable documents in foreign archives // Soviet archives. 1984. No. 2. P. 75.) Tikhonov V.I., Yushin I.F. Formation and development of archives of machine-readable data in the 1960s - 1980s // Domestic archives. 1998. No. 6. P. 46. Danilenko I.N. Tanonin V.A. On working with machine-readable documents in foreign archives // Soviet archives. 1984. No. 2. APDA: Archives and Automatisaton. Kiselev I.N. Information technologies in archiving (Based on materials of the XII Congress of the International Council of Archives) // Information bulletin of the Association "History and Computer". M., 1997. N 20. P. 71-85. Nowadays, information about the databases developed by archives is published on the website “Archives of Russia”, in the magazines “Domestic Archives”, “Bulletin of the Archivist”, the newsletter of the Association “History and Computer”, periodicals of regional archival management bodies and zonal scientific and methodological councils. Banasyukevich V.D. Informatization of society and state archival service // Soviet archives. 1990. No. 1. P.83. See lecture 3 for more details. Registration is carried out, for example, by the Scientific and Technical Center “Informregister”, which publishes the catalog “Russian Databases”. Moscow organizations are required to register databases created with budget money in the register of information resources and systems of Moscow. Garskova I.M. Databases and data banks in historical research. M., 1994. P.33. Restrictions on access to this type of information are determined by the basic legislation of the Russian Federation “On the Archival Fund of the Russian Federation and Archives”, the law “On State Secrets” and others. www.rusarchives.ru/lows/fz.shtml Right there. In light of the widespread computerization of civil registration, it is interesting that, according to the new law, the storage period for this category of documents in organizations is 100 years. Kiselev I.N. Informatization of archival affairs // Bulletin of the archivist. 1996. No. 1. P.60. The concept of informatization of archival affairs // Bulletin of the Archivist. 1996. N 1. P. 69. In 2002, thematic information retrieval databases were created in 65% of the archives of 35 constituent entities of the Russian Federation (Information Bulletin / Federal Archive Service. 2003. No. 37. P. 51.) According to I.N. Kiselev, the cost of implementing the program was about 100 billion rubles. (in 1996 prices), of which the lion's share (80.5 billion rubles) was planned to be received from the federal budget, 15.6 billion rubles. - from the budgets of the constituent entities of the federation, 11.9 billion rubles. - from extrabudgetary funds. However, since the receipt of funds from the budget was not guaranteed, priorities had to be chosen when implementing the program (Bulletin of the Archivist. 1996. No. 6. P. 55.) Initially, it was planned to separate the provisions on electronic documents into a separate section (Larin M.V. New rules for the work of state archives are being created // Domestic archives. 1997. N 2. P. 7), but later they were included in general sections along with scientific and technical and audiovisual documentation. This indicates that archival science of electronic documents is increasingly being integrated into traditional archival science. There are similar sections in the Basic Rules for the Operation of Organizational Archives. (Basic rules for the work of archives of organizations / Approved by the decision of the board of Rosarkhiv dated 02/06/2002. M, 2003. P. 9 (clause 2.1.4), P. 58. (clause 6.6), P. 67-69 (clause 7.7 ).) Basic rules for the work of state archives of the Russian Federation / Rosarkhiv. VNIIDAD. - M.: Russian Political Encyclopedia (ROSSPEN), 2002. 165-167 (clause 7.1, 7.2). Certificate from the department of organization of research and implementation of AAT of the Russian Archive on the development of a system of automated centralized state accounting of documents stored in state and municipal archives. (Website “Archives of Russia”. www.rusarchives.ru) Newsletter/Federal Archive Service. 2003. No. 37. P. 51. According to the website “Archives of Russia”, data entry in 2002 was carried out by 12 federal archives, 96 archives of constituent entities of the Russian Federation, 325 municipal archives in 54 constituent entities of the Russian Federation. Same thing. P.51. Gubaidullin R.M. Automated technologies in regional archives. Documentation Center for the Contemporary History of the Udmurd Republic // Domestic Archives. 2003. No. 1. P.27. The official presentation of the all-Russian archival website “Archives of Russia” took place on May 25, 2001 at the Russian State Technical University. The site was registered in the catalogs of UNESCO and the European Archives Network. In 2002, the site was visited by 280-320 Russian and foreign researchers daily. (Information bulletin / Federal Archive Service of the Russian Federation. 2002. No. 34. P. 33.) By 2001, the number of websites of archival institutions amounted to 30 in 24 constituent entities of the Russian Federation. The archival website of the Udmurd Republic is registered in the UNESCO catalogue. The website of the RGA NTD is registered with the Ministry of Press of the Russian Federation. (Information bulletin/Federal Archive Service of the Russian Federation. 2002. No. 34. P. 32.) Although experimental work in this direction was carried out in individual archives, for example, in 2000, the Russian State Archive of the KFD received a UNESCO grant for work on digitizing photographic negatives. See, for example: Documentation in the information society: problems of state regulation of management during the transition to electronic technologies. Materials of the VIII international scientific and practical conference. M., 2002; Archivist's Bulletin. 2002. No. 1.; Documentation in the information society: unification and standardization of interdepartmental and corporate document flow. Reports and communications at the IX international scientific and practical conference on December 5-6, 2002. M., 2003. Proceedings of the conference “Electronic documents and archives; theory and practice" April 8-9. 1997, Moscow.//VNIIDAD. OCSTTI. CIF. No. 10200. Security of archives and archival funds. Reports and communications at the All-Union Scientific and Practical Conference. November 30 - December 1, 1999 M., 2000. All-Russian scientific and practical conference “Information technologies in archiving” December 14-15, 2001//Information bulletin/ Federal Archival Service. 2001. No. 30-31. P.146-151. Archival studies and source studies of Russian history. Problems of interaction at the present stage. Reports and messages at the fourth All-Russian conference. April 24-25, 2002 M., 2002. In addition to the databases named in the archival informatization program, it was planned to create a database on the material and technical support of the archival industry, as well as a database on the burial places of prisoners of war during the Second World War (according to documents from GARF, RGVA, TsKHIDC). (Federal target program “Development and preservation of culture and art of the Russian Federation.” Approved by the Government on June 19, 1996. Subprogram “Development of archival affairs.” CIF OTsNTI VNIIDAD. No. 9863.) Information bulletin/ Federal Archival Service of the Russian Federation. 1999. No. 23. P.33. Information bulletin/ Federal Archival Service of the Russian Federation. 2000. No. 26. List of works for the implementation of the subprogram “Archives of Russia” of the federal target program “Culture of Russia (2001-2005)” for 2003 and 2004. Appendix to the order of the Russian Archive (www.rusarchives.ru). Work on the program continues after the reorganization of archival management, however, program participants must enter into an additional agreement. This section provides for work on equipping archives with computer equipment and licensed software; additional equipment with telecommunications means and computer equipment with increased memory capacity for the purpose of phased introduction of an automated system for centralized state accounting of documents of the Russian Federation; creation and maintenance of websites of archival institutions and the “Archives of Russia” website, development of thematic databases in archives. Other sections of the program provide for work on maintaining “Books of Memory”, creating databases on the technical equipment of archives and on the composition and storage periods of documents; research work on the problems of publishing and protecting documents in electronic form, regulatory regulation of electronic document management, examination of the value of electronic documents of federal authorities, experimental development of automated systems for accounting and movement of documents of the Civil Code of the Russian Federation and the Russian State Administration of Economics. For the text of the program, see: http://www.e-russia.ru/program/ By “electronic government” we do not mean the disparate websites of the Administration of the President of the Russian Federation, the State Duma, the Federation Council, the Government, and federal ministries that are now available on the network, but a portal that, with the help of cross-references and special service modules, would combine resources into a single whole all departments and resources of federal, regional, municipal authorities. In addition, the concept of “electronic government” should provide for “feedback” from citizens, that is, a mechanism for assessing the effectiveness of government activities using electronic technologies. Gurvich V. GOELRO Plan. But electronic // Rossiyskaya Gazeta. 2002. No. 121. Http://www.e-rus.org/articles/text_programm_1.shtml The growth of paperless document flow should be preceded by a legal settlement of issues of the legal validity of electronic documents, for which, in addition to the law “On Electronic Digital Signature” (2002), bills “On Electronic Documents” and “On Documentation Support for Management Activities” have been developed. The use of electronic digital signatures in this area is regulated by the Law “On Electronic Commerce” (2002). Tikhonov V.I., Yushin I.F. Will there be electronic archives in “electronic” Russia? // Domestic archives. 2002. No. 5. P.5-19. Electronic Russia. Special project of the National Information Service "Strana.Ru". M., 2001. http://www.e-russia.ru/program/ Regulations on the Federal Archival Agency. Approved by Decree of the Government of the Russian Federation of June 17, 2004 No. 290. //www.rusarchives.ru/branch/rosarchive/poloj_faa.shtml Initially – Department of organization of scientific and methodological work and informatization (with CTF). Regulations on the expert commission on automated archival technologies of the State Automated System of the Russian Federation. M., 1994. Temporary regulations on the information technology center of the Federal Archival Service of Russia//Information Bulletin/Federal Archive Service of the Russian Federation. 2001. No. 32/33. P.77. Order of the Federal Archive Service “On information support for the website “Archives of Russia”. May 25, 2001. // Information bulletin / Federal Archive Service of the Russian Federation. 2001. No. 32/33. P.74. Archivist's Bulletin. 2000. No. 3-4; pp.158-167; No. 5-6, pp. 64-97. Archivist's Bulletin. 2002. No. 1. P.272-278. Archivist's Bulletin. 2003. No.1. P.197-203. Information bulletin / Federal Archive Service of the Russian Federation. 2003. No. 38/39. P.37. Information and methodological bulletin / Management of archives of the Sverdlovsk region. 2001. No. 14. P.8-9. Program for the development of archival affairs in the Udmurd Republic (1998-2000)/Committee for Archival Affairs of the UR. Izhevsk, 1998. As a manuscript. SIF OCNTI VNIIDAD. No. 10449. P.32. Keepers of history. The State Archive Service of the Republic of Mari El is 80 years old. Yoshkar-Ola, 2001. P. 105. Archives of the Altai Republic. Information and methodological bulletin. 2001. No. 11. Costs in this case are indicated for all items of financing, and not just for informatization of archival affairs. Program for the development of archival science in the Altai Republic. Approved by a decree of the Government of the Altai Republic on December 6, 1993 // Ibid. 1995. No. 1. The GANO maintains the “Photo Documents” database, which, in addition to annotations, includes 1044 images of photographic documents by 2002 (Novosibirsk Archive Bulletin. 2002. No. 10. P. 13.) Since 2001, the archive switched to the “Archival Fund” program. Resolution of the head of the administration of the Novosibirsk region “On the regional target program “Preservation of the archival fund and development of archival affairs in the Novosibirsk region.” As a manuscript. SIF OCNTI VNIIDAD. No. 10069. Novosibirsk Archive Bulletin. 2000. No. 6. P.31-32. From the speeches of the participants in the extended meeting of the Board of the Russian Archive // ​​Information Bulletin/Federal Archive Service. 2002. No. 34. P.67. Newsletter/Administration for Archives of the Amur Region; GA JSC. Blagoveshchensk, 2003. No. 51. P.9. Information and methodological bulletin / Management of archives of the Sverdlovsk region. 2001. No. 13. P. 49. Indicators of accounting and search databases are planned in the main directions. Information bulletin/Administration of the Tomsk region. Tomsk.1994. No. 1. P.27-33. Abstracts of reports of the regional scientific and practical conference “The role and importance of automated archival technologies in the activities of archival institutions and prospects for their development” / Committee on Archival Affairs; Administration of the Perm region; State Archives of the Perm Region. Perm, 1996. P. 30. Right there. pp. 17-18. Archivist's Bulletin. 1997. No. 2. P. 54. In the Vologda region, a regional target program for the automation of archival technologies in municipal archives for 2000-2001 was developed. (Vologda archives: problems, searches, prospects. Information bulletin. Vologda. 2001. No. 4. P. 53). Tikhonov V.I., Yushin I.F. Will there be electronic archives in “electronic” Russia? // Domestic archives. 2002. No. 5. P.19. Information bulletin / Federal Archive Service of the Russian Federation. 2000. No. 27/28. Development of archival science in the central region of the Russian Federation in 1991–2000. Analytical review. Moscow City Archive. M., 2002. As a manuscript. SIF OCNTI VNIIDAD. No. 10 780. Newsletter/Federal Archive Service. 2000. No. 26. Information and methodological bulletin of the ZNMS of archival institutions of the Volga region. Samara, 2000. Issue 14. Newsletter/Federal Archive Service. 2002. No. 34. P.60. Order of the Federal Archive Service on approval of the Temporary Procedure for Automated State Accounting of Documents of the Archive Fund of the Russian Federation stored in state and municipal archives. October 23, 2000. As a manuscript. SIF OCNTI VNIIDAD. No. 10577. Archives solve the problem in different ways. On the one hand, they strive to introduce their own developments. For example, in the state archive of the Perm region, most of the programs were developed by specialists of the AAT and IPS department N.V. Rentsova and S.V. Kostarev, although VNIIDAD developments were also used. In the Mosgorakhiv Information Center, some programs are created by the center’s programmers, but the most complex integrated system, “Accounting for Archival Funds,” was created according to the technical specifications of archivists by the engineering and implementation company “Insoft” (Moscow). Archives that cannot afford the services of software companies turn to universities. For example, the Omsk Regional Archive, together with the Department of Mathematical Modeling of the State University of the Omsk Region, has developed a software package for generating full-text databases. (Mironenko E.M. State Archives of the Omsk Region // Domestic Archives. 2003. No. 1. P. 28.) For example, the CDNI of the Udmurd Republic transfers the programs it has developed to the archives of the regions of Russia free of charge, while at the same time, the CDNI has installed the “Accounting for Sources of Acquisition” program, developed at the Central State Administration of the Urals. (Gubaidullin R.M. Automated technologies in regional archives. Documentation Center for the Contemporary History of the Udmurd Republic // Domestic Archives. 2003. No. 1. P. 25.) Dobrushkina N.I. Ilizarov B.S. New ideology of an information retrieval system based on archive documents // Image and Sound Archives. M.: Documentation Center "People's Archives", 1996. P.41-53. Shuvalova L.A. Rentsova N.V. About computer programs of the state archive of the Perm region // Domestic archives. 2000. No. 6. P.69-73. Abstracts of reports of the regional scientific and practical conference “The role and importance of automated archival technologies in the activities of scientific archival institutions and prospects for their development” / Committee on Archival Affairs of the Perm Region. Perm, 1996. P.16. Derusova E.V. On the introduction of automated archival technology in the Russian State Archives // Domestic archives. 1994. No. 2.S. 105. Kiselev I.N. Archive information system: model and implementation // Domestic archives. 1997. No. 6.S. 28-35. Gorenek T.N. Computerization of Moscow archives: from a simple database to an integrated information system (1986 - 2002) // Domestic archives. 2002. No. 5. P.20. Gorenek T.N. Automated technologists: Moscow archives determine the strategy // Circle of ideas: new archival technologies. M., 1996. P.53-54. Gorenek T.N. Computerization of Moscow archives: from a simple database to an integrated information system (1986 - 2002) // Domestic archives. 2002. No. 5. P.20-26. Kotlova T.N. Current problems of creating and functioning of a unified automated information retrieval system of the Russian Civil Aviation // Civil Aviation of the Russian Federation: 10 years of work. Sat. articles / Ed. coll. S.V. Mironenko et al. M.: Rospen, 2002. P. 195, 199. See more details Alekseeva E.V., Afanasyeva L.P., Burova E.M., Osichkina G.A. Archival aspects in office work: the introduction of information technology into the work of the archive//Secretary Affairs. 2003. No. 11, 12. The maximum field size for most DBMSs. Shuvalova L.A. Basic principles of setting tasks for the development of computer programs//Proceedings of GAPO. Perm, 2002. Issue. 2. T.2. P.151. There are state standards regulating the formulation of the problem (GOST 19.101-77, GOST 19.002-80, GOST 19.003-80 Unified System of Program Documentation). But since they are very complex, GAPO has created a memo for archivists “Basic principles for setting computer tasks.” For example, the archival database of the US Internal Revenue Service is more closely guarded than the country's gold reserve (at Fort Knox). And, at the same time, it is impossible to guarantee the integrity of information one hundred percent. For example, information can be read remotely by the radiation of a monitor or the vibration of window glass. Zalaev G.Z. The influence of information technology on the security of archival documents//Reports and messages at the All-Russian Conference “Security of Archives and Archive Funds” November 30, 1999. M., 2000. P.74-78. Newsletter/Federal Archive Service. 2002. No. 34. P.71. Semenova Yu.V. Computerization of the Russian Civil Aviation: problems of qualitative growth // Russian Civil Aviation: 10 years of work. Collection of articles/edited by S.V.Mironenko et al. M.: Rospen, 2002. P.192. Semenova Yu.V. Computerization of the Russian Civil Aviation: problems of qualitative growth // Russian Civil Aviation: 10 years of work. Collection of articles/edited by S.V.Mironenko et al. M.: Rospen, 2002. P.192; Domestic archives. 2000. No. 6. P.73. Regulations on the department of information retrieval systems and automated archival technologies of the state archive of the Altai Republic. SIF OCNTI VNIIDAD. As a manuscript. No. 9688. Processor speed, RAM, and subsequently hard drive capacity. Gorenek T.N. Computerization of Moscow archives: from a simple database to an integrated information system (1986-2002) // Domestic archives. 2002. No. 5. P.20. Gorenek T.N. Automated technologists: Moscow archives determine the strategy // Circle of ideas: new archival technologies. M., 1996. P.53-54 Development of archival science in the central region of the Russian Federation in 1991–2000. Analytical review. Moscow City Archive. M., 2002. As a manuscript. SIF OCNTI VNIIDAD. No. 10 780. Bashkir B.S. Microfilming, digitization, photographic recording of an archival document // Archive bulletin of the zonal scientific and methodological Council center of the region of Russia. 2002. Issue. 6. P. 167. Domestic archives. 1994. No. 2. P. 105. From the speech of S.V. Mironenko at an extended meeting of the Rosarkhiv board // Information Bulletin/Federal Archive Service. 2002. No. 34. P.53. Semenova Yu.V. Computerization of the Russian Civil Aviation: problems of qualitative growth // Russian Civil Aviation: 10 years of work. Collection of articles / Ed. Col.: S.V.Mironenko et al. M.: Rospen, 2002. P.184. Abstracts of reports of the regional scientific and practical conference “The role and importance of automated archival technologies in the activities of scientific archival institutions and prospects for their development” / Committee on Archival Affairs of the Perm Region. Perm, 1996. P.10-11. Gubaidullin R.M. Automated technologies in regional archives. Documentation Center for the Contemporary History of the Udmurd Republic // Domestic Archives. 2003. No. 1. P.24. About computer programs of the state archive of the Perm region // Domestic archives. 2000. No. 6. P.70. Information bulletin / Federal Archive Service of the Russian Federation. 2002. No. 34. P.32. Kiselev I.N. Volkova I.V. Nezhdanova O.Yu. Current state and prospects for the development of the system of scientific reference apparatus for documents of state archives // Domestic archives. 2000. No. 5. P. 23. Compact optical discs (COD) are a digital sound system consisting of a reflective optical disc with pre-recorded digital audio information and an optical playback device (GOST 27677-88 Digital audio system “compact discs. Parameters”). Optical media have a number of advantages over magnetic storage media. They do not require special storage conditions, have a high recording density, high quality and reliability of recording, and the ability to instantly play back on a computer (unlike ML). The amount of information on a magnetic tape cassette is 500 MB; on CD-ROM - 650-750 MB, on WORM class optical discs - 230 MB -6.5 GB; DVD-ROM – 1-5 GB. However, the reliability of optical storage media is much higher. So, on the Kodak CD-ROM; "YAMAHA"; “Apogee”, which uses the Moscow City Archive and the Russian State Archive of NTD, the company’s guarantee is 50, 100 and even 200 years. Gedrovich F.A. Digital documents: problems of ensuring safety // Archivist Bulletin. 1998. No. 1. P. 120. Khodakovsky N.I. Multimedia in historical science and archiving // Ibid. 1998. No. 1. P. 121. In this DBMS, an integrated system of GAPO “State Archive” was created. For more information about the formulation of the problem, see Lecture 2. See Lecture 2. See also there. We were able to find information about the presence of AAT’s own developments in 101 state archives, 7 manuscript departments of museums, libraries, archives of the Russian Academy of Sciences, industry depository funds and archives of public organizations. This number does not include archives that use industry-wide databases and standard packages such as Accounting 1C. We are talking about our own developments of archives. Gorenek T.N. Computerization of Moscow archives: from a simple database to an integrated information system (1986 - 2002) // Domestic archives. 2002. No. 5. P.20. Tkachenko N.A. Development of AIS “Archive of the Organization” // Archival studies and source studies of national history. Problems of interaction at the present stage. Reports and communications at the Fourth All-Russian Conference. April 24-25, 2002 M., 2002. P.229. Gorenek T.N. Decree op. // Domestic archives. 2002. No. 5. P.23. Selection for state storage of management documents generated in the activities of non-governmental organizations. Method. recommendations.-M.,-1997.-58 p. The “List of scientific and technical documentation subject to acceptance in the state archives of Russia” is also distributed in electronic form. (M., 1998). Main directions of archival development for 2003//Information bulletin of the Federal Archival Service. 2003. No. 38-39. P.66. Zhigunov V.M. A system for determining criteria for examining the value of electronic scientific and technical documents and its role in the formation of a retrospective documentary base for research and applied developments // Archival studies and source studies of Russian history. Problems of interaction at the present stage. Reports and communications at the Fourth All-Russian Conference on April 24-25, 2002. Barulin Yu.N. On the issue of creating a database of scientific and technical documentation // Ibid. P. 222. Derusova E.V. On the introduction of automated archival technology in the Russian State Archives // Domestic archives. 1994. No. 2. P.104-106. Shuvalova L.A. Rentsova N.V. About computer programs of the State Archive of the Perm Region // Domestic archives. 2000. No. 6. P.69-73. Gubaidullin R.M. Documentation Center for the Contemporary History of the Udmurt Republic//Domestic Archives. 2003. No. 1. P.24-29. Kochetkova Z.I. Maintaining a database for accounting in TsAODM // Domestic archives. 1998. No. 2. P.39-42. Initially – Department of organization of scientific and methodological work and informatization (with CTF); since April 2004 – department for ensuring safety, accounting, automated archival technologies. User's Guide for the "Archival Fund" program (version 3) /Rosarkhiv. M., 2001. S. 2. For example, a list of funds available, a list of attached, lost, secret funds, etc. For example, a list of personnel records; a list of inventories containing irreparably damaged files; inventories whose documents are subject to restoration; binding; disinfection; disinfestation; containing fading texts; containing scientific, design, patent documentation. Irreparably damaged, in need of disinfection, disinfestation, restoration, etc. Information on the development of a system of automated centralized state accounting of documents stored in state and municipal archives (Website “Archives of Russia” http://rusarchives.ru/news/spr_sacgyd.shtml#vv) User's Guide for the “Fund Catalog” software package /Rosarkhiv. M., 1997. S. 2. Right there. S. 8. Information bulletin/Federal Archival Service of Russia. 2003. No. 38-39. P.51. Regulations for state registration of documents of the Archival Fund of the Russian Federation. Approved by order of the State Archival Service of Russia dated March 11, 1997 N 11. Clause 2.3. Temporary procedure for automated state accounting of documents from the Archival Fund of the Russian Federation stored in state and municipal archives. Appendix to the order of Rosarkhiv No. 64 dated October 23, 2000. For example, in the Moscow City Archive, which has its own program “Accounting for Funds,” since 2002, data in electronic format has been sent to the Federal Archive for use in the “Archival Fund” and “Fund Catalog” software systems. GAPO archivists believed that the introduction of the second version of the “Archival Fund” program would be a step back for them (six years of work) due to the information retrieval capabilities of the system - the “State Archive” program made it possible to carry out descriptions at three levels (fund, inventory and file), while the second version of “AF” is only at the fund and inventory level. However, they did not deny that the transfer of information to stock catalogs should be carried out in a single electronic format (Proceedings of GAPO. Perm, 2002. Issue 2. T.2. P. 211.) Automated accounting, implemented in the Oracle environment (network mode), operates in seven central archives in Moscow. Ten archives of personnel documentation have a version running under Visual FoxPro 6.0 (local mode), and the necessary information is transmitted daily via fiber-optic communication channels to the central server. (Gorenek T.N. Computerization of Moscow archives: from a simple database to an integrated information system (1986 - 2002) // Domestic archives. 2002. No. 5. P. 21). However, the use of such software is only possible if the archive has sufficiently powerful computer equipment. In addition, Oracle is expensive software. Therefore, it was not possible to create programs based on it for the entire industry. Unique are documents that have outstanding spiritual, aesthetic or documenting merits, representing as such a special historical value and general cultural significance, one of a kind in content and place in the history of the Russian state and society and irreplaceable in case of loss in terms of their legal significance, autography and /or external signs. (Regulations of the state register of unique documents of the archival fund of the Russian Federation. Approved by order of the Federal Archive No. 75 of 10/09/2001. Approved by the board of the Federal Archival Service of Russia. Minutes No. 2 of 01/27/2000. Clause 1.5.) Information bulletin of the Federal Archival Service. 2001. No. 32-33. P.184. Zalaev G.Z. Some issues of digitization technology in archival affairs // Abstracts of reports of the regional scientific and practical conference “The role and importance of automated archival technologies in the activities of scientific archival institutions and prospects for their development / Committee on Archival Affairs of the Administration of the Perm Region. Perm, 1996. P.8. Malyshev M.I. Balakirev A.N. Creation of an insurance fund of photographic documents on optical discs: Abstracts of the report. VNIIDAD. OCSTTI. CIF No. 10200. L. 5. As a manuscript. Belokon E.A. Pruzhinin A.V. On the issue of creating electronic copies of archival historical sources // Bulletin of the Archivist. 1993. N 6. P. 100-102. Shuvalova L.A. Results of the development of technological regulations for the digitization of documents // Proceedings of GAPO. Perm, 2002. Issue. 2. T.2. pp. 214-218. Archive bulletin of the zonal scientific and methodological council of the central region of Russia. 2002. Issue. 6. P. 175. Optical discs and their use in archives. M., 1993. P.23-24. Bashkir B.S. Microfilming, digitization, photographic recording of an archival document // Archive bulletin of the zonal scientific and methodological council of the central region of Russia. 2002. Issue. 6. P. 167. Information bulletin of the Federal Archival Service. 2001. No. 32-33. P. 186. Information from the GARF website http://garf.narod.ru/news_arh.htm Basic rules for the work of state archives Russian Federation. M.: Rospen, 2002. P.7.5. Results of the development of archival affairs in the first half of 2002 // Information Bulletin of the Federal Archival Service. 2002. No. 37. P. 51. Larina V.G. A unified classifier of document information is the most important element of informatization of the archival industry // Domestic archives. 2002. No. 1. P.8-14. Meltyukhov M.I. Toman T.B. From the experience of developing databases on materials from the highest bodies of the All-Union Communist Party (Bolsheviks) during the Second World War // Archival studies and source studies of Russian history. Problems of interaction at the present stage. Reports and communications at the Fourth All-Russian Conference. April 24-25, 2002 M., 2002. pp. 240-244. Mikhailov O.A. New in Internet searches based on 2000 sources. M., 2001. P.65. #G0General international standard for the description of archival documents. #G0Approved by the Special Description Standards Committee. Stockholm, Sweden, January 21-23, 1993 / Int. archives council. Ottawa, 1994, International Standard Archival Description, ISAD (G) The SGML format is suitable for archival description because it is a general use standard, independent of the operating system and the size of the information being described. Eremeev S.G. Standard for archival description Encoded archival description: history and current state//Archival studies and source studies of Russian history. Problems of interaction at the present stage. Reports and communications at the Fourth All-Russian Conference. April 24-25, 2002 M., 2002. P.223-226. Mikhailov O.A. New in Internet searches based on 2000 sources. M., 2001. P.61. Compilation of archival inventories: Methodological recommendations/Rosarkhiv; VNIIDAD. M., 2003. 144 p. Http://rgantd.ru/ http://rgantd.ru/ For example, “Documents of personal origin in the Archival institutions of the Northwestern Federal District of the Russian Federation.” Directory. SPb.: TsGALI, 2002 (http://www.rusarchives.ru/guide/lf_sz/index.shtml). Three guidebooks in text format (rar or zip archive). Russian State Archive of Literature and Art: Guide to the Archive / Russian State Archive of Literature and Art: The Complete Archive Guide / Russisches Staatsarchiv fur Literatur und Kunst-Voll-Standiger Archivfuhrer / Comp. K. B. Vashik, N. B. Volkova. Ed. K. B. Vashik, N. B. Volkova. Munich: K. G. Saur, 1996. CD-ROM edition. [RGALI; Lotman Institute of Russian and Soviet Culture (Bochum, Germany)] Kiselev I.N., Volkova I.V., Nezhdanova O.Yu. Current state and prospects for the development of the system of scientific reference apparatus for documents of state archives // Domestic archives. 2000. No. 5. P.23.; Bobrova E.V. Archival hypertext reference book on the Runet: experience and prospects // Domestic archives. 2003. No. 1. P.17. Eurasian Oriental Studies server.http://www.orient.ru/resour/psd/index.htm Ttp://www.ic.omskreg.ru/~archive/cgi-bin/arc.cgi Http://www.rusarchives.ru/guide/nkpanp/index.shtml Http://www.rusarchives.ru/guide/rgavmf/index.shtml Kiselev I.N., Volkova I.V., Nezhdanova O.Yu. Decree op. //Domestic archives. 2000. No. 5. P.12-24. Main directions of development of archival science in the Russian Federation in 2003 // Information Bulletin of the Federal Archival Service. 2003. No. 38-39. P. 64. Http://archives.karelia.ru/nark/projects/mosaic Internet version: http://niac.natm.ru/arch.nsf/pages/gano_home; http://niac.natm.ru/arch.nsf/pages/ganpino_home Internet version: http://rgantd.ru. Internet version: http://www.photoarchive.spb.ru/photo/index http://rgantd.ru/ Victory.rusarchives.ru/index.html Internet versions: http://www.archiv.ab.ru/map/maps.htm www.rusarchives.ru/federal/rgakfd/catalog/finddocw.htm Kalantarova N.A. From the experience of the RSA KFD in creating an electronic catalog of film documents // Archivist Bulletin. 2000. No. 5-6. P.88-90; Bukhtab Yu.A., Kalantarova N.A. Creation of an electronic catalog for archival film documents. Software selection and practical application. Round table: working with electronic archives: status and development prospects” // Archivist Bulletin. 2002. No. 1.S. 272.