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Terms of departmental storage of documents in the archives of organizations. Departmental archives

Documents transferred for storage to the archives of a state organization must be stored there in accordance with the deadlines established by the Government of the Russian Federation. During the entire established period of storage of documents in the archive of the organization, the organization of their storage must be ensured in accordance with established rules, which include:

organization of recording of documents from the organization's archive;

ensuring the safety of the organization’s archive documents by creating optimal storage conditions, rational placement of documents, and creating an insurance fund;

creation of a scientific reference apparatus for the documents of the organization’s archive;

organizing the use of documents from the organization’s archive;

organizing the transfer by the archive of the organization of documents of the State Archival Fund for state storage.

The main document regulating the work of an organization’s archive is the Basic Rules for the work of organizational archives, approved by the decision of the Board of Rosarkhiv dated 02/06/2002.

The specified document defines the following main types of accounting documents of the organization's archive:

inventory as the main archival reference book, which is the main accounting document and the main type of scientific reference apparatus and a document that provides operational search for cases;

book of receipt and disposal of documents to record each fact of receipt and disposal;

fund sheet for recording changes in the name of the fund-forming organization, composition and degree of processing of cases;

topographical signs to determine the storage addresses of specific files;

reports on the composition and volume of files (storage units) stored in the archive, the forms of which are approved by the State Statistics Committee of the Russian Federation;

acts that record all changes in the composition of stored documents and the results of periodic checks of availability and condition, the forms of which are approved by the Federal Archive;

the file of the fund, which contains acts, copies of statistical reports and other documents.

The safety of the organization's archive documents is achieved primarily by fulfilling certain requirements for the equipment of the archive storage, the premises of which must be separated from the work rooms and protected from access by unauthorized persons. Doors must be additionally reinforced. The windows on the first floor of the archival repository are equipped with bars that open from the inside. The windows must have either special glazing, paint, or durable curtains. The archive storage should not be exposed to direct sunlight; lamps must be closed type. Switches and safety panels must be removed from the storage area.

TEST QUESTIONS:

1. On blank sheets (not on forms) the following is printed:

Documents prepared jointly with other organizations - right answer

Documents intended for use within the apparatus of the institution - right answer

Orders

1. Indicate the number of the correct answer

Who is responsible for organizing office work?

1. secretary

2. clerical service

3. general department

4. manager – correct answer

2. Indicate the number of the correct answer

1. in all outgoing documents

2. in letters

3. in letters – replies – correct answer

3. Indicate the number of the correct answer

The name of the document type is a required detail for:

1. business letters

2. for all documents except letters – correct answer

3. for all documents

4. only for orders and instructions

4. Indicate the number of the correct answer

Commissions can be formed by:

1. all types of documents

2. orders and letters

3. acts – correct answer

4. orders

5. Indicate the number of the correct answer

In the absence of the person whose signature is prepared on the document, it is allowed:

1. sign a document by another person with the pretext “for”

2. sign the document by another person, making sure to indicate the actual position of the person who signed the document – correct answer

3. sign the document by another person, placing a slash before the job title

6. Indicate the numbers of the correct answers

1. at the top center of the form – correct answer

2. in the upper left corner – correct answer

3. in the upper right corner

7. Complete the phrase:

……………. is a modern technology, the components of which are documented information, personnel, hardware and software, as well as regulatory established procedures for the formation and use of information resources.

In addition to the archives subordinate to the Federal Archival Agency, in Russia there are archives that operate on special grounds.

Archive of Foreign Policy of the Russian Empire(keeping documents of the diplomatic department until 1917, Moscow) and Archive of Foreign Policy of the Russian Federation(keeping documents of the Ministry of Foreign Affairs and its institutions of the Soviet and post-Soviet period, Moscow), formed in 1946, are subordinate to the Historical and Diplomatic Department of the Ministry of Foreign Affairs.

The first of these archives stores over 550 thousand files, the second - more than 1 million 300 thousand files.

The archive of foreign policy of the Russian Empire includes materials from the Collegium of Foreign Affairs (1720-1832), the central institutions of the Ministry of Foreign Affairs of the Russian Empire (1802-1917), foreign institutions of the Russian Foreign Ministry (embassies, consulates, missions, etc.), various temporary institutions of the Ministry of Foreign Affairs, commissions, societies, personal funds of Russian diplomats. The archive also stores collections of microfilmed documents from foreign and Russian archives and microfilms of captured archives returned in different years by the Soviet government to their rightful owners. A guide to this archive was published for the first time in 1995.

The Foreign Policy Archive of the Russian Federation stores international treaty acts, funds of the central institutions of the People's Commissariat for Foreign Affairs (NKID), and then the Ministry of Foreign Affairs of the RSFSR and the USSR, including funds of the secretariats of people's commissars (ministers), their deputies, members of the board of the People's Commissariat of Foreign Affairs (MFA), funds of the central institutions (departments, reference offices) for specific countries and groups of states with which the RSFSR and the USSR maintained diplomatic and trade relations, funds of embassies, as well as representative offices at various international organizations (for example, the UN), funds of international meetings and conferences, including both documents of Soviet (Russian) delegations, as well as official documents of these conferences and meetings, funds of personal origin.

Central Archive of the Ministry of Defense(TsAMO, Podolsk, Moscow region) is one of the largest archives in the country. It was founded in 1936 as the archives department of the People's Commissariat of Defense of the USSR. The archive is subordinate to the Archive Service of the Armed Forces of the Russian Federation and is one of the divisions of history, culture and military education of the Ministry of Defense. In 1992, a branch of TsAMO was formed in the city of Pugachev, Saratov region.

The archive contains about 90,000 funds, including 18,600,000 items. archive:

- materials of military institutions and formations on the history of the Great Patriotic War of 1941 - 1945, including award documents (award orders and award certificates), personal files of officers and generals;
- a card file of losses of non-commissioned officers and enlisted personnel, a card file of those who were captured and liberated by Soviet troops, card files of personal records of officers and generals, losses of officers and generals, prisoners of war of officers and generals who died in captivity; a card file of those awarded orders and medals for all personnel of the Red Army (including privates and sergeants).

A significant part of the documents stored in TsAMO from the Great Patriotic War have not yet been declassified.

Central Naval Archive of the Ministry of Defense of the Russian Federation

(TsVMA RF Ministry of Defense, Gatchina, Leningrad Region) stores similar materials on the Soviet fleet during the Great Patriotic War.

Archive of military medical documents of the Military Medical Museum of the Ministry of Defense(St. Petersburg) contains information about Soviet military personnel who were treated in hospitals and other military medical institutions during the war.

The Russian Academy of Sciences has its own network of archives.

Archive The RAS was founded back in 1728, i.e. almost simultaneously with the formation of the Academy itself. Its oldest part is located in St. Petersburg. Documents from academic institutions, as well as personal funds of prominent scientists (including those who were not members of the Academy of Sciences) from the second quarter of the 18th century are stored here. In 1936, in connection with the relocation of many academic institutions to Moscow, a department of the academic archive was formed, which concentrated materials mainly from the later period - from the mid-1930s. After 1963, archive management was transferred there, and the storage facility in St. Petersburg became a branch. Currently it has the status of the St. Petersburg branch of the RAS Archive.

From 1933 to 1963, five volumes of reviews of the materials stored in it were published in the “Proceedings” series of this archive. Reviews include brief information on the history of fund founders, the composition and volume of materials. For personal funds, lists of main correspondents are provided. All volumes are provided with name, subject and geographical indexes. The first volume contains an outline of the history of the archive. The fifth volume contains a complete list of “Proceedings” and “Index of reviews of personal funds and categories (collections) printed in the “Proceedings” of the Archive of the USSR Academy of Sciences.”

In addition to the central archive, there are archives of branches of the Russian Academy of Sciences, as well as archives of central research institutions. The latter include, for example, Manuscript Department of the Institute of Russian Literature (Pushkin House) And Archive of the St. Petersburg Institute of History RAS. This archive is based on three main sets of documents: the collection of the Archaeographic Commission, established in 1837; materials from the Manuscript Department of the Library of the Academy of Sciences, transferred to him in 1931 - 1932, and a collection of domestic and Western European sources collected by N.P. Likhachev. The archive of the Institute of History contains several hundred thousand items. hr. documents of local institutions of Russia XVI-XIX centuries. (Astrakhan Order Chamber, Campaign Chancellery of Prince A.D. Menshikov, etc.), monasteries, bishops' houses and churches, local patrimonial and personal funds (in particular, the Vorontsovs), as well as the most valuable documents on the history of Western European feudalism.

Academic institutions have “active” archives, in which materials generated in the process of their activities are temporarily stored until they are submitted to general academic archives.

Depositary storage of documents of the AF of the Russian Federation that are in federal ownership is carried out by federal executive authorities and organizations, the list of which is approved by the Government of the Russian Federation.

Along with the already mentioned Ministry of Foreign Affairs and the Ministry of Defense, these are the Ministry of Internal Affairs, the Foreign Intelligence Service, the FSB, the Federal Security Service of the Russian Federation, the Federal Service of the Russian Federation for Drug Control, the Federal Penitentiary Service, the Federal Migration Service, the State Atomic Energy Corporation " Rosatom", OJSC "Roscartography", Federal State Budgetary Institution "All-Russian Research Institute of Hydrometeorological Information - World Data Center", Federal State Unitary Research and Production Enterprise "Russian Federal Geological Fund", Federal State Unitary Enterprise "Russian Scientific and Technical Center" information on standardization, metrology and conformity assessment", Federal State Budgetary Institution "State Fund of Television and Radio Programs", Russian Academy of Education, Russian Academy of Arts, Russian Academy of Architecture and Construction Sciences, as well as the Russian Academy of Agricultural Sciences and the Russian Academy now affiliated to the RAS medical sciences.

The storage of documents included in their significance in the AF of the Russian Federation in the departmental archives of ministries and federal services operating in the field of foreign policy, state security and public order was carried out, for obvious reasons, in Soviet times, but was often not specifically legalized . Currently, it is constituted by Federal Law No. 125 dated October 22, 2004 and the Decree of the Government of the Russian Federation dated December 27, 2006 and amendments to it.

So called industry funds, also created back in Soviet times and concentrating documents containing, for example, geological or hydrometeorological information, formed with the aim of concentrating and effectively using documents of practical importance for this industry.

The manuscript departments of major libraries and historical museums are also custodians of archival materials. As a rule, personal funds, collections of materials and individual documents received from private individuals are stored in manuscript departments. Materials from government institutions are represented only by relatively random documents. Based on the volume of stored materials and their wide thematic range, the following are distinguished: Manuscript departments of the Russian State Library(RSL, Moscow), Russian National Library(RNL, former State Public Library, St. Petersburg),

State Historical Museum(State Historical Museum, Moscow), and also Military Historical Museum of Artillery, engineering troops and signal troops(formerly the Artillery Historical Museum, St. Petersburg).

A guidebook was published in 1948 on the holdings of the Manuscripts Department of the Russian State Library. It consists of brief information about the founders and characteristics of the composition and content of documents, as well as an index of personal names and titles. Information about the latest annual receipts of materials is published in the “Notes of the Manuscripts Department”. A valuable reference tool for the materials of the Department of Manuscripts is the “Index of Memoirs, Diaries and Travel Notes of the 18th-19th Centuries.” , equipped with indexes of names, geographical names, subject and chronological. The 25th issue of “Proceedings of the Manuscript Department” contains a bibliography of all its publications for 1918-1953. - indexes, catalogs, reviews, descriptions, etc. The bibliography is provided with an index of funds, collections and collections, information about which is contained in the publications of the Manuscripts Department.

A general description of the documents stored in the Manuscripts Department of the Russian National Library is contained in many publications devoted to the history of the library. The works of N. N. Rozov and L. A. Mandrykina are specifically devoted to the review of documents. Information on the annual receipts of new materials for 1852-1912. were published in the “Reports” of the library, and in subsequent years in “Brief reports on new acquisitions” in the form of separate publications or as part of the “Collections” and “Proceedings” of the library. We note, in particular, the “Brief Report of the Manuscript Department for 1914-1938.” and "Summary of New Arrivals, 1939-1946." The reports include brief information about the founders of the fund and newly received materials and are provided with indexes.

The State Historical Museum has published a guide to the collections of personal origin (with indexes) and the first part of a general guide to the materials of the manuscript department (the latest edition consists of a number of reviews of documents by topic and nature of the sources).

A special feature of the archive of the Artillery Historical Museum (established in 1872) is that it is based on materials from state institutions in charge of artillery of the Russian army - the Main Artillery Directorate of the War Ministry and its predecessors from the 17th century. and, mainly, before the October Revolution. Among them are documents not only of a military and technical nature, but also containing data on the activities of factories of the artillery department, on the revolutionary movement of workers, etc. The archive also contains materials from the Russian Military Historical Society. The Archive Guide provides systematic overviews of holdings and collections; it is equipped with subject-thematic, geographical and name indexes.

Archive of foreign policy of the Russian Empire: guide. M., 1995. Notes from the Department of Manuscripts [GBL] (OP Notes). T. 1-50. M., 1938-1995.

For the temporary storage of documents of the state part of the archival fund, ministries, departments, scientific organizations, and state enterprises create departmental archives.

Departmental archive is an archive that is directly subordinate to the relevant organization that is not part of the state archival service system or is a structural unit of the organization Vaganov, F.M. Basic rules for the work of departmental archives / F.M. Vaganov, V.A. Ilyicheva // http:// www.consultant.ru/online/base/.

Departmental archive is a broad concept. This includes the central archive of the department, and the archive of the regional institution, which stores materials of subordinate organizations, and the archive of the grassroots institution and enterprise. The structure of the institution may not have a special unit - the archive, and the staffing table may not have the position of an archivist, but the archive still exists. In this case, the head of the institution appoints by order an employee responsible for the archive from among the regular employees.

Ministries and central departments ensure the safety and recording of documents, putting them in order, organizing their use, creating an insurance fund for especially valuable documents (if any), as well as timely transferring them to state storage not only in their archives, but also in subordinate institutions. All work with documents in the departmental archive and office work is carried out in compliance with the rules established by the Federal Archive Agency (hereinafter referred to as Rosarkhiv).

Departmental archives are divided into 5 types: Vaganov, F.M. Basic rules for the work of departmental archives / F.M. Vaganov, V.A. Ilyicheva // http:// www.consultant.ru/online/base/:

The central industrial archive of a ministry or department stores documents of industry organizations of all levels of subordination, regardless of their territorial location;

The central archive of a ministry or department stores, as a rule, documents of the central apparatus of the ministry and organizations of direct subordination (ministry, industry research institute, etc.);

The United Departmental Archive stores documents of organizations related by subordination or similar in their profile of activity (medical and economic organizations);

The united interdepartmental archive stores documents of organizations of several industries and systems (often created in areas for document storage);

The archive of an institution, organization, or enterprise stores documents of only one organization (the most widespread type of departmental archive).

Currently there are 11 departmental archives at the federal level:

The most important archives of the “law enforcement” departments of the Russian Federation:

§ Central Archive of the Ministry of Defense of the Russian Federation (TsAMO).

§ Central Museum of the Great Patriotic War of 1941-1945. on Poklonnaya Hill.

§ Archive of military medical documents at the Military Medical Museum of the Ministry of Defense of the Russian Federation.

§ Central Naval Archive of the Ministry of Defense of the Russian Federation (CVMA).

§ Branch of the Central Naval Archive of the Ministry of Defense of the Russian Federation.

§ Central Border Archive of the Federal Security Service of Russia (CPA FSB of Russia).

§ Central Archive of the Federal Security Service of Russia (CA FSB).

§ Main information center of the Ministry of Internal Affairs of Russia (GIC MVD).

§ Central Archive of Internal Troops of the Ministry of Internal Affairs of Russia (CAVV).

§ Archives of civil registration authorities (ZAGS) in the constituent entities of the Russian Federation.

§ Railway archives (for regional railway departments).

Currently, there are about 30 departmental archives at the regional level.

The main functions of the departmental archive are Vaganov, F.M. Basic rules for the work of departmental archives / F.M. Vaganov, V.A. Ilyicheva //http:// www.consultant.ru/online/base/:

1. Accepts for storage in accordance with the procedure established by these Rules, documents of the structural divisions of the organization, as well as other organizations that are sources of archive acquisition. In agreement with the relevant institution of the state archival service, it can accept and store documents of personal origin until they are transferred to state storage.

In order to ensure the order of acquisition and recording of documents, the central (central sectoral) and united departmental or interdepartmental archives compile and maintain lists of organizations - sources of acquisition. The list approved by the central expert commission (CEC) or the expert commission (EC) of the organization and agreed upon with the expert verification commission (EPC) of the relevant archival institution is approved by the head of the organization.

2. Takes into account and ensures the safety of cases and documents accepted into the archive.

3. Provides funding for cases and documents accepted into the archive.

4. Compiles a scientific reference apparatus (SRA) for documents stored in the archive, taking into account its continuity with the scientific reference apparatus for documents transferred to the state archive.

5. Conducts an examination of the value of documents stored in the archive, annually submits for consideration to the organization’s Central Executive Committee (EC) annual sections of consolidated inventories of cases subject to storage, and acts on cases allocated for destruction due to the expiration of their storage periods; participates in the work of the Central Executive Committee (EC) of the organization; provides methodological assistance in conducting an examination of the value of documents in the organization's office work.

6. Prepares and, in accordance with the procedure established by these Rules, transfers for state storage documents of the State Fund of the Russian Federation and the insurance fund of copies of especially valuable documents of the State Fund of the Russian Federation. For these purposes:

Carries out or organizes the annual compilation and submission of annual sections of consolidated inventories of permanent storage files for consideration by the Central Executive Committee (EC) of the organization and the EPC of the corresponding archival institution;

In agreement with the relevant state archive, identifies and records particularly valuable documents, organizes the creation and storage of an insurance fund of copies of these documents, and maintains records of these copies;

Provides methodological and practical assistance to the organization's records management service (office, secretariat) in searching for cases opened in accordance with the nomenclature of cases, but not received in the departmental archive in a timely manner.

7. Submits annually, according to forms approved by the Central Statistical Office of the Russian Federation, to the appropriate state archive information on the composition and volume of funds stored in the archive.

8. Uses documents stored in the archive:

Informs the management and employees of the organization about the composition and content of archive documents, and, on behalf of the organization’s management, identifies documents;

Issues documents or copies of documents in the prescribed manner to interested organizations for temporary use, as well as for work by researchers in the reading room;

Fulfills requests from organizations and applications from citizens of the Russian Federation on issues of a social and legal nature, issues copies of documents and archival information in the prescribed manner, advises organizations and individuals on the location of documents necessary for making archival information;

Keeps records of the use of documents stored in the archive.

9. Checks the safety, correctness of the formation and registration of files in the organization’s records management (central, central sectoral, united departmental or interdepartmental archives also carry out checks in organizations from sources of acquisition and in relevant subordinate organizations).

10. Participates in the development of normative and methodological documents (instructions, recommendations, regulations, etc.) on archival matters and the organization of documents in office work.

11. Participates in activities to improve the qualifications of employees of the archives and records management services of the organization (central, (central sectoral), united departmental or interdepartmental archives conduct similar events for employees of organizations - sources of acquisition and relevant subordinate organizations).

12. The central (central industry) archive participates in the organization and implementation of departmental control over the work of archives and the organization of documents in the office work of organizations in the industry (system); makes proposals to the leadership of the ministry (department) on improving archiving and record keeping in the industry (system).

13. To perform its functions, the departmental archive is granted the right to:

Give, in the prescribed manner, instructions to the structural divisions of the organization and the archives of the relevant subordinate organizations on issues within the competence of the archive;

Request from the structural divisions of the organization and from the archives of the relevant subordinate organizations information necessary for the operation of the archive.

All these features in the functions must be reflected in the individual regulations on a specific archive, which is approved by the head of the organization in agreement with the relevant institution of the state archival service.

The work of the departmental archive is organized in accordance with the regulations on the archive: sources of its acquisition; composition of documents received for storage; tasks and functions of the archive and its rights necessary for their implementation.

The main tasks of the departmental archive are:

Compiling the archive with documents;

Ensuring the safety, accounting, quality of processing, selection and use of documents stored in the archive, as well as the preparation and transfer of documents for state storage;

Carrying out methodological guidance and checking the state of organization of documents in office work.

Thus, departmental storage of documents: storage of documents in departmental archives, carried out by state and municipal organizations for the period established by regulatory documents.

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

A special classification directory that determines the order of distribution of documents into cases is the nomenclature of cases of Kirsanov, M.V. Modern office work / M.V. Kirsanova. - M.: INFRA-M, 2003. - P. 184..

The nomenclature of cases is used to group executed documents into cases, systematize and record cases, determine their storage periods and search for documents. The nomenclature of files is the basis for compiling inventories of permanent and temporary (over 10 years) storage, as well as for recording temporary (up to 10 years inclusive) storage.

The nomenclature of cases is the basis for the formation of the documentary fund of the federal executive body. The documentary fund of the federal executive body consists of documents created by the federal body and received by it as a result of interaction with other government bodies, organizations and citizens.

The Instructions for Office Work of the federal executive body determine the procedure for the development, compilation, registration, coordination and approval of the nomenclature of cases, as well as the procedure for maintaining the nomenclature of cases during the office (calendar) year.

It is advisable to provide in the Instructions for office work in the federal executive body that:

The nomenclature of cases is compiled on the basis of studying the regulations on the federal executive body, the regulations of the federal executive body, regulations on structural divisions and other documents regulating the activities of the federal executive body and the procedure for documenting it, as well as the nomenclatures of cases for previous years and documents generated in activities of the federal executive body;

The federal executive body compiles nomenclatures of cases of structural divisions and a nomenclature of cases of the federal executive body, or a consolidated nomenclature of cases;

The nomenclature of affairs of a structural unit is compiled by the employee responsible for maintaining the office work of the structural unit, agreed with the archive of the federal executive body, the Office Work Service, signed by the head of the unit and submitted to the Office Work Service;

The newly created unit, within a month, develops a nomenclature of the unit’s cases and submits it to the Office Management Service of the federal executive body;

The nomenclature of affairs of the federal executive body is compiled by the Office Management Service from the nomenclatures of affairs of structural divisions;

Methodological assistance in compiling the list of cases of the federal executive body is provided by the archive of the federal executive body and the Central Expert Commission of the federal executive body;

Once every 5 years, the list of cases of the federal executive body is agreed upon with the expert verification commission of the federal state archive, to which documents from the Archive Fund of the Russian Federation generated in the course of the activities of the federal executive body are transferred for permanent storage;

The nomenclature of cases of the federal executive body, signed by the head of the Records Management Service, is approved by the head of the federal executive body after its approval by the central expert commission of the federal executive body no later than the end of the current year and comes into force on January 1 of the next year;

In the event of a change in the functions and structure of the federal executive body, the nomenclature of cases is subject to revision and agreement with the expert verification commission of the federal state archive;

The nomenclature of files is prepared in at least four copies: the 1st copy as a document of permanent storage is placed in the file of the Records Management Service, the 2nd is used in the Records Management Service as a working copy, the 3rd is used in the archives of the federal executive body, 4- th - in the federal state archive, with which the nomenclature of files was agreed upon. A working copy of the nomenclature of cases can be maintained in the Office of the Office of the Federal Executive Body in electronic form. Methodological recommendations for the development of instructions for office work in the federal executive bodies: Order of the Federal Archive of December 23, 2009 No. 76 // [the document was not published]..

The Instructions for Office Work of the federal executive body provide for: the procedure for compiling a nomenclature of cases, in particular, the order of arrangement of sections in the consolidated nomenclature of cases, rules for indexing cases, drawing up the headings of cases and the sequence of their arrangement in sections of the nomenclature of cases, the procedure for establishing storage periods for documents and files, the procedure for adjusting the nomenclature of cases during the office year (clarification of case titles, entering case titles not provided for when compiling the nomenclature of cases, entering information about the number and deadlines of storage units (volumes, parts of the case), making notes in the “Note” column, etc. ), compiling a final record of the number and categories of cases formed in the office work of the federal executive body during the year.

This section of the Office Management Instructions contains information about which lists of documents with storage periods (list of standard management documents, departmental list) are used in the federal executive body to determine the storage periods for documents. Federal executive authorities in accordance with subparagraph b of paragraph 26 of the Rules for office work in federal executive authorities, approved by Decree of the Government of the Russian Federation of June 15, 2009 No. 477 On approval of the Rules of office work in federal authorities: Decree of the Government of the Russian Federation of June 15, 2009 No. 477 // Collection of legislation of the Russian Federation. - 2009. - No. 25. - Art. 3060. develop and approve, in agreement with the federal executive body in the field of archival affairs, a list of documents generated in the activities of the federal executive body and its subordinate organizations.

Cases are formed in accordance with the nomenclature of cases, as well as in compliance with the principles of systematization of documents and their distribution (grouping) into cases of permanent, temporary (over 10 years) storage, including files on personnel, and temporary (up to 10 years) cases inclusive) storage.

The principle of forming cases (centralized - in the Records Management Service or decentralized - in the structural divisions of the federal executive body);

Place of current storage of files (Clerical Management Service and/or structural divisions of the federal executive body);

The methodological function of the archive of the federal executive body, and, if necessary, the corresponding federal archive in matters of the formation of cases;

The deadline for the executor to transfer the completed document to the file (the deadline for transferring the document to the file is established by the federal executive body, but should not be more than 10 days);

Employees involved in the formation of cases in structural divisions of the federal executive body;

Employees who determine the storage location of the document (case index, into which, in accordance with the nomenclature of cases, the executed document (set of documents) must be filed;

Conditions for storing files in structural divisions of the federal executive body;

Procedure for recording cases;

The procedure for issuing cases for temporary use;

The procedure for removing documents from the case;

Divisions (Clerical Management Service, archive of the federal executive body) that monitor the correct formation of cases in the structural divisions of the federal executive body, checking the availability and state of affairs. On approval of the Rules for office management in federal government bodies: Decree of the Government of the Russian Federation of June 15, 2009. No. 477 // Collection of legislation of the Russian Federation. - 2009. - No. 25. - Art. 3060..

The Instructions for Office Management disclose the complex of works performed in the federal executive body in order to prepare cases for transfer to the archives of the federal executive body and for destruction.

To organize and conduct an examination of the value of documents, a permanent central expert commission is created in the federal executive body and, if necessary, expert commissions in structural units, acting on the basis of provisions approved, respectively, by the head of the federal executive body or the head of the structural unit;

Examination of the value of documents of permanent and temporary storage is carried out annually in the structural divisions of the federal executive body by employees responsible for record keeping, together with the central expert commission (expert commission) under the methodological guidance of the archive;

When conducting an examination of the value of documents, cases of permanent and temporary (over 10 years) storage are selected for transfer to the archives of the federal executive body; selection of files with temporary storage periods (up to 10 years) and marked “Until the need passes”, subject to further storage in structural units, as well as allocation for destruction of files for previous years, the storage periods of which have expired;

The selection of documents for permanent storage is carried out on the basis of legislative and other regulatory legal acts of the Russian Federation, lists of documents indicating their storage periods and the list of files of the federal executive body;

Based on the results of the examination of the value of documents, inventories of permanent, temporary (over 10 years) storage and personnel files are compiled, as well as acts on the allocation of files for destruction;

At the end of the office year and based on the results of the examination of the value of documents, the files of the federal executive body are subject to registration in accordance with the rules for registering cases and preparing cases for transfer to archival storage;

The registration of cases is carried out by employees of the Records Management Service and employees responsible for records management in the structural divisions of the federal executive body, with methodological assistance and under the control of the archive of the federal executive body;

Cases of permanent and temporary (over 10 years) storage, including personnel files, are subject to full registration; temporary (up to 10 years) cases are subject to partial registration;

Full registration of the case includes: registration of the details of the cover of the case in the prescribed form; numbering of sheets in the case and drawing up a sheet of evidence for the case; drawing up, if necessary, an internal inventory of case documents; file filing and binding; introducing the necessary clarifications into the details of the case cover.

The Instructions for Records Management define the procedure for transferring cases to the archives of the federal executive body, providing for the following conditions:

Cases of permanent, temporary (over 10 years) storage and personnel files are transferred to the archives of the federal executive body;

The transfer of documents to the archives of the federal executive body is carried out according to the approved inventories of cases;

Cases of permanent and temporary (over 10 years) storage are transferred to the archives of the federal executive body no earlier than a year and no later than 3 years after the year in which the documents were placed in the file for storage;

Cases of temporary storage (up to 10 years) are, as a rule, not subject to transfer to the archives of the federal executive body (they are stored in structural units and, upon expiration of the storage period, are subject to destruction in the prescribed manner);

The transfer of cases to the archives of the federal executive body is carried out according to a schedule drawn up by the archives and agreed upon with the heads of structural divisions and the Records Management Service;

Acceptance of cases is carried out by an employee of the archive of the federal executive body in the presence of an employee of a structural unit, with two copies of the list of cases indicating the presence of each case (at the end of each copy of the list the number of actually accepted cases, the date of acceptance and transfer of cases, as well as the signature of the employee of the federal archive are indicated executive authority and the person who transferred the cases);

Cases and inventories of submitted documents are delivered to the archive by employees of structural units with a covering letter indicating the number of cases and inventories transferred to the archive (responsibility for the safety of documents during transportation and delivery of them to the archive lies with the structural unit transferring the documents) On approval of the Rules of Office Work in federal authorities: Decree of the Government of the Russian Federation of June 15, 2009 No. 477 // Collection of legislation of the Russian Federation. - 2009. - No. 25. - Art. 3060..

Preparation of documents and files for transfer to archival storage and destruction includes:

Examination of the value of documents;

Registration of cases;

Drawing up inventories of cases based on the results of an examination of their value;

Drawing up acts for the destruction of documents and files with expired storage periods.

Examination of the value of documents is one of the main areas of archival science in the modern period.

Examination of the value of documents is the selection of documents for state storage or the establishment of storage periods based on the accepted criteria of GOST R 51141-98. Record keeping and archiving. Terms and definitions - M.: 1998. - P. 5..

Examination of the value of documents - the study of documents based on criteria of their value in order to determine the shelf life of documents and select them for state storage Alekseeva, E.V. Archival studies / E.V. Alekseeva, L.P. Afanasyeva. - M.: Academy, 2009. - P. 87..

Tasks of examination of the value of documents:

1. Selection of the most valuable documents from departmental archives to state archives for state (permanent) storage and determination of the profile of documents for a particular state archive.

2. Determination of storage periods for documents in which information can be used for a certain period of time. Depending on the established storage periods, such documents can be divided into two groups:

For long-term storage (for example, documents on personnel with a storage period of 75 years or 75 years minus the age of the person at the time the case was opened);

For temporary storage.

3. Ensuring the completeness of the archival fund by replenishing lost documents, which can be done using identical documents from the funds of homogeneous institutions, as well as higher or lower institutions.

4. Selection of the most information-rich documents for storage.

Examination of the value of documents is carried out in three stages: in office work, in departmental and state archives.

In office work, the problem of determining the storage periods for documents is solved already when compiling a list of cases, i.e. when the case has not yet been “born”.

In the departmental archive, cases are separated from the documentary fund for permanent storage and prepared for delivery to the state archive.

If an institution has legally independent structural divisions, then several archival funds are formed from valuable documents.

In addition, temporary storage documents whose storage period has expired are selected for destruction. In this case, special attention should be paid to documents whose shelf life is 75 years (for personnel), because behind each of them is the fate of a person. All these important tasks are solved jointly with a commission, which can be scientifically called the central expert commission (CEC) or simply the expert commission (EC).

In the state archive, firstly, they check the decisions of expert bodies of departmental archives and approve them and, secondly, they conduct a targeted comprehensive examination of the value of documents or analysis of a scattering of documents.

Targeted due diligence is an examination that is carried out in order to identify duplication across several funds at once:

Higher institutions and institutions subordinate to one department;

Homogeneous institutions operating in the same territory (schools in the same district);

Persons related by family or personal relationships.

Such an integrated approach can only be implemented in the state archive, which receives hundreds and thousands of funds from different institutions.

As a result of the examination of the value of documents, two groups of cases are distinguished:

Cases for permanent and long-term (75 years) storage;

Cases destined for destruction.

An act is drawn up for files subject to destruction; Cases for permanent and long-term storage are subsequently entered into the inventory.

Acts and inventories are submitted for consideration to the relevant expert commission, or expert verification commission, or central expert verification commission (CEPC).

In accordance with the regulations, the main tasks of the CEPC are:

Definition of the concept, principles and criteria for the formation of the Archival Fund of the Russian Federation, the composition of documents related to the Archival Fund of the Russian Federation;

Consideration of issues of formation and optimization of the composition of the Archival Fund of the Russian Federation;

Consideration and decision-making on scientific, methodological and practical issues of examination of the value of archival documents and acquisition of state and municipal archives with them;

Implementation of scientific and methodological management of the activities of expert verification commissions (EPC) of authorized executive authorities of the constituent entities of the Russian Federation in the field of archival affairs, federal state archives, Central expert commissions and expert commissions of federal government bodies, organizations.”

In the authorized executive bodies of the constituent entities of the Russian Federation in the field of archival affairs, expert verification commissions (EPC) are created.

The EPA was created and operates in the Archival Department of the Tver Region. Commission meetings are held, as a rule, once a month. At the meetings, annual sections of inventories of permanent storage and personnel files, nomenclature of files, regulations on archives, regulations on expert commissions, instructions for maintaining records of institutions and other issues are considered.

Expert commissions (EC) should be created in institutions, organizations and enterprises. The regulation on EC is developed on the basis of an approximate regulation on a permanent expert commission of an institution, organization, enterprise, approved by order of Rosarkhiv dated January 19, 1995 No. 2 On approval of the regulation on a permanent expert commission of an institution, organization, enterprise: order of Rosarkhiv dated January 19, 1995 No. 2 // [the document was not published].. The EC is created by order of the head of the institution. The commission includes qualified specialists (at least 3-5 people). Typically, the EC includes office workers and the head of the institution's archives, specialists in the institution's main activities, an economist or an accounting employee. The EC may also include a representative of an archival institution to monitor and provide methodological assistance in the work of the EC.

The tasks of the expert commission are the Basic rules for the work of archives of organizations. - M.: Rosarkhiv, 2002. - P. 5.:

Organizing and conducting an examination of the value of documents at the stage of office work when compiling a nomenclature of cases and forming cases;

Organizing and conducting an examination of the value of documents at the stage of their preparation for archival storage;

Organizing and conducting the selection and preparation of documents for state storage.

The main functions of expert commissions are:

Organizes and carries out, together with records management and archival services, work on the annual selection of institution documents for further storage and destruction;

Provides methodological guidance to the work of assessing the value of the institution’s documents and preparing them for archival storage, developing a nomenclature of files;

Gives an expert assessment of draft normative and methodological documents on the above issues; provides assistance and methodological assistance to the institution’s specialists on issues of document management and archival science;

Reviews, makes decisions on approval and submits for approval the EPC of the state archive, and then for approval by the head of his institution, an inventory of permanent storage of management and special documentation, lists of projects, problems, topics on which scientific and technical documentation is subject to transfer to state storage, acts on allocation for destruction of documents with expired storage periods;

Reviews, makes decisions on approval and submits for approval the EPC of the state archive, and then for approval by the head of his institution - a consolidated nomenclature of the institution’s affairs, inventory of personnel files, acts of loss or irreparable damage to documents of permanent storage; considers, makes decisions on approval and submits for consideration the EPC of the state archive - proposals to change the storage periods for categories of documents established by the list, and to determine the storage periods for documents not provided for in the list;

Reviews, makes decisions on approval and submits for approval to the head of the institution - acts on the allocation for destruction of documents with expired storage periods, except for documents with storage periods of 10 years or more, on the EPC mark, documents up to 1945 inclusive, considered by the EPC of the state archive, acts on loss or irreparable damage to personnel documents;

Together with the office management and personnel services, provides consultations for employees of the institution on issues of working with documents, and participates in activities to improve their business skills.

The remaining expert commissions, based on the same main tasks and functions, expand their powers depending on their significance, mainly through control and management functions.

Rosarkhiv, as the highest archival authority, organizes an examination of the scientific and practical value of documents within the Russian Federation and selects them for permanent storage as part of the Archival Fund of the Russian Federation in the archives of the country Alekseeva, E.V. Archival studies: textbook / E.V. Alekseeva, L.P. Afanasyeva. - M.: Academy, 2009. - P. 101..

As a result of the activities of expert commissions, the following documents are drawn up:

Minutes of their meetings;

Inventory of permanent storage files;

Inventory of temporary storage cases;

Acts on the allocation for destruction of files that are not subject to storage.

The activities of expert commissions are based on standard and departmental lists of documents - systematized lists of types and categories of documents containing regulatory instructions on their storage periods.

Thus, departmental archives are an important part of the archival system, since they store documents containing socially significant information of existing institutions, organizations and enterprises. After the expiration of the temporary storage period, these documents are transferred to state or municipal storage. An important stage for transfer to permanent storage is the examination of the value of documents, carried out by expert commissions.

In conclusion of the chapter, it should be noted that archiving, as the activity of state bodies, local governments, organizations and citizens in the field of organizing the storage, acquisition, recording and use of documents, provides the opportunity to use historical experience to make informed management decisions, determine political, economic, social and other priorities, formation of forecasts and programs for the development of society and the state.

The archival system of the Russian Federation consists of a network of archival institutions and archival legislation, which is designed to ensure the integrity and security of archives, which are, in fact, part of the cultural heritage of the nation.

The archival fund of the Russian Federation is a set of documents that have historical, scientific, social, economic, political or cultural significance, reflecting the material and spiritual life of the peoples of the country and are an integral part of the historical and cultural heritage of the peoples of the Russian Federation.

Departmental archives are an important part of the archival system, since they store documents containing socially significant information of existing institutions, organizations and enterprises. After the expiration of the temporary storage period, these documents are transferred to state or municipal storage. An important stage for transfer to permanent storage is the examination of the value of documents, carried out by expert commissions.

Documentation support for management, issues of organizing a system of archival storage of documents in the Russian Federation are regulated by current regulatory and methodological documents, the most important of which are the Constitution of the Russian Federation, Federal Laws, Model Instructions and Regulations, GOSTs.

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 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 Archive 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.

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.

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.

G.V. Razorenova, chief specialist of the Office of Archives of the Kaluga Region

departmental storage of documents
archive acquisition sources
passports of archives of organizations
information about the state of document storage in archive acquisition sources
analysis of the results of certification of departmental archives.

High-quality acquisition of state and municipal archives directly depends on the safety of documents at the stage of departmental storage. The ultimate goal of the organizational, methodological and practical work of employees of archival institutions with organizations, institutions and enterprises is the quantity and quality of documents received for state storage. Documents subject to acceptance for state or municipal storage temporarily, within the time limits established by law, are stored in departmental archives. Departmental storage of archival documents means their storage in departmental archives, carried out by organizations during the period established by regulatory documents. The periods for departmental storage of documents are established in the Federal Law “On Archival Affairs in the Russian Federation”. One of the main tasks of departmental archives (or other structural divisions of organizations entrusted with their functions) has always been and remains to ensure the safety of the organization’s documents and prepare them for transfer to state storage.

In the Russian Federation in general, and in the Kaluga region in particular, there are a large number of institutions, organizations and enterprises. For example, in the Kaluga region there were organizations: as of January 1, 1998 - 17 843, in 1999 - 18 650, 2000 - 20 003, 2001 - 21 214, 2002 - 22 867, 2003 - 24 234, 2004 - 25 537, 2004 - 25,537, 2005 – 26,583, 2006 – 27,890. However, only some of them submit their documents for state or municipal storage and, thus, are sources of archive acquisition (the source of archive acquisition is “the legal or physical person whose documents are received or may go into storage in the archive").

In accordance with the Federal Law “On Archival Affairs in the Russian Federation”, “state bodies, local government bodies, organizations and citizens, in the course of whose activities documents of the Archival Fund of the Russian Federation and other archival documents subject to acceptance for storage in state and municipal archives are formed, act as sources of acquisition of state and municipal archives with archival documents.

State and municipal archives compile lists of acquisition sources that transfer documents from the Archival Fund of the Russian Federation and other archival documents to these archives. Inclusion of non-governmental organizations, as well as citizens, in these lists is carried out on the basis of an agreement.”

The same provision is enshrined and developed in the Rules for organizing the storage, acquisition, accounting and use of documents of the Archival Fund of the Russian Federation and other archival documents in state and municipal archives, museums, libraries, organizations of the Russian Academy of Sciences, approved by order of the Ministry of Culture and Mass Communications of the Russian Federation dated January 18, 2007 No. 19. The rules determine that “state bodies and local government bodies are included in the lists of sources for compiling state and municipal archives without fail. The sources of archive acquisition are also organizations and citizens, in the process of whose activities documents of the Archival Fund of the Russian Federation are formed. Non-governmental organizations, as well as citizens, are included in the lists of archive acquisition sources on the basis of an agreement. Non-governmental organizations that temporarily store documents of the Archive Fund of the Russian Federation related to federal property and the property of constituent entities of the Russian Federation are included in the lists of sources of acquisition of those archives, the sources of acquisition of which were their predecessors - state and municipal organizations."

In order to determine the most complete composition of archive acquisition sources, all organizations operating within the archive acquisition zone are identified, if possible. After this, business contacts are established with them, the structure, functions, and composition of the organization’s documents are analyzed by studying organizational, administrative, planning, reporting and other documents. As a result, it is established which aspects of economic, social, cultural, socio-political life are reflected in the activities of this organization; the place occupied by the organization in the structure of the industry or public life; the scale of its activities, etc. Based on the analysis, a conclusion is made about the advisability of including the organization among the sources of archive acquisition.

Thus, lists of institutions, organizations and enterprises from sources of archive acquisition establish the circle of organizations that are given priority attention by archival authorities when organizing their activities. The archive maintains an observation file for each organization that is the source of the archive, which includes documents characterizing its legal status and activities, as well as the work of the departmental archive and the organization of documents in office work, and provides organizations with the necessary methodological assistance in organizing office work and the departmental archive.

In accordance with the Regulations for the state accounting of documents of the Archival Fund of the Russian Federation, approved by order of the State Archive Service of Russia dated March 11, 1997 No. 11 “On approval of the Regulations for the state accounting of documents of the Archival Fund of the Russian Federation”, “organizations are sources of acquisition of state, district and city archives annually by December 30 of the reporting year, they compile and submit to the appropriate archives the passports of the archives of organizations as of December 1..., depending on the composition of the documents generated in the course of the activities of these organizations.” There are three types of organizational archive passport: passport of the archive of an organization storing management documentation; passport of the archive of the organization storing film and photo documentation; passport of the archive of the organization storing scientific and technical documentation.

Depending on what documents are stored in the departmental archive, one of the passports or all three passports are compiled. The archive passport is the main document for centralized accounting in the departmental archive. “In order for the centralized accounting mechanism to work smoothly, it is necessary to strictly adhere to the deadlines for submitting accounting documents to higher authorities. Therefore, it is very important to promptly submit the passport of the organization’s archive to the state (or municipal) archive, the source of acquisition of which it is, so that archivists can timely summarize the data obtained from all sources of acquisition.”

The organization's archive passport includes information about the conditions for storing documents, the number of storage units, and the staffing of the departmental archive as of December 1... of the year.

State and municipal archives, in accordance with the Regulations, on the basis of the submitted passports, compile information on the state of storage of documents in the organizations that are the sources of archive acquisition as of December 1 ... and submit them to the higher archival management body of the constituent entity of the Russian Federation, in which, on the basis of the presented information, they are compiled information on the state of storage of documents in organizations that are sources of acquisition of state and municipal archives of the constituent entities of the Russian Federation as of December 1 ... and is sent once every 3 years to the Federal Archival Agency of Russia.

The Federal Archival Agency of Russia compiles summary information on the state of storage of documents in organizations that are the sources of acquisition of state archives, state and municipal archives of the constituent entities of the Russian Federation as of December 1... Analysis of certification data for a certain period of time allows us to identify trends that are occurring in the organization of departmental storage of documents institutions-sources of archive acquisition both for the Russian Federation as a whole and for the constituent entities of the Russian Federation.

In the 90s of the twentieth century, in the Kaluga region (as well as in the country as a whole), an increase in the number of sources for acquiring state and municipal archives was observed. In the 2000s, with an increase in the total number of organizations, there was a decrease in the number of state and non-state organizations that were sources of archive acquisition. This is due to the implementation of administrative reform and reform of local self-government bodies, which entailed transformations in the structure of state authorities and local self-government and their liquidation. As of December 1, 1993, there were 1,546 organizations on the list of sources for compiling archives in the Kaluga region; as of December 1, 2006, there were 1,389 (of which 345 were non-state).

One of the most difficult and important problems at present is the problem of ensuring the safety of documents in the departmental archive. “The complex of measures for preserving documents is based on the development and improvement of the material and technical base of archives. The components of the material and technical base are buildings, storage facilities, equipment for maintaining regulatory regimes for storing documents, equipment that ensures the conservation and improvement of the physical condition of documents, as well as their safe use.” 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. Optimal conditions for storing documents are ensured, first of all, by providing premises for the departmental archive. Analysis of information on the state of storage of documents in the institutions that are the sources of archive acquisition shows that the provision of premises for departmental archives of the Kaluga region remains approximately at the same level: as of December 1, 1993 - 457 (29.6%), as of December 1, 2006 - 497 (35%). ). The results of certification as of December 1, 2006 showed that in the Kaluga region this figure is slightly lower than in the country as a whole (39%).

A positive aspect in the state of document storage in institutions of the Kaluga region in the 2000s is a significant increase in the number of full-time archive workers in institutions: as of December 1, 1993 - 36 (2.3%), as of December 1, 2006 - 108 (7. 8 %). The same trend has been observed throughout the country in recent years (compared to 2003, the number of organizations with full-time employees increased from 6 to 8%).

Expert services play an important role in ensuring high-quality acquisition of archives. The Central Expert and Verification Commission operates under the Federal Archival Agency of Russia (the regulations on the Central Expertise Commission were approved by order of the Federal Archival Agency No. 22 dated May 2, 2007).

In accordance with the regulations, the main tasks of the CEPC are:

“defining the concept, principles and criteria for the formation of the Archival Fund of the Russian Federation, the composition of documents related to the Archival Fund of the Russian Federation;
consideration of issues of formation and optimization of the composition of the Archival Fund of the Russian Federation;
consideration and decision-making on scientific, methodological and practical issues of examination of the value of archival documents and acquisition of state and municipal archives with them;
implementation of scientific and methodological management of the activities of expert verification commissions (EPC) of authorized executive authorities of the constituent entities of the Russian Federation in the field of archival affairs, federal state archives, Central expert commissions and expert commissions of federal government bodies, organizations.”

Expert verification commissions (EPC) are created in the authorized executive authorities of the constituent entities of the Russian Federation in the field of archival affairs. The EPC was created and operates in the Office of Archives of the Kaluga Region. Commission meetings are held, as a rule, once a month. At the meetings, annual sections of inventories of permanent storage and personnel files, nomenclature of files, regulations on archives, regulations on expert commissions, instructions for maintaining records of institutions and other issues are considered.

Expert commissions (EC) should be created in institutions, organizations and enterprises. The regulations on the EC are developed on the basis of the approximate regulations on the permanent expert commission of an institution, organization, enterprise, approved by order of the Federal Archive of January 19, 1995 No. 2. The EC is created by order of the head of the institution. The commission includes qualified specialists (at least three to five people). Typically, the EC includes office workers and the head of the institution's archives, specialists in the institution's main activities, an economist or an accounting employee. The EC may also include a representative of an archival institution to monitor and provide methodological assistance in the work of the EC. The main functions of expert commissions of institutions are the consideration of draft nomenclatures of affairs of structural divisions and a consolidated nomenclature of affairs of the institution, the selection of documents of permanent and long-term storage for transfer to the archives of the institution. The system of expert bodies that has developed in the country, including in the Kaluga region, allows decisions on a collegial basis all issues (including controversial ones) on organizing and conducting an examination of the value of documents, establishing storage periods for documents, drawing up nomenclatures of cases, inventories of cases.

The completeness of documents received for state storage largely depends on the high-quality compilation of nomenclatures of files of institutions, organizations and enterprises. The rules for compiling a nomenclature of files are enshrined in the “Basic Rules for the Operation of Organizational Archives.” It should be noted that the re-drafting and coordination of the nomenclature of cases with the EPC is carried out at least once every five years. In the event of fundamental changes in the functions or structure of the organization, the nomenclature of files is also subject to approval by the EPC of the archival management body of the constituent entity of the Russian Federation. The list of affairs of the organization must be clarified annually. To do this, the necessary clarifications are made to the list of cases, it is reprinted and approved by the head of the organization. When compiling a list of cases and determining the storage periods for documents, standard and departmental lists of documents are used. Standard lists “cover all documentation specific to the activities of institutions, regardless of their sectoral focus, reflecting the functions of general industry management, control, planning, financing, accounting, etc., mandatory for all institutions, organizations, enterprises, as well as the most common types documents of a non-standard nature.” The departmental list is “a reference book on the composition and content of documents of institutions, organizations and enterprises of one department, one industry system, providing the most complete coverage of the types and varieties of documents, systematized in accordance with the main functions and areas of activity of organizations of this department, and indicating storage periods each category of documents. The departmental list includes both the general standard composition of documents and documentation specific to a given department.”

The provision of institutions, organizations and enterprises that are sources of archive collection with case nomenclatures according to the certification of departmental archives in 2006 in the Kaluga region is lower than in Russia as a whole (83%) and has decreased slightly compared to 1993: as of December 1, 1993 - 1351 (83 , 3%); as of December 1, 2006 – 981 (70.6%).

Analysis of the certification of departmental archives makes it possible to identify the degree to which institutions, organizations and enterprises are provided with instructions for conducting office work. Instructions for office work are a document regulating the procedure for carrying out activities related to documentation support of management, as well as the procedure for applying (executing) in the process of these activities by structural divisions and officials of the enterprise the relevant provisions of legislative and regulatory acts. Its functional purpose is to establish a unified procedure for documenting management activities and a unified procedure for handling the institution’s documents in the process of activity.

The provision of instructions for record keeping in the Russian Federation as of December 1, 2006 was 62% and did not change significantly compared to 2003. For the Kaluga region the following data are available: as of December 1, 1993 – 767 (49.6%); as of December 1, 2006 – 684 (49%). Instructions are developed by institutions on the basis of the Standard Instructions for Office Work in Federal Executive Bodies “taking into account the relevant provisions of other regulatory, legal and organizational and administrative documents on preschool education issues, issued within their competence by federal, sectoral, departmental and local government bodies, whose decisions have binding force on the enterprise. When developing instructions, the characteristics of the organization and the specifics of its activities are taken into account.”

The implementation of systematic and high-quality acquisition directly depends on the degree of preparation of documents for transfer to state storage. In the Russian Federation, the percentage of cases prepared for transfer to permanent storage as of December 1, 2006 was 71.4% (over the past 10 years in Russia it has remained at the level of 71–73%). According to the certification data of departmental archives, documents were fully prepared for transfer to state storage in the Kaluga region: as of December 1, 1993 - 635 organizations (41%); as of December 1, 2006 – 356 (25.6%). This is due, first of all, to the fact that due to the difficult financial situation of most organizations in the 90s, the departmental archives department (at the expense of special funds) of the State Archive of the Kaluga Region received practically no requests for document processing; the work carried out was often not paid for or were not paid in full.

Also, in connection with the mass liquidation of institutions in the 90s, the volume of scientific and technical processing of documents on personnel was so great that the need arose for priority scientific and technical support of documents on personnel (including organizations that are not sources of archive acquisition, in which the main volume of documents - documents on personnel. And in the organizations that were the source of archive acquisition, the number of documents on personnel that needed scientific and technical processing exceeded the amount of disordered management documentation. For example, for the third quarter of 1992, by the departmental archives department (at the expense of special funds) GAKO processed 3296 personnel files and 308 permanent storage files (with a plan of 1000 cases and 1200 cases, respectively).The plan for streamlining documents on personnel of institutions, organizations and enterprises on a contractual basis for 1992 was fulfilled by 150.4% (plan 4.4 thousand cases, actual - 6,617 cases).

In the 2000s, the situation stabilized somewhat, however, the volume of personnel documents organized by archival institutions of the Kaluga region on a contractual basis almost every year exceeded the number of organized management documentation files. In addition, the streamlining was carried out mainly in liquidated organizations, and most of the streamlined documents were deposited in state archives.

Table 1

Dynamics of ordering documents on a contractual basis by archival institutions of the Kaluga region for 2001–2007 (record units)

Year	Number of ordered management documentation cases	Number of ordered personnel matters
2001	2052	1755
2002	2567	3343
2003	2069	2397
2004	2610	2847
2005	4096	1900
2006	2125	3153
2007	2663

Thus, during the period under review, there was a significant decrease in the number of ordered cases of management documentation included in the inventory: as of December 1, 1993 - 144,922 (79.2%); as of December 1, 2006 – 113,299 (56.8%).

In modern conditions, it is impossible to build scientific, theoretical and practical work in the field of acquisition and examination of the value of documents without taking into account the factors of document formation. In this regard, an urgent task for archival institutions is to study the intensity of the formation of permanent storage documents in existing institutions. The purpose of this work is to establish the number of permanent storage cases generated annually and to calculate the volume of documents received for state storage.

In the 90s, the number of permanently stored files in organizations was steadily declining. The reason is that many types of documents that were kept previously were not entered into office work. In recent years, as in the country as a whole, the volume of document circulation as of December 1, 2006 compared to 2003 increased by a total of 13.6 thousand cases or 1.2% and amounted to 1 million 116 thousand cases, however, given that the number of organizations in the lists of acquisition sources has decreased significantly, calculations show a real increase of 11%), and in the Kaluga region there is a slight increase in the volume of document circulation: as of December 1, 1993 - 14,527; as of December 1, 2006 – 10,466.
The volume of management documentation files held in departmental storage has been increasing slightly in recent years. In total, management documentation is stored: as of December 1, 1993 – 183,092; as of December 1, 2006 – 199,407

This is due, first of all, to the fact that archival institutions of the Kaluga region mainly accept documents from liquidated institutions for storage due to the workload of archival repositories. The intake of personnel cases has increased significantly and exceeds in volume.

table 2

Dynamics of acceptance of documents for state storage by archival institutions of the Kaluga region for 2001–2007 (record units)

Year	Number of management documentation cases	Number of cases by personnel
2001	5 098	14 652
2002	7 391	12 580
2003	10 772	12 987
2004	12 148	43 150
2005	9 885	17 433
2006	13 619	14 013
2007	7 458	8 969

There is still a large number of files stored in organizations beyond the established period. This is due to a significant reduction in the receipt of cases for state storage due to the lack of free space in archives for receiving documents from departments, the emergency state of archives, and the reception of cases from liquidated institutions, including personnel. As of December 1, 1993, the departmental archives of the Kaluga region stored beyond the established period - 70,535; as of December 1, 2006 – 49,333.

Thus, the organization of departmental storage of documents has a significant impact on the complete acquisition of state and municipal archives with documents. An analysis of the results of the certification of departmental archives for the 1990s - early 2000s allows us to conclude that, according to some indicators of the state of document storage in the organizations that are the sources of archive acquisition, improvement and stabilization was achieved (availability of premises, departmental archives, staff members). The financial position of most organizations has improved, which makes it possible to carry out scientific and technical processing and examination of the value of documents by specialist archivists. At the same time, due to the lack of space for storing documents in state and municipal archives, it is not possible to establish a planned and timely reception of ordered documents from institutions after the expiration of the departmental storage of documents, which often subsequently leads to the loss of some documents.

Certification of departmental archives undoubtedly makes it possible to improve the state of departmental storage of documents and office work in institutions, organizations, and enterprises. During certification, archival institutions identify organizations that need to be given priority attention when planning the work of state and municipal archives. The procedure for compiling and processing passports is discussed at seminars conducted by employees of state and municipal archives. Employees of departmental archives in the process of compiling passports, seeking advice on the correctness of their preparation, at the same time receive the necessary explanations about the procedure for compiling nomenclatures of cases, regulations on expert commissions, regulations on archives, instructions for office work, inventories of permanent storage cases and personnel, about events changes in regulatory and methodological documents on office work and archival matters.

Type

Terms of departmental storage of documents in the archives of organizations. Departmental archives

G.V. Razorenova, chief specialist of the Office of Archives of the Kaluga Region

Dynamics of ordering documents on a contractual basis by archival institutions of the Kaluga region for 2001–2007 (record units)

Dynamics of acceptance of documents for state storage by archival institutions of the Kaluga region for 2001–2007 (record units)

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