Procedural guidance on archives and records management

Regulations

  • Model regulation on the expert methodical commission at the state archival institution (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 30 April 2013 No. 21)
    (RAR RTF, 11 Kb)

  • Model regulation on the expert supervisory commission at the archives and records division of the main justice administration of regional executive committees and Minsk City Executive Committee (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 30 April 2013 No. 21)
    (RAR RTF, 10 Kb)

  • Regulation on the Central Expert Methodical Commission at the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 31 May 2019 No. 24)
    (ZIP DOC, 12 Kb)

  • Regulation on the Fond of Digital Copies of Archival Records (approved by order of First Deputy Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of  22 June 2007 No. 31, amended by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 22 October 2008 No. 34)
    (RAR RTF, 9 Kb)

Methodical recommendations

  • Methodical recommendations for selection of automated records management systems (agency electronic recordkeeping systems) in government agencies and other institutions (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 28 November 2019 No. 40)

  • Methodical recommendations for state archives for acquisition of records created by public organizations (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 1 October 2019 No. 32)
  • Methodical recommendations for provision of documentation in local executive and administrative bodies (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 21 June 2019 No. 25)
  • Methodical recommendations for recordkeeping of documents containing official information of restrictive use approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 1 April 2019 No. 10
  • Methodical recommendations for recordkeeping of administrative procedures in government agencies and other institutions (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 23 May 2018 No. 20)

  • Methodical recommendations for inclusion of electronic records and information resources in file classification plans of government agencies and other institutions (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 29 December 2017 No. 56)
    (RAR DOC, 32 Kb)

  • Methodical recommendations for execution of social and legal inquiries as administrative procedures at the state archival institutions of the Republic of Belarus (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 29 December 2017 No. 56)
    (RAR DOC, 15 Kb)

  • Methodical recommendations for recordkeeping of inquiries from citizens and legal persons in government agencies and other institutions (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 18 May 2017 No. 18)

  • Methodical recommendations for determination of types of inquiries (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 27 December 2016 No. 48)
    (RAR DOC, 30 Kb)

  • Methodical recommendations for improvement of workflow in government agencies and other institutions (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 25 April 2016 No. 21)

  • Methodical recommendations for organizational and legal support in creation of archives and records appraisal in government agencies and other institutions (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 28 December 2015 No. 51)

  • Methodical recommendations for work with archival records containing privacy information (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 28 December 2015 No. 50)
    (RAR RTF, 18 Kb)

  • Methodical recommendations for work with scientific and technical documentation in electronic form in the institutions of the Republic of Belarus (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 28 December 2015 No. 49)
    (RAR DOC, 32 Kb)

  • Methodical recommendations for handling personnel records in archives (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 28 December 2015 No. 48)
    (RAR RTF, 226 Kb)

  • Methodical recommendations for organizational and legal support to state archival institutions in performing paid services in scientific and technical processing of documents created by government agencies and other institutions (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 19 October 2015 No. 38)

  • Methodical recommendations for creation of some official heraldic symbols (approved by minutes of the Heraldry Council under the President of the Republic of Belarus of 20 August 2015 No. 5)
    (RAR DOC, 834 Kb)

  • Methodical recommendations for appraisal of patent records and their selection for permanent preservation (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 15 June 2015 No. 26)

  • Methodical recommendations for creation and representation of archival inventories in open access (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 9 April 2015 No. 17)
    (RAR DOC, 28 Kb)

  • Methodical recommendations for execution of social and legal inquiries received from abroad (approved by order of First Deputy Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 18 July 2014 No. 35)
    (RAR RTF, 14 Kb)

  • Methodical recommendations for transition to electronic recordkeeping in government administration in the Republic of Belarus (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 30 June 2014 No. 33)
    (RAR RTF, 34 Kb)

  • Methodical recommendations for organization of a territorial (city or district) archive at the local executive and administrative agency (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 2 May 2014 No. 24)
    (RAR RTF, 12 Kb)

  • Methodical recommendations for creation of official heraldic symbols for administrative and territorial entities in the Republic of Belarus (approved by minutes of the Heraldry Council under the President of the Republic of Belarus of 27 February 2014 No. 2)
    (RAR DOC, 546 Kb)

  • Methodical recommendations for identification, inventory and preservation of unique documents (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 18 February 2014 No. 11)
    (RAR RTF, 55 Kb)

  • Methodical recommendations for use of the Integrated Classifier of Documentary Information of the National Archival Fonds of the Republic of Belarus (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 18 February 2014 No. 10)
    (RAR RTF, 169 Kb)

  • Methodical recommendations for use of records in the archives of government agencies and other institutions (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 7 February 2014 No. 9)

  • Methodical recommendations for creation of archive certificates, archive copies, archive extracts and information letters at the state archives of the Republic of Belarus prepared on the results of examining social and legal inquiries (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 2 December 2013 No. 56)
    (RAR DOC, 143 Kb)

  • Methodical recommendations for design, development and implementation of file classification plans in institutions, standard and model file plans (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 29 November 2013 No. 55)

  • Methodical recommendations for executing file folders (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 18 November 2013 No. 53)

  • Methodical recommendations for handling records in the institutions of the Republic of Belarus introducing ISO 9000 international standards «Quality Management Systems» (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 20 September 2013 No. 48)

  • Methodical recommendations for handling information resources in institutions of the Republic of Belarus (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 6 August 2013 No. 40)
    (RAR RTF, 54 Kb)

  • Methodical recommendations for filling out metadata for management documentation in electronic form for transfer to permanent preservation (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 6 August 2013 No. 39)
    (RAR RTF, 14 Kb)

  • Methodical recommendations for adoption and implementation of the preliminary state standard of the Republic of Belarus STB П ISO 15489-1-2001/2012 «Information and documentation. Records management. Part I. General requirements» (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of  14 June 2013 No. 28)

  • Methodical recommendations for organization of work with electronic records in institutional archives in the Republic of Belarus (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of  20 December 2012 No. 37)
    (RAR RTF, 72 Kb)

  • Methodical recommendations for preparation of paper archival records for restoration, microfilming and digitization (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 23 August 2012 No. 21)
    (RAR RTF, 2,78 Мб)

  • Methodical recommendations for provision of optimal storage conditions for paper records of the National Archival Fonds of the Republic of Belarus (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 15 July 2011 No. 19)

  • Methodical recommendations for a table of uniform forms for records of an institution (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of  29 December 2010 No. 48, amended by order of First Deputy Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 10 July 2013 No. 36)

  • Methodical recommendations for organization of scientific and technical processing of correspondence documentation (approved by the Central Expert Methodical Commission at the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus, minutes of 15 July 2010 No. 4)

  • Methodical recommendations for work with especially valuable documents in the state archives of the Republic of Belarus (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 15 April 2010 No. 19)
    (ZIP RTF, 117 Kb)

  • Methodical recommendations for organization of work with electronic records in institutions of the Republic of Belarus (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 1 March 2010 No. 11)
    (RAR RTF, 75 Kb)

  • Methodical recommendations for use of electronic mail in institutions of the Republic of Belarus (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 20 January 2010 No. 3, amended by order of First Deputy Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 9 July 2013 No. 35)

  • Methodical recommendations for preparation and transfer of archival records for digitization, inventory and preservation of digital copies (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 25 November 2008 No. 38)
    (RAR RTF, 25 Kb)

  • Methodical recommendations for protection of archival records against theft and unauthorized access (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 6 June 2008 No. 22)
    (RAR RTF, 47 Kb)

  • Methodical recommendations for preparation of guides in the state archives of the Republic of Belarus (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 29 December 2007 No. 58)
    (RAR RTF, 35 Kb)

  • Methodical recommendations for unification of the process of digitizing archival records and identifying their digital copies (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 27 December 2007 No. 56, amended by orders of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of Republic of Belarus of 6 February 2009 No. 4, of 2 April 2013 No. 14, of 25 September 2015 No. 35)
    (RAR RTF, 55 Kb)

  • Methodical recommendations for improvement of inventories [opisi] of permanent files in the state archives of the Republic of Belarus (approved by order of Chairman of the Committee for Archives and Records Management under the Council of Ministers of the Republic of Belarus of 28 March 2006 No. 21)
    (RAR RTF, 19 Kb)

  • Methodical recommendations for protection of paper archival records and archive buildings against biological pests (approved by order of Chairman of the Committee for Archives and Records Management under the Council of Ministers of the Republic of Belarus of 8 November 2005 No. 49)

  • Recommendations for documentation support in local executive and administrative bodies of the Republic of Belarus (approved by minutes of the Central Expert Methodical Commission of the Committee for Archives and Records Management under the Council of Ministers of the Republic of Belarus of 11 August 2004 No. 2)

  • Methodical recommendations for acquisition, arrangement and inventory of documents in district and city archives (approved by minutes of the Central Expert Methodical Commission of the Committee for Archives and Records Management under the Council of Ministers of the Republic of Belarus of 2 July 2003 No. 2)

  • Methodical recommendations for procedure and conditions of insurance оf archival records for transfer outside the Republic of Belarus (approved by order of Chairman of the Committee for Archives and Records Management under the Council of Ministers of the Republic of Belarus of 23 June 2003 No. 22)

  • Methodical recommendations for making inventory documents for united archival fonds and archival collections (approved by minutes of the Central Expert Methodical Commission of the Committee for Archives and Records Management under the Council of Ministers of the Republic of Belarus of 26 June 2002 No. 3)
    (RAR RTF, 49 Kb)

  • Methodical recommendations for radiation control in the state archival network, preservation of records exposed to radiation contamination and safety measures for work with them (approved by Chairman of the State Committee for Archives and Records Management the Republic of Belarus of 21 June 2001)

Methodical instructions

  • Methodical instructions on preparation of the Calendars of Memorable and Remarkable Dates in the History of Belarus in the state archives of the Republic of Belarus (approved by Chairman of the Committee for Archives and Records Management under the Council of Ministers of the Republic of Belarus of 11February 2004, amended by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 2 April 2013 No. 13)
    (RAR RTF, 14 Kb)

  • Methodical instructions on the procedure of work at the state archival institutions of the Republic of Belarus in emergency situations (approved by order of Chairman of the Committee for Archives and Records Management under the Council of Ministers of the Republic of Belarus of 17 March 2006 No. 17)
    (RAR RTF, 9 Kb)

  • Methodical instructions on the procedure of estimating the value of records of the National Archival Fonds of the Republic of Belarus (approved by order of Chairman of the State Committee for Archives and Records Management the Republic of Belarus of 26 July 2001 No. 34)

Rules of procedure

  • Procedure for maintenance of the System of Open Access to Records of the National Archival Fonds of the Republic of Belarus (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 14 November 2016 No. 43)
    (RAR DOC, 18 Kb)

  • Procedure for centralized maintenance of the Unified Classifier of Documentary Information of the National Archival Fonds of the Republic of Belarus (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 14 April 2014 No. 21)
    (RAR DOC, 7 Kb)

  • Procedure for maintenance of the website «Archives of Belarus» (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 15 February 2018 No. 8)
    (RAR RTF, 25 Kb)

  • Procedure for maintenance of the website «The Catalogue of Fonds of State Archives of the Republic of Belarus» (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 29 April  2013 No. 20)
    (RAR RTF, 14 Kb)

Agreement forms

  • Model form of agreement for preservation of records of the state part of the National Archival Fonds of the Republic of Belarus (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 28 May 2014 No. 29)
    (RAR RTF, 9 Kb)

  • Model form of agreement for preservation of records of the state part of the National Archival Fonds of the Republic of Belarus until the expiration of the scheduled temporary storage (approved by order of First Deputy Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 21 June 2013 No. 29)
    (RAR RTF, 7 Kb)

  • Model form of agreement for preservation of records of the non-state part of the National Archival Fonds of the Republic of Belarus (approved by order of First Deputy Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 21 June 2013 No. 29, amended by order of First Deputy Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 6 December 2013 No. 60)
    (RAR RTF, 8 Kb)

  • Model form of agreement for extension of temporary storage for records of the state part of the National Archival Fonds of the Republic of Belarus (approved by order of First Deputy Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 5 June 2013 No. 26)
    (RAR RTF, 8 Kb)

Accounting forms and instructions for filling them out

  • Accounting form «Data on the condition and amount of permanent records (administrative documents, household books, notary documents) and personnel records held in temporary storage in government agencies and other institutions» (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 27 June 2013 No. 31)
    (RAR RTF, 8 Kb)

  • Accounting form «Data on the condition and amount of permanent scientific-technical records held in temporary storage in institutions» (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 27 June 2013 No. 31)
    (RAR RTF, 7 Kb)

  • Accounting form «Data on the condition and amount of audio-visual records held in temporary storage in institutions» (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of  27 June 2013 No. 31)
    (RAR RTF, 6 Kb)

  • Accounting form «Data on the condition and amount of electronic records and archival copies of permanent information resources held in temporary storage in government agencies and other institutions» (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 27 June 2013 No. 31)
    (RAR RTF, 10 Kb)

  • Instructions for completing the accounting form «Data on the condition and amount of permanent  records (administrative documents, household books, notary documents) and personnel records held in temporary storage in government agencies and other institutions» (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of  27 June 2013 No. 31)
    (RAR RTF, 6 Kb)

  • Instructions for completing the accounting form «Data on the condition and amount of permanent scientific-technical records held in temporary storage in institutions» (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of  27 June 2013 No. 31)
    (RAR RTF, 5 Kb)

  • Instructions for completing the accounting form «Data on the condition and amount of audio-visual records held in temporary storage in institutions» (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of  27 June 2013 No. 31)
    (RAR RTF, 5 Kb)

  • Instructions for completing the accounting form «Data on the condition and amount of electronic records and archival copies of permanent information resources held in temporary storage in government agencies and other institutions» (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of  27 June 2013 No. 31)
    (RAR RTF, 10 Kb)

Other documents

  • Unified System of Managerial Documentation (unified forms, procedural guidance on the classifier of unified forms) (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 28 November 2019 No. 41)
  • Model filing plan for central state archives (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 20 April 2016 No. 19)
    (RAR DOC, 51 Kb)

  • Album of forms of organizational-managerial documents with commentaries (based on the unified forms of the Unified System of Managerial Documentation). Minsk, 2016

  • Terminological dictionary «Electronic recordkeeping: terms and definitions» (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 19 October 2015 No. 39)

  • Working instruction for the program module «Finding Aids. Version 2.0» of the Automated Information System of the State Archives (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 14 October 2015 No. 37)
    (RAR DOC, 3 Мб)

  • Model filing plan for district and city executive committees (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 5 June 2015 No. 24)

  • Model list of types of institutions which are sources of acquisition for state archives (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 9 April 2015 No. 15)

  • Model list of types of institutions which are not sources of acquisition for state archives (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 09.04.2015 № 15)

  • Recommendations for making use of model lists of types of institutions which are and which are not sources of acquisition for state archives (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 9 April 2015 No. 15)

  • Classifier of types and forms of institutions which are and which are not sources of acquisition for state archives (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 9 April 2015 No. 14)

  • Recommendations for making use of the Classifier of types and forms of institutions which are and which are not sources of acquisition for state archives (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 9 April 2015 No. 14)

  • Model filing plan for regional and local state archives (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 9 September 2014 No. 39)

  • Model filing plan for village deputies councils and executive committees (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 2 May 2014 No. 25)

  • Concept of identification, description, inventory and use of documents on the history and culture of Belarus held abroad (approved by order of Director of the Department for Archives and Records Management of the Justice Ministry of the Republic of Belarus of 21.03.2014 № 13)

  • Subject heading list for scientific and technical information on archives and records management in the Republic of Belarus (approved by minutes of the Central Expert Methodical Commission of the Committee for Archives and Records Management under the Council of Ministers of the Republic of Belarus of 16 December 2003 No. 4)
    (RAR RTF, 28 Kb)