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					Collection of Laws No. 628/2002 628 Decree of the Ministry of the Interior of the Slovak Republic of 29 October 2002, by which certain provisions of the Act on Archives and Registries and on the Amendments of Certain Acts are executed The Ministry of Interior of the Slovak Republic (hereinafter referred to as ”Ministry”) stipulates, pursuant to Article 33 of Act No. 395/2002 on Archives and Registries and on the Amendments of Certain Acts, the following: FIRST PART APPRAISAL OF RECORDS, DISPOSAL OF REGISTRY RECORDS AND THE AQUISITION OF ARCHIVES INTO ARCHIVES Article 1 Appraisal of records (1) The Ministry shall appraise a record upon decision-making about the permanent documentary value of records. (2) Film record and audio record originating before 1950 and records considered to be library documents1) or collection items2) are not to be appraised. Article 2 Record appraisal criteria The following criteria are determining upon the appraisal of a record: Content of record; Significance of record creators; Time of record creation; Uniqueness of record formation; Authenticity of record; Record carrier properties.

a) b) c) d) e) f)

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) Article 3 par. 2 of Act No. 183/2000 Coll. of Laws on libraries, on the amendement of Act of the Slovak National Council No. 27/1987 Coll. on state care of monuments and historic sites and on the amendments and supplements of Act No. 68/1997 Coll. of Laws on Matica slovenská. 2 ) Article 2 par. 2 of Act No. 115/1998 Coll. of Laws on museums and art galleries and on the protection of objects valuable for museums and art galleries, as amended by Act No. 387/2001 Coll. of Laws.

Article 3 Content of record (1) Upon the appraisal of the content of a record, the informative volume of a record, originality of its content, relevance of information and uniqueness of its content are particularly appraised. (2) A registry record, in particular, has a permanent documentary value, if containing: a) Information about the origination of the registry creator, his organisational changes and dissolution; b) Information about the activity of the registry creator, his human resources, legal status and financial position, especially annual report and business report; c) Draft generally binding legal regulation developed by the registry creator; d) Minutes of meetings held by registry creator bodies and their decisions; e) Internal management act of the registry creator, such as order, directive, circular, instruction or regulation. Article 4 Record creator (1) Upon the evaluation of the record creator, the significance of individual creators is taken into consideration, in terms of their operation, activity and influence within their operation. (2) According to registry creator, registry records are appraised as follows: a) Category I. registry records are those originated on the basis of activity carried out by state authorities, local self-government authorities3) and other public administration bodies4); b) Category II. registry records are those originated on the basis of activity carried out by registry creators specified by the Ministry; c) Category III. registry records are those originated on the basis of activity carried out by other registry creators. Article 5 Time of record creation The significance of the time of record creation for society or record creator is taken into consideration upon evaluation of the time of record creation.

3)

4)

Act of the Slovak National Council No. 369/1990 Coll. on community organization, as amended. Act No. 302/2001 Coll. of Laws on the self-government of higher territorial units (Act on self-government regions), as amended by Act No. 445/2001 Coll. of Laws. For example, Act of the National Council of the Slovak Republic No. 274/1994 Coll. of Laws on Social Insurance Company, as amended, Act of the National Council of the Slovak Republic No. 387/1996 Coll. of Laws on employment, as amended.

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Article 6 Uniqueness of record formation Unique formal design, particularly artistic treatment, language, type of writing, writing materials and type of seal is taken into consideration upon the appraisal of the uniqueness of record formation. Article 7 Authenticity of record Data that confirm the authenticity of record, particularly signature, are taken into consideration upon the appraisal of the authenticity of record. Upon the appraisal of the authenticity of registry record, file number, imprint of a stamp and signature of the registry creator are particularly taken into consideration. Article 8 Record carrier properties The stability of record carrier and the ability of Archives to provide for its protection is taken into consideration upon the appraisal of record carrier properties. Article 9 Value symbol (1) A registry creator shall mark registry records that comply with the record appraisal criteria pursuant to this Decree, however, always with the criterion of content, or registry record which are stipulated by a special regulation5), with the ”A” value symbol. A registry creator shall suggest the ”A” value symbol in a draft registry records schedule for each subject group of these registry records, whilst not suggesting the ”A” value symbol in a draft registry records schedule for other subject groups of registry records. (2) The ”A” value symbol stated in a draft registry records schedule shall be approved upon the approval of guidelines for registry administration pursuant to the record appraisal criteria. (3) A registry creator shall list the ”A” value symbol according to the approved registry records schedule, in a registry book and on the cover of a registry record. The ”A” value symbol shall also be specified in lists of subject groups of registry records proposed for disposal and in the list of transferred archives. Article 10 Retention period (1) A registry creator shall propose the retention period for each subject group of registry records, regardless of the value symbol in a draft registry records schedule, if not

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stipulated by a special regulations.5) A registry creator must propose the number of years for the retention period, in such a way that it allows him access to registry records during the whole time that he may need them for his activity, including periods established for the enforcement of rights and performance of duties pursuant to special regulations.5) (2) The retention period is approved upon the approval of the guidelines for records management. A registry creator must not dispose of registry records placed in a registry centre before the expiry of their approved retention period. (3) A registry creator shall specify the retention period according to an approved registry records schedule in a registry book and on the cover of a registry record, by using Arabic numerals. The retention period shall also be specified in lists of subject groups of registry records proposed for disposal and in the list of transferred archives. (4) The retention period shall commence upon the first day of the year following the year in which a registry creator closed a file. Article 11 Preparation of the disposal procedure (1) A registry creator shall propose registry records with an expired retention period placed in a registry centre, for disposal. Lists of all subject groups of registry records classified according to the registry records schedule valid at the time of their creation shall also form an integral part of the proposal for disposal. The lists are prepared individually for the subject groups of registry records with the ”A” value symbol and individually for the subject groups of registry records without the ”A” value symbol. The specimen of a proposal for disposal is shown in Annex No. 1. (2) If not otherwise stipulated by a special regulation6), the list of subject groups of registry records proposed for disposal, shall contain the following data: a) Sequence number of the discarded subject group of registry records; b) Registry symbol and name of the subject group of disposed registry records according to the relevant registry records schedule; c) Year of closing the subject group of registry records; d) Value symbol according to the registry records schedule, if appointed to the particular subject group; e) Retention period; f) Number of storage units, e.g., number of archival boxes, bundles, tubes, etc. (3) The specimen of the list of subject groups of registry records with the ”A” value symbol proposed for disposal is shown in Annex No. 2. The specimen of the list of subject

5)

For example, Act No.431/2002 Coll. of Laws on accounting, Act No. 513/1991 Coll. Commercial Code, Act of the National Council of the Slovak Republic No. 154/1994 Coll. of Laws on register offices, as amended and Act of the National Council of the Slovak Republic No. 277/1994 Coll. of Laws on health care, as amended.

6)

Act No. 241/2001 Coll. of Laws on the protection of classified materials and on the amendment and supplement of certain acts.

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groups of registry records without the ”A” value symbol proposed for disposal is shown in Annex No. 3.

Article 12 Disposal procedure (1) The following shall be reviewed within a disposal procedure: a) Integrity of the submitted proposal for disposal; b) Reference of the submitted proposal for disposal to previous disposal procedure; c) Correctness of the insertion of registry records into the relevant list according to the registry creator’s records schedule valid at the time of their creation. (2) After the appraisal of the documentary value of the subject groups of registry records without the ”A” value symbol, permanent documentary value may be appointed to some of them within the disposal procedure, which are then transferred to the list of the subject groups of registry records with the ”A” value symbol. (3) A proposal for disposal that does not include data pursuant to Article 11 shall be returned to the registry creator for completion or reformation. If a proposal for disposal contains data pursuant to Article 11, a decision shall be issued. (4) A registry creator shall submit the registry records marked in a decision with the ”A” value symbol to the relevant Archives and destroy registry records without the ”A” value symbol. A registry creator shall mark the disposal and destruction of registry records in the register of the registry centre. Article 13 Principles of the acquisition of archives (1) Only archives shall be acquired into an Archive. (2) If an Archive acquires archives with the same content or the same formal design, it shall only keep one of them and dispose of the other archives, whilst making an entry about such disposal. Article 14 Acquisition of archives after disposal procedure (1) Acquisition of archives shall be carried out on the basis of an accession protocol prepared by Archives, which includes a list of submitted archives prepared by the party submitting them. Archives are submitted together with finding aids, pursuant to the guidelines for records management. One copy of the accession protocol is determined for the party submitting them. The specimen of the accession protocol is shown in Annex No. 4. (2) The submitting party shall provide for the purgation of submitted archives from external degrading factors, such as humidity, dust or biological agents, in such a way that their

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physical condition does not endanger the health of archive personnel or the physical condition of archives stored in Archives.

Article 15 Appraisal and disposal of registry records and acquisition of archives (1) Registry records of registry creators that did not establish Archives shall be appraised and disposed of and their archives shall be acquired as follows: a) The Slovak National Archives shall appraise and dispose of registry records and acquire archives from: 1. central state authorities, 2. legal persons established and founded by central state authorities, 3. legal persons of national significance, apart from legal persons from the field of economic life, 4. physical persons, who are considered to be personalities in social life of national significance, 5. creators specified by the Ministry; b) The State Central Mining Archives shall appraise and dispose of registry records and acquire archives from: 1. state authorities competent in the mining industry, metallurgical industry, geology and other related industries, 2. legal persons acting in industries pursuant to item 1, 3. significant physical persons acting in industries pursuant to item 1, 4. creators specified by the Ministry; c) State archives with regional territorial competence shall appraise and dispose of registry records and acquire archives from: 1. state authorities with seat and competence in their territory, 2. legal persons established and founded by state authorities pursuant to item 1, 3. self-government regions with seat in their territory, 4. legal persons established or founded by self-government regions pursuant to item 3, 5. universities and other colleges with seat in their territory, 6. legal persons, particularly from the field of economic life, seated in their territory, 7. physical persons of regional significance that have a permanent address in their territory, 8. creators specified by the Ministry; d) Branches of State Archives with regional territorial competence shall appraise and dispose of registry records and acquire archives from: 1. state authorities with seat and competence in their territory, 2. legal persons established by state authorities pursuant to item 1, 3. municipalities located in their territory, 4. legal persons established and founded by municipalities pursuant to item 3, 5. legal persons with seat and prevailing operation in their territory, 6. significant physical persons of local social life that have a permanent address in their territory, 7. creators specified by the Ministry.

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(2) Registry records of registry creators, who established Archives, shall be appraised and disposed of pursuant to paragraph 1. (3) The Ministry7) shall appraise and dispose of the registry records of state authorities and legal persons established and founded by them that established Archives. SECOND PART PROTECTION OF ARCHIVES AND REGISTRY RECORDS Article 16 Subject of protection (1) The protection of archives placed in Archives shall include activities and measures intended for their preservation and protection against theft and damage caused by: a) the formation of a record on a carrier that does not allow its preservation; b) placing archives in premises that do not comply with requirements pursuant to this Decree, c) handling, d) fire, e) water, f) degrading factors, g) exhibiting. (2) The protection of registry records kept in registry centres shall include activities and measures pursuant to paragraph 1 letter a) to f). Article 17 Types of protection (1) The protection of archives against damage shall be ensured through preventive protection, conservation and restoration. The protection of registry records shall be ensured preventively. (2) Preventive protection shall include a) Formation of a registry record on a carrier that ensures its stability; the material used for the protective cover in which a registry record is kept must, as much as possible, be able to eliminate harmful effects caused by external degrading factors; b) Following the rules for handling; c) Location of Archives and registry centres in premises that comply with requirements pursuant to this Decree; d) Securing and checking of storage conditions pursuant to this Decree, such as temperature, relative air humidity, optical radiation, dust, microbiological contamination and biological agents; e) Continuous checking of the physical condition of archives and registry records; f) Non-admission of unauthorized persons into premises in which archives and registry records are kept, as well as to specialized workplaces within Archives; g) Registration of archives acquired by Archives, including the registration of current location of archives in Archives;
7)

Article 24 par. 1 letter e) of Act No. 395/2002 Coll. of Laws on Archives and Registries and on the amendments of certain acts.

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h) Registration of registry records, including registration of the current location of registry records in registry centres; i) Formation of a conservation copy of archives (hereinafter referred to as ”conservation copy”) and study copy of archives (hereinafter referred to as ”study copy”). (3) Conservation shall mean a complex of procedures, technologies and means for the preservation of integrity and the stabilisation of the content and physical condition of archives, as well as procedures for eliminating and minimizing any degrading factors causing their damage. (4) Restoration shall mean a complex of procedures, technologies and means for the reconstruction of the original condition and improvement of the physical condition of damaged archives. Article 18 Protection against theft (1) Protection of archives against theft shall be ensured by metal lattices on the windows and doors of Archives accessible from outside or, if the Archives form part of building premises, on windows and doors accessible from the inside of the building, or by electronic security systems or security services. (2) The registry centre premises shall be protected by metal lattices and safety locks on entrance doors. Article 19 Archival premises (1) Archives shall be placed in premises that serve exclusively for this purpose. These premises are usually established in buildings, which are in the seat of the Archives founder or as close to it as possible. (2) Archives cannot be placed in buildings located in places that could endanger the physical condition of archives, such as places containing dangerous chemical agents or preparations8), places with an increased risk of fire9), places with a high underground water level and on flood-plains.10). Within industrial areas, Archives shall be located in premises that cannot be affected by serious industrial accidents11). (3) Archival premises shall include: areas used for the acquisition, mechanical and microbiological purgation of archives, storage areas (depots), specialized workplaces, areas for access to archives

a) b) c) d)
8) 9)

Article 3 of Act No. 163/2001 Coll. of Laws on chemical agents and chemical preparations. Article 1 par. 2 of Decree of the Ministry of the Interior of the Slovak Republic No. 121/2001 Coll. of Laws on fire prevention. 10) Article 42 of Act No. 184/2002 Coll. of Laws on waters and on the amendments of certain acts (Water Act). 11) Article 2 letter h) of Act No. 261/2002 Coll. of Laws on the prevention of serious industrial accidents and on the amendments of certain acts.

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e) library. (4) Archival premises shall be separated from each other and equipped with specific furnishing. (5) The area used for the acquisition of archives shall be a roofed freight platform, which is connected with areas used for the mechanical and microbiological purgation of archives. (6) Storage areas shall mean buildings or rooms exclusively used for the long-term storage of archives. They shall be built from materials that ensure stable values of temperature and relative air humidity against external climatic effects. Materials used for the surface finishing of storage areas and their equipment must be non-flammable and such that do not attract, retain or release substances that could damage archives, particularly dust and chemicals. The minimum loading of horizontal supporting structures shall be 10 kN/m2 for fixed shelves and 14 kN/m2 for mobile shelves. Storage areas must be equipped with fixed or mobile metal shelves. Power and water distribution shall only be placed in storage areas in necessary cases, whilst gas distribution cannot be placed in storage areas at all. Storage areas must be protected against direct daylight and supplied with efficient ventilation. (7) Specialized workplaces shall mean handling areas, areas for processing archives, laboratories for the conservation and restoration of archives, laboratories for microfilming and the digitization of archives, book-binding workshop and other specialized workplaces intended to protect archives. (8) Areas for access to archives: a) areas for the study of archives (hereinafter referred to as ”research room”), b) room for lectures and film projection, c) exhibition areas. (9) Research rooms may also be used for lectures, the projection of films and the exhibition of archives. Research rooms shall be furnished with equipment that ensures increased protection of archives against damage and theft, such as internal CCTV systems, microfilm readers, computer connections, computers for access to the archival information system and protection against optical radiation. (10) Library shall be placed in specified premises, equipped in a way that ensures the protection of the library fond against theft, loss or damage. Article 20 Registry centre premises (1) Registry records with unexpired retention periods shall be kept in a registry centre. (2) The placement of registry centres shall appropriately follow Article 19, par. 2 and 3. Article 21 Handling

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(1) Upon handling with archives and registry records, care must be taken for the following: a) Limitation of handling to necessary minimum; b) Storage of archives and registry records in protective covers of appropriate size and shape, and which are made of materials complying with requirements pursuant to Article 17 par. 2 letter a); c) Use of procedures and means upon protection, the effects of which do not endanger their physical condition; d) Use of technologies and methods upon the production of conservation copies and study copies of archives intended for other purposes, which do not endanger their physical condition. (2) Archives shall make extracts or transcripts of archives by use of their study copy. (3) Conservation copies shall be stored separately from archives, in special storage areas. (4) Archives shall be exclusively transported in protective covers, which comply with requirements pursuant to paragraph 1 letter b). Article 22 Fire protection (1) The areas of Archives and registry centres shall be exclusively equipped with portable or mobile fire extinguishers, or fixed fire extinguishing equipment containing extinguishing material such as gas or powder, the use of which minimises, as much as possible, further damage to the physical condition of archives and registry records. The quantity of fire extinguishers shall follow the Slovak technical standard12). Doors used for the storage areas of archives must close hermetically to separate areas from those surrounding, and must be solid, without any openings and having the attributes of a fire seal of at least EI 30 SC13). (2) It is forbidden to smoke, manipulate with open fires and store flammable materials in the areas of Archives and registry centres and no materials can be placed close to them that could cause a fire. (3) The areas of Archives and registry centres shall be protected by fire signalling. Article 23 Protection against water

12) 13)

STN 92 0202-1. Fire safety of constructions. Equipment of constructions with fire extinguishers. Article 45 par. 2 letter a) and c), par. 4 and par. 9 of Decree of the Ministry of Interior of the Slovak Republic No. 288/2000 Coll. of Laws, which lays down technical requirments for fire safety upon construction and the use of constructions. Article 3 par. 1 letter a) and c) and Article 4 par. 2 of Decree of the Ministry of Interior of the Slovak Republic No. 285/2001 Coll. of Laws, which lay down fire closure properties, the conditions of their operation and the provision of their regular control.

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If water distribution piping or above-ground central heating distribution piping must be placed in storage areas or in areas directly above them, these must be protected so that no damage can occur to archives. The same shall apply for the areas of registry centres.

Article 24 Protection against degrading factors (1) Degrading factors are distinguished as external and internal ones. External degrading factors are physical - particularly heat, humidity, optical radiation, dust; chemical – particularly oxides of sulphur, nitrogen and ozone from polluted air, or biological – particularly microbiological contamination and biological agents such as moulds, insects and rodents. Internal degrading factors result from the material nature of archives and the method of their formation, as well as from the production or preparation of their carriers. (2) In order to eliminate and minimise the detrimental effects of degrading factors, the values of temperature and relative air humidity shall continuously, or at least twice a week, be measured, recorded and evaluated in storage areas. The allowed temperature shall be about 16 °C ± 2 °C and the allowed relative air humidity about 50 % ±5 %. (3) Illumination in storage areas shall be limited to the time necessary for the withdrawal and deposition of archives. If daylight or other light sources contain any portion of ultraviolet radiation exceeding a value of 75 µW/lm, ultraviolet filters must be used, which eliminate radiation of wave lengths below 400 nm and reduce the value of the acceptable portion of ultraviolet radiation to the stated value. Light sources of the following intensity shall be used for illumination in the areas of Archives and in exhibition areas: a) up to 300 lx in the research room, b) up to 200 lx in storage areas, c) up to 50 lx in exhibition areas. (4) Dust in storage areas shall be reduced by mechanical or technical means, as needed. The number of dust particles in the air of storage areas cannot exceed a value of 50 g/m3. (5) The presence of microbiological contamination and biological agents shall be checked in storage areas once a week, by visual inspection or by using technical equipment. Archives shall be protected against the effects of these degrading factors by means that reduce to the maximum any potential damage to the physical condition of archives. (6) The arrangement of storage conditions in areas in which archives are stored on carriers different from paper shall follow the recommendations of their manufacturers. (7) The protection of registry records stored in registry centres against degrading factors shall follow paragraphs 4 to 6. Article 25 Protection of archives during exhibition

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(1) Archives shall be exhibited in closed, dust-proof showcases. The total value of illumination must not exceed 18 000 lux.hours/year, if concerning inks, dyes and light sensitive pigments. The temperature in showcases shall be kept within 16o C to 20o C and with relative air humidity from 45 % to 55 %. (2) The exhibition of archives shall appropriately follow the provisions of Article 19 and Article 21 to 24. Article 26 Conservation and restoration (1) If, upon regular inspection of the physical condition of archives, an Archive discovers out that they became deteriorated or damaged, it shall, on the basis of the extent of damage, decide about the conservation or restoration of archives. (2) A protocol on the physical condition of archives and on the proceeding of special treatments shall be drawn up before the conservation or restoration of archives and after their performance. Photographic documentation shall be included to the protocol showing the condition of archives before, after or during the conservation or restoration of archives. A conservation record or restoration record shall form an inseparable part of the protocol, containing detailed information about the relevant archives, their condition and the extent of damage before conservation and restoration, information about the type and method of treatment, as well as the materials and chemicals used for the elimination of damage and the start and finish date of the conservation or restoration. One copy of the protocol, or reference to the protocol number from the register of protocols on the conservation or restoration of archives, shall be attached to the archives. A specimen of the protocol is shown in Annex No. 5. Article 27 Registration of the current location of registry records and archives A location review shall serve for the registration of the actual current location of registry records in registry centres and archives in the Archives. The location review shall be kept on free, consecutively numbered sheets, containing information about the actual current location of registry records in a registry centre and archives in storage areas, as well as about the area plan of a registry centre and storage area plan, whilst this can also be kept in an electronic form. The information about the actual current location shall contain the name of the subject group of registry records or the name of a file of an archives holding and identification data specifying the actual current location, such as the town, street, orientation number, floor, storage area, rack, section and shelf. Article 28 Protection of archives not kept in Archives The provisions of Article 17 and Article 21 shall appropriately refer to the protection of archives not kept in Archives.

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THIRD PART ARCHIVAL HERITAGE REGISTER OF THE SLOVAK REPUBLIC AND ACCESS TO ARCHIVES Article 29 Archival Heritage Register of the Slovak Republic (1) Archives, archive fonds and archive collections (hereinafter referred to as ”archives holding”) shall be recorded in the Archival Heritage Register of the Slovak Republic (hereinafter referred to as ”archival heritage register”). (2) The registers of State Archives established by the Ministry (hereinafter referred to as ”State Archives”) and the central register administered by the Ministry shall form the archival heritage register. (3) The register of State Archives shall consist of register cards to files of archives holdings that the Archives acquired and register cards to files of archives holdings located within its territorial district (hereinafter referred to as ”register card”). (4) The archival heritage register shall be kept in written, as well as electronic forms. Article 30 Purpose of the archival heritage register The purpose of the archival heritage register is to a) gain and keep an exact review about 1. location, processing, physical condition and proprietorship of the archival heritage, 2. access to archives, b) provide information to applicants for access to archives. Article 31 Register of State Archives (1) Immediately after recording an archives holding into an accession book or book of deposits, the Archives shall send two copies of the register card to the relevant State Archives for its insertion into the register of State Archives; Archives of state authorities, state budgetary organisations and state contributory organisations shall only send one copy of the register card to the Ministry. (2) The State Archives shall verify the correctness of data stated on a register card and include it into the register of State Archives.

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(3) A possessor of an archives holding who did not establish Archives shall, immediately after acquisition, submit its list to the State Archives, which shall issue a register card.

Article 32 Central register The State Archives shall, immediately after including a register card into the register of State Archives, send one copy of the register card to the Ministry. The Ministry shall, immediately after receiving the register card, include the register card into its central register. Article 33 Changes in the archival heritage register If the proprietorship to archives is transferred or the place of location of archives has changed, the Archives shall immediately mark such change in the register of archives that it acquired and notify the relevant State Archives of it. The State Archives shall immediately notify the Ministry of any changes executed in the register of State Archives, for the purpose of executing changes in the central register. Article 34 Erasure from the archival heritage register (1) An archives holding shall be erased from the archival heritage register, if subject to damage, loss or theft or in the case of the permanent export of foreign archives. (2) The Archives shall immediately inform matters pursuant to paragraph 1 to the relevant State Archives or to the Ministry and the State Archives shall notify these matters to the Ministry and ask for approval with erasure from the archival heritage register. (3) After being given approval from the Ministry, the State Archives shall erase an archives holding from the archival heritage register and draw up a report on the erasure of an archives holding in three copies, which shall contain: a) identification data of the archives holding, b) reason for erasure, c) date of erasure, d) signature of a director of State Archives or an employee authorized by him. (4) The State Archives shall send one copy of the report on erasure from the register and the register card for the erased archives holding, to the central register of the Ministry and one copy to the Archives or to the possessor of the erased archives holding. (5) Immediately after receiving a report of the State Archives on the erasure of an archives holding from register, together with the register card for the erased archives holding, the Ministry shall dispose of the register card from the central register.

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Article 35 Register card (1) The Archives shall keep a register card for each archives holding. (2) A register card shall usually contain the following information about an archives holding: a) identification data of the archives holding, such as name of the Archives, name of the archives holdings, name and surname or title of the creator of archives, time span of the creation of the archives holding, quantity, b) proprietorship, c) composition of the archives holdings, d) physical condition, e) processing, f) access restriction and its duration, g) date of accession into the Archives, h) sequence number of the accession. (3) If any change occurs in the data referring to a file of archives as a consequence of its accessing, completion, change of its possessor or as a consequence of access restriction or cancellation, the Archives shall draw up a new register card. The original register card shall be added to an accession book. . Article 36 Accession book An accession book shall include the information concerning the acquired archives holdings. Archives holdings acquired for deposition on a contractual basis shall not be recorded into an accession book. A specimen of an accession book is shown in Annex No. 6. Article 37 Book of deposits A book of deposits shall include information concerning archives holdings acquired for deposition on a contractual basis. The State Archives shall also record into the book of deposits the files of archives acquired for forced custody, together with decisions on the forced custody, which shall be attached. Deposition contracts shall also be recorded and attached to the book of deposits. A list of acquired archives holdings shall also form an integral part of the deposition contract and decision on the forced custody. A specimen of the book of deposits is shown in Annex No. 7. Article 38 Diminution book A diminution book shall include information concerning an archives holding erased from the register of Archives. Records about the erasure of archives holdings from the register, approval from the Ministry and the register card of the erased archives holdings shall be attached to a diminution book. A specimen of the diminution book is shown in Annex No. 8.

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Article 39 Form and method of registration (1) A register card shall be kept in a written or electronic form. The accession book, book of deposits and the diminution book shall be kept in a written form. (2) The accession book, book of deposits and diminution book shall be kept chronologically. Records in them shall be made immediately after acquiring archives holdings into the Archives or after the delivery of a report of the State Archives on erasure from the register. (3) Writing shall be made legible, by using document ink. Each corrected or changed record in a register card, accession book, book of deposits and diminution book shall include the date and the name and surname of the employee who carried out the correction or change, as well as his signature. Article 40 Proceeding of Archives upon the issue of archives for study (1) Archives shall only allow the study of archives in a research room. (2) Archives shall provide archives for study that are regularly marked and arranged, within the period and quantity specified in the rules for the research of Archives. A specimen of the rules for research is shown in Annex No. 9. (3) Archives shall provide archives to researchers for study after the filling in of a research list and application form for the issue of the archives required. A researcher shall fill in the research list upon each change of the topic studied and at the beginning of a calendar year. A specimen of a research list is shown in Annex No. 10. (4) If Archives provide copies of archives for study, which contain information with restricted access, the Archives shall submit them without such information. Article 41 Transcripts, abstracts, certificates and copies (1) A transcript of archives (hereinafter referred to as ”transcript”) shall mean a literal written reproduction of the entire text of archives. (2) An abstract of archives (hereinafter referred to as ”abstract”) shall mean a literal reproduction of a section of the text of archives. (3) A certificate of archives shall mean written information about required data contained in archives. (4) A copy of archives shall mean the full reproduction of archives or a part thereof, by using technical equipment.

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(5) Transcripts and abstracts are consistent with archives, also in spelling, hyphenation, acronyms, word order and in the division of text into sentences and lines. Archives shall make comments concerning illegible words or parts of archives and corrections made and attach them to transcripts or abstracts. Archives can execute a transcript and abstract, as well a copy of archives.

Article 42 Certification (1) Archives shall verify transcripts, abstracts, certificates or copies of archives to be used for official purposes, with a certification clause and the imprint of an official stamp. A specimen of a certification clause is shown in Annex No. 11. (2) If transcripts, abstracts, certificates or copies of archives consist of two or more sheets then these shall be joined with a string, the free end of which shall be overlapped with a sticker imprinted with an imprint of an official stamp and verified on the back of the last sheet. (3) If no space is available on the back of the last sheet, transcripts, abstracts or copies of archives shall be attested on a separate sheet and joined to the others with a string. (4) The State Archives shall not attest transcripts or abstracts made on a form the text of which also contains the attestation clause. Forms must contain the signature of the director of the State Archives or an employee authorized by him, as well as the imprint of an official stamp with the state symbol, which cannot overlap the text of a transcript or abstract. FOURTH SECTION TRANSITIONAL AND FINAL PROVISIONS Article 43 Transitional provisions (1) A registry creator shall adjust his guidelines for registry administration pursuant to Article 9, with effective date at the latest from 1 January 2006 and submit it for approval by 30 June 2005. (2) Archives shall comply with the requirements related to the protection of archives, pursuant to Article 18 par. 1, Article 21 par. 3 and Article 23 par. 3, at the latest by 31 December 2005. (3) Archives established prior to 1 January 2003 shall adjust their rules for research according to the specimen shown in Annex No. 9, by 30 June 2003. (4) Archives established after 1 January 2003 shall issue the rules for research within one month from their establishment. Article 44 Entry into force

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This Decree shall enter into force on 1 January 2003.

Vladimír Palko, signed by his own hand

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