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Publication date: 29.04.2024
active and purposeful military lawyer with more than 4 years of experience
What issues require convening a meeting of the expert commission
QUESTION
An expert commission was created in our institution, but during the year not a single meeting was held. Please tell me which documents the expert commission should consider at its meetings and for what purpose?
ANSWER
First of all, it should be noted that in the case of the formation of the EC, the provisions on this permanent body must be developed, properly agreed and approved. And it is in this provision that the list of documents to be considered at EC meetings is determined.
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We would like to remind you that at the EC meetings, drafts of such documents are considered with the aim of their approval and submission to the EPK of the state archive (EC of the archival department of the district, district in the cities of Kyiv and Sevastopol state administration, city council):
• descriptions of cases of permanent storage;
• descriptions of audiovisual (film, video, photo, phono) documents of permanent storage, entered in the National Archive Fund (hereinafter - NAF);
• descriptions of personnel issues (personnel);
• nomenclature of cases;
• instructions on office management in the institution;
• regulations on the record-keeping service (office, record-keeping department, etc.) of the institution;
• regulations on the archival division (archive) of the institution;
• provisions on the EC itself;
• annotated lists of unique NAF documents;
• acts of seizure for destruction of documents not entered in the NAF;
• Acts on withdrawal of documents from the NAF;
• Acts on irreparable damage to NAF documents.In addition to the specified types of documents, the EC considers and approves at its meetings:
• descriptions of cases of long-term (more than 10 years) storage;
• acts on irreparable damage to documents of long-term (more than 10 years) storage and on personnel matters (personnel).
However, these documents are not submitted for approval to the EPK of the state archive (EC of the archival department of the district, district in the cities of Kyiv and Sevastopol state administration, city council).
Pay attention! In institutions that are not sources of NAF procurement, the EC approves and submits to the EC a higher-level body the following documents:
• case nomenclature;
• descriptions of cases of long-term (more than 10 years) storage.
At the same time, in institutions that are not sources of staffing of the NAF, cases on personnel issues and all other cases with a long storage period (for example, 75 years, until the liquidation of the institution) will be included in a single description of long-term (over 10 years) storage cases.
The forms of the vast majority of the specified documents are established by the Rules for the organization of record keeping and archival storage of documents in state bodies, local self-government bodies, enterprises, institutions and organizations", approved by the order of the Ministry of Justice of Ukraine dated June 18, 2015 No. 1000/5.
It should also be noted that a meeting of the EC is held at least once a year and is considered valid if at least two-thirds of its members are present.
