Based on the resolution of the akimat of Akmola region from 2.11.2018 year number A-11/478 "On some issues of public institutions" was reorganized se "the Department of archives and documentation of Akmola region" by joining the GU "Management of culture of Akmolinsky area" and the name was changed to GU "Management of culture, archives and documentation of the Akmola region".
In this regard, 21 state archives of the region (1 regional, 3 city and 17 district) are attached to the Department of management.
State archives carry out state storage, recording and use of documents of institutions, organizations and enterprises of all forms of ownership, including liquidated and privatized ones located on its territory. Keeps records of source organizations and potential sources of archive acquisition. They provide methodological and practical assistance to district institutions on the work of departmental archives, expert commissions,and record keeping.
On state storage in the archives of the region in 5697 funds there are 1 million 444 thousand 449 cases, including 936,803 storage units-management documentation, 9218-documents of personal origin, 873-scientific and technical, 23578 – photo documents, 844-audio-visual documentation, 473133 documents - on personnel.
Equipping the regional state archive in 2013 with equipment for converting documents to digital format and the state archive of the city of Kokshetau with a flatbed scanner allowed us to start work on transferring archival documents to new media, introducing new archival technologies. As of January 01, 2020, these archives have digitized 1,945 files (10,82450 sheets), which is 3.2% of the number of documents stored in these archives. As part of the Unified electronic document archive information system, district and city archives have started digitizing documents since 2019.
According to article 15-1 "Translation of archival documents into electronic form" of the Law of the Republic of Kazakhstan "on the National archival Fund and archives": "State bodies are obliged to ensure the translation of archival documents necessary for the provision of public services into electronic form on a permanent basis." The state service in the field of archives is called "Issuance of archival certificates, copies of archival documents or archival extracts".
The state service is provided on the basis of archival documents on issues of a social and legal nature (requests for confirmation of work experience and salary, age, family composition, education, awarding, transfer of pension contributions and social contributions, awarding academic degrees and titles, accidents, being cured, acts of civil status). This information is concentrated in personnel documents, which have not yet been digitized in the archives of the region due to the lack of modern scanners.
In addition to collecting, storing and processing documents, it performs a lot of work on fulfilling requests of a social and legal nature from individuals and legal entities.archivists fulfill requests not only from Kazakhstan, but also from abroad, including Russia, Ukraine, Germany and other countries.
The state archives carry out their activities in accordance with the Law of the Republic of Kazakhstan of 22 December 1998 No. 326-1 "About National archive Fund and archives", by decree of the Government of the Republic of Kazakhstan of September 19, 2018 № 575 "On approval of Rules of receipt, storage, accounting and use of documents of National archival Fund and other archival documents by departmental and private archives."
The main feature of the work is related to digitization of archival data and translation into digital media, etc.
History of the archive service of the Akmola region
On October 18, 1923, the Akmola provincial archive Bureau was organized. His duties included General guidance on setting up the archival Affairs of state institutions, collecting and storing archival material, putting it in order for use for reference, scientific research and compiling various reviews on local lore. Thus, the basic principles of the work of archives were laid down already in those years: the acquisition, storageеand use of archival documents.
In the following years, the archive service underwent a number of transformations, so on January 17, 1928, the uyezd division was abolished, the territory of the Akmola province became part of the Akmola and Petropavlovsk districts, respectively, the provincial and uyezd archives were abolished and district ones were organized.
In 1930, the district administrative division was introduced, and in 1932, the Karaganda region was formed with the center of Petropavlovsk, which included the territories of Akmola and Petropavlovsk districts. Accordingly, the archive of the Karaganda region was established.
In 1938, the Soviet government decided to transfer the management of archives and the network of state archives to the structure of the People's Commissariat of Internal Affairs of the USSR. This was a logical continuation of the policy of total politicization of state bodies.
On October 14, 1939, in connection with the formation of the Akmola region and the order of the NKVD of the Kazakh SSR of December 22, 1939 No. 1875, the Department of the NKVD for the Akmola region in Akmolinsk was established as an archive Department (it also performed the functions of the regional archive) and 15 district archives (by the number of districts included in the region). The staff of the archive Department consisted of 5 units, including service personnel; the district archives employed 2 employees each.
The Council of Ministers of the Kazakh SSR dated July 17, 1960, No. 548 archival authorities were transferred from the interior Ministry to the Council of Ministers of the USSR and the Union republics; the regional archives under the jurisdiction of local Councils of people's deputies.
In December 1960, in connection with the formation of the Tselinny Krai from the Northern regions of the Kazakh SSR, the archive Department of the Tselinny regional Executive Committee and the regional state archive were established. In October 1965, in connection with the abolition of the Virgin land, Virgin on the basis of the control of the Executive Committee was organized by the archive Department at the Tselinograd regional Executive Committee, and virgin regional state archives into a public archive of the Tselinograd region.
In 1985, the government of the Kazakh SSR issued a Decree on the organization of district and city self-supporting archives for personnel under the district (mountain)Executive committees. Since 1986, the regional archives of Vishnevsky (now Arshalynsky), atbasarsky, Ermentausky, Yesilsky, Zhaksynsky, korgalzhynsky, tselinogradsky have been opened in the region. In the early 90s opened the archives in Astrakhan, Bulandy, Zerenda, Sandyktau, Shortandy districts, archive of Stepnogorsk.
In 1999, the center of the Akmola region was moved from Astana to Kokshetau, respectively, all state management organizations were transferred to the new regional center, including the regional Department of archives and documentation, which initially rented space in one of the administrative buildings.
The question of moving the regional archive remained open for a long time due to the lack of suitable premises. In 2002, an unfinished building was allocated for the regional archive in Kokshetau, which was put into operation at the end of 2005.
During 2006, a lot of work was done on the relocation of archival funds, the documents of the regional structures of the Kokshetau region, which were stored in the state archive of Kokshetau, were also transferred to the regional state archive.
As of July 1, 2020, about 1 million 500 thousand items of storage are concentrated in 21 state archives of the Akmola region, distributed in 546 funds. Every year, about 35 thousand storage units are stored. The main repository of documentary wealth is the state archive of Akmola region, a large array of documents is also stored in the state archives of Zerendinsky, Akkol, Atbasar, Burabaysky districts and the cities of Kokshetau and Stepnogorsk.
Archival institutions of Akmola region carried out great job concerning the receipt of documents received from organizations and companies in the region, which are the sources of completing of National archive Fund of the Republic of Kazakhstan; ensuring the safety of documents you are storing in the state archives of the region; on rendering of state service "Issuance of archival information, copies of archival documents or archival statements"; the implementation of the information system "Single electronic archive of documents" and translating archival documents in digital format; in the Program "Rouhani Ganguru".
Today, the local budget allocates funds for the development of the archival sphere, strengthening the material and technical base of archival institutions in the region. At the expense of budgetary funds purchased a new building for the archives, carried out capital and current repairs, replace old and outdated shelving purchased new modern mobile shelving, equipment to digitize documents, fixed automatic fire extinguishing systems, burglar and fire alarm, video surveillance.
All the ongoing work is aimed at ensuring the safety of the National archival Fund of the Republic of Kazakhstan.