Rules for the provision of the public service "Issuance of Archival Certificates, Copies of Archival Documents or Archival Extracts"

Annex 1 to the order of the
Minister of Culture and Sports
of the Republic of Kazakhstan
dated May 29, 2020 No. 159

Rules for the provision of the public service "Issuance of Archival Certificates, Copies of Archival Documents or Archival Extracts"

Chapter 1. General Provisions

  1. These Rules for the provision of public services "Issuance of Archival Certificates, Copies of Archival Documents or Archival Extracts" (hereinafter referred to as the Rules) are developed in accordance with subparagraph 1) of Article 10 of the Law of the Republic of Kazakhstan dated April 15, 2013 "On Public Services" (hereinafter referred to as the Law ) and determine the procedure for the provision of the public service " Issuance of Archival Certificates, Copies of Archival Documents or Archival Extracts" (hereinafter referred to as the public service).
  2. The following concepts are used in these Rules:

1) archival certificate – a document drawn up on the letterhead of an organization, containing the information necessary for individuals and legal entities, indicating archival ciphers and sheet numbers of storage units of those archival documents on the basis of which it was compiled, having legal force (original);

2) archival copy - a copy that literally reproduces the text of an archival document, indicating the archival code and sheet numbers of the storage unit, drawn up in accordance with paragraph 431 of the Rules for the Acquisition, Storage, Accounting and Use of Documents of the National Archival Fund and Other Archival Documents by State and Special State Archives approved by the Decree of the Government of the Republic of Kazakhstan dated September 20, 2018 No. 576;

3) archival extract - a document drawn up on the form of a letter from an archive, verbatim reproducing a part of the text of an archival document relating to a specific fact, event, person, indicating the archival cipher and sheet numbers of the storage unit;

4) state archive - a state institution endowed with the right to collect, acquire, complete, organize, permanently store, state record and use documents of the National Archival Fund;

5) the central state archive - the state archive, which is under the jurisdiction of the central executive body, exercising leadership in the field of archiving and documentary management.

  1. The public service is provided by the republican State Institution "National Archive of the Republic of Kazakhstan", central state archives, state archives of regions, cities of Nur-Sultan, Almaty and Shymkent, cities, districts (hereinafter referred to as the service provider).

Chapter 2. The procedure for the provision of public services

  1. To receive a public service, individuals and legal entities (hereinafter referred to as the service recipient) apply with an application in the form in accordance with Annex 1 to these Rules to the office of the service provider, the non-profit joint stock company State Corporation Government for Citizens (hereinafter referred to as the State Corporation) or via the web portal "electronic government" www.egov.kz (hereinafter referred to as the portal).

The list of basic requirements for the provision of public services, including the characteristics of the process, the form, content and result of the provision of public services, are set out in the public service standard in accordance with Appendix 2 to these Rules.

  1. When submitting a complete package of documents to the office of the service provider, a copy of the acceptance is put on its copy indicating the date and last name of the office worker, when applying through the portal to the "personal account" of the service recipient, the status of acceptance of the request for the provision of public services is sent.

When submitting a package of documents through the State Corporation, the service recipient provides the service provider with an identity document (submitted for personal identification) and a document confirming authority - for a legal entity or a notarized power of attorney - for an individual (if an authorized representative applies).

  1. An employee of the State Corporation receives information about the documents proving the identity of the service recipient from the relevant state information systems through the e-government gateway.
  2. When submitting a package of documents through the State Corporation, an employee of the State Corporation issues a receipt to the service recipient confirming the receipt of documents.

In cases where the service recipient submits an incomplete package of documents and (or) expired documents, an employee of the State Corporation refuses to accept the application.

  1. An application received through the office of the service provider or the State Corporation or the portal, the employee of the office within 1 (one) working day transfers to the responsible executor (in case of receipt after 17.30, the application is registered on the next working day).

An employee of the responsible structural unit of the service provider, within 2 (two) working days from the date of registration of documents, checks the completeness of the submitted documents.

The responsible executor reviews (studies) the documents and prepares the result of the provision of public services within 8 (eight) working days.

The responsible executor within 1 (one) working day prepares documents for sending through the office of the service provider.

From the moment the documents are received by the service provider from the State Corporation, as well as when applying to the portal, the result of the provision of the public service is issued within 11 (eleven) working days.

The responsible executor, within three working days after receiving the documents, notifies the service recipient of the extension of the term for the provision of public services by no more than 30 (thirty) calendar days for reasons of studying the documents of two or more organizations and (or) a period of more than 5 (five) years.

In the absence of documents (information) in public storage, the responsible executor within 2 (two) working days prepares a notice of the absence of the requested documents (information) in storage with the service provider.

  1. The result of the provision of a public service is an archival certificate, a copy of an archival document and an archival extract on paper.

When the service recipient directly applies to the service provider, the result of the provision of the public service is issued by the office of the service provider from 9.00 to 17.30, with a lunch break from 13.00 to 14.30.

In the case of applying through the State Corporation, the service provider sends the result of the provision of the public service to the State Corporation the day before the deadline for the Responsible executor of the provision of the public service, or a reasoned response to the refusal to provide the public service.

In the State Corporation, the issuance of the result of the provision of a public service or notification of the extension of the term for the provision of a public service is carried out on the basis of a receipt for the receipt of the relevant documents, upon presentation of the identity card of the service recipient.

On the portal, the result of the provision of a public service is sent to the "personal account" of the service recipient in the form of an electronic document signed by an electronic digital signature of an authorized person of the service provider.

In the case of applying through the portal to receive the result of the provision of public services on paper, the service recipient is sent a notification to the "personal account" indicating the place and date of receipt of the result of the public service.

The service provider, in accordance with paragraph 11) of paragraph 2 of Article 5 of the Law, ensures the entry of data into the information system for monitoring the provision of public services on the stage of provision of public services in the manner established by the authorized body in the field of informatization.

Chapter 3. The procedure for appealing decisions, actions (inaction) of the service provider

  1. In case of appeal against decisions, actions (inactions) of the service provider and (or) its officials, the service recipient shall file a complaint addressed to the head of the service provider at the addresses indicated on the Internet resource of the Ministry www.mss.gov.kz, or addressed to the head of the Ministry at : 010000, Nur-Sultan city, Yesil district, Mangilik Yel avenue, house 8, building "House of Ministries", entrance No. 15.
  2. A complaint against decisions, actions (inaction) of the service provider on the provision of public services is submitted to the head of the service provider.
  3. The complaint is submitted in writing by mail, through the office of the service provider.
  4. When accepting a complaint, the service recipients shall indicate their last name, first name, patronymic (if any), postal address, outgoing number and date.

The complaint is signed by the service recipient.

  1. The complaint of the service recipient, received in the name of the head of the service provider, in accordance with paragraph 2 of Article 25 of the Law is subject to consideration within five working days from the date of its registration.
  2. The complaint of the service recipient, received by the authorized body for the assessment and control over the quality of the provision of public services, is subject to consideration within fifteen working days from the date of its registration.
  3. In case of disagreement with the results of the rendered public service, the service recipient applies to higher authorities or to the court in accordance with the procedure established by the legislation of the Republic of Kazakhstan.

Annex 1 to the Rules for
provision of public
services "Issuance of Archival
References, Copies Of Archival
Documents or Archival Extracts"

The form

____________________________
(name of service provider)
from _________________________
(last name, first name, patronymic (if any)
of the service recipient),
____________________________
Place of residence (for
individual)/


____________________________
legal address (for
legal entity)


____________________________
Contact number:
____________________________
Individual identification number/
____________________________
business identification number)

                                                          Application

I ask you to issue an archival certificate or copies of archival documents or archival extracts from archival documents confirming information of a social and legal nature:


__________________________________________________________________________
(depending on the needs of the service recipient, the requested information 
__________________________________________________________________________
is indicated: length of service, salary, age, family composition,
__________________________________________________________________________
education, awards, transfer of pension contributions and social
__________________________________________________________________________
contributions, awarding academic degrees and titles, accidents,
__________________________________________________________________________
being treated, evacuation, the use of repression, rehabilitation,
__________________________________________________________________________
service in military units and formations, living in zones of ecological
__________________________________________________________________________
disaster, stay in places of deprivation of liberty, acts of civil status) on:
__________________________________________________________________________
(last name (maiden name), first name, patronymic (if any, date
__________________________________________________________________________
of birth of the person for whom information is requested) period for which information is requested) _________________________________________________________________
(date, month, year(s)/ month, year(s)/year(s)

Annex: copies of documents confirming the requested information (if any):
1) ________________________________________;
2) ________________________________________;
3) ________________________________________.

I agree to the use of information constituting a legally protected

secret contained in information systems.


______________ «___», 20___  _________________
                                                      (signature)

Annex 2 to the Rules for
provision of public services
"Issuance of Archival
References, Copies of Archival
Documents or Archival Extracts"

Standard of public service "Issuance of Archival Certificates, Copies of Archival Documents or Archival Extracts"

1

Name of the service provider

Republican State Institution "National Archive of the Republic of Kazakhstan", central state archives, state archives of regions, cities of Nur-Sultan, Almaty and Shymkent, cities, districts (hereinafter referred to as the service provider).

2

Ways of providing public services

Acceptance of documents is carried out through the office of the service provider, non-profit joint stock company "State Corporation "Government for Citizens" (hereinafter referred to as the State Corporation), the web portal of "electronic government" www.egov.kz (hereinafter referred to as the portal)

3

Term for the provision of public services

The term for provision is 11 (eleven) business days.

4

Form of provision of public services

Electronic/paper.

5

The result of the provision of a public service

The result of the provision of a public service is an archival certificate, a copy of an archival document and an archival extract on paper or a reasoned refusal to provide a public service.

6

The amount of payment charged from the service recipient in the provision of public services, and methods of its collection in cases provided for by the legislation of the Republic of Kazakhstan

Free

7

Work schedule

Service provider - from Monday to Friday according to the labor legislation of the Republic of Kazakhstan from 09.00 to 18.30, lunch break from 13.00 to 14.30.

Office of the service provider - from Monday to Friday inclusive, from 9.00 to 17.30, lunch break from 13.00 to 14.00.

State corporation - from Monday to Saturday inclusive, in accordance with the established work schedule from 9-00 to 20-00 without a lunch break, except for Sunday.

Portal - around the clock, with the exception of technical breaks associated with the repair work (when the service recipient contacts after the end of working hours, on weekends and holidays, applications are accepted and the results of the provision of public services are issued on the next business day).

8

List of documents required for obtaining public services To the office of the service provider:

1) an application in the form, in accordance with Annex 1 to these Rules.

2) a document proving the identity of the service recipient, a document confirming the authority, or a notarized power of attorney, when representing the interests of the service recipient by a third party (submitted for identification, the employee of the service provider reproduces a copy of the identity card for identification, and then returns its original to the service recipient);

To the State Corporation:

1) an identity document (submitted for personal identification) and a document confirming authority - for a legal entity or a notarized power of attorney - for an individual (if an authorized representative applies).

2) information about the documents proving the identity of the service recipient, the employee of the State Corporation receives from the relevant state information systems through the "electronic government" gateway;

to the portal:

a request in the form of an electronic document certified by an electronic digital signature (hereinafter - EDS) of the service recipient.

9

Grounds for refusing to provide a public service, established by the legislation of the Republic of Kazakhstan Grounds for refusing to provide a public service are:

The grounds for refusal to provide public services are:

1) establishing the unreliability of the documents submitted by the service recipient for the receipt of the public service, and (or) the data (information) contained in them;

2) non-compliance of the service recipient and (or) submitted materials, objects, data and information necessary for the provision of public services with the requirements established by the regulatory legal acts of the Republic of Kazakhstan.

10

Other requirements, taking into account the specifics of the provision of public services, including those provided in electronic form.

The service recipient receives the public service in electronic form through the portal, provided that he has an EDS.

Contact numbers of inquiry services on the provision of public services are indicated on the Internet resource of the Ministry www.mcs.gov.kz in the section "Public Services". Unified contact center for the provision of public services: 1414, 8-800-080-7777.

 

Дата публикации
26 августа 2021