Holders of archival and documentary material – means legal and natural persons who own, manage or hold material from any title. Creators of archival and documentary material – shall be understood as legal or natural persons whose actions and activities result from them. Supervision of the protection of the entire archival and documentary material of creators/holders is carried out by the competent state archives and in this regard they undertake to cooperate all the persons of creators/holders responsible and in charge of the material.
Creators and holders of public archival and documentary material are obliged to:
- diligently keep it in order and ensure from damage until it is handed over to the competent archive
- submit, at the request of the competent state archives, a list of materials and report any changes related to it;
- obtain the opinion of the competent state archives before taking measures relating to their material;
- regularly select archival material from documentary material
- regularly carry out the excretion of materials whose retention period has expired, but no later than 5 years after the procedure has been carried out;
- enable authorised employees of the competent state archives to carry out professional supervision of the preservation of their material;
- comply with the instructions of the competent state archives regarding the protection of materials
- ensure the preservation of documentary material in which the retention periods have not yet elapsed;
- provide adequate space and equipment for the accommodation and protection of materials
- designate an employee responsible for the work of the archives, and a responsible employee in the archives who must pass the exam for employees in the archives
- submit archival material in original, edited, technically equipped, marked, listed and complete for a certain period of time
- newly created material and material in whose possession they come are obliged to join the appropriate documentation collection or the whole no later than thirty days from the creation, i.e. when they come into possession
- submit to the competent archive a list of all documentation collections or units in their possession;
- adopt the Rules on protection and processing, which regulate all issues of organization, processing, disposal and preservation, selection and extraction of archival material, as well as a special list (list of permanent material and materials with a limited retention period) containing all types of material that has been created or is created by a specific creation
- inform the competent State Archives of any change in status and organisation in order to give an opinion on the treatment of construction works;
Owners of private archives who, on any basis, keep archival material or individual documents of lasting value, are obliged to:
- inform the competent State Archives of the possession of the material;
- preserve the material and take the measures necessary for its safe preservation and protection;
- to arrange the material and create a list
- allow the authorised person of the competent state archives to inspect the material and, if necessary, carry out security recording;
If the holder of private archives is not able to arrange the material and create a list, he is obliged to allow the competent state archive to do so at his own expense.
