Othe Section for the Protection of Archival and Documentary Material Outside the Archives, popularly known as the External Service, as an organizational unit of the State Archives in Pazin (hereinafter: DAPA) exercises its competence in the area of Istria County and represents a link between DAPA and the creator/holder of archival material. Since archives take care of the material in the manner initially established within the profession of creator, and creators/owners should carry out protection procedures in accordance with the provisions of the archival profession and the professional recommendations of the archives, this is a specific form of cooperation that should be carried out in favour of the protection of records and information. Division could also be called the bypass between the two subjects. The activity of the Department is to assist creators/holders of archival and documentary material in managing the material created by their activities and to supervise the work of creators so that the material is preserved and protected from disappearance, damage or destruction. The basic tasks are monitoring, recording, evaluation, selection, excretion and downloading of material. The Department serves in the acquisition policy of archives and without such an organizational unit it would be impossible to systematically protect archival material as a part of cultural heritage.

 

Protection and care activities concern: 

  • Creating and Leading records on creators and holders of archival and documentary material outside the archives based on Rules on keeping records in archives (NN 90/02) according to the meaning of materials created by their work, for the purpose of documenting the functions and activities they perform.
 
  • Values of Creators implements the Section for the area of its competence by the process of determining the importance of the role played by the creator and his activity. Based on such an assessment, the Department creates a categorization of creators based on Ordinance on evaluation and procedure for selection and excretion of archival material outside the archives (NN 90/02) in the DAPA area of competence, by granting the creator category I, II or III status. The categorization of the creator himself is the basis for the evaluation of the material created by the work of the creator, and at the same time it is the basis for performing the primary procedures related to the protection of archival material outside the archives.
    • Under Article 6(1) and (4). Ordinance on evaluation and procedure for selection and excretion of archival material (NN No 90/02) and the decisions of the Croatian Archival Council at the session of 3 July 2008 were published in the Official Gazette No 126/08. Categorization of the creators of archival material in the area of competence of the State Archives in Pazin.
 
  • Expert supervision over creators and holders of archival and documentary material (regular/extraordinary) and the determination of measures of its protection based on the Archives and Archives Act (NN Nos 61/18, 98/19), as well as monitoring the implementation of the ordered measures.
    • Regular supervision is carried out according to the supervision plan, and extraordinary according to needs or situations (damage to materials, destruction, disappearance, relocation, reorganization, etc.).
    • The purpose of surveillance is physical protection and protection of the order of the material. Physical protection refers to protection from harmful influences (inappropriate accommodation, improper handling of construction works, poor climatic conditions, natural disasters, etc.), and the protection of ordering implies the creation of a list, its visibility, description, physical availability, but also keeping up-to-date records of the entire material regardless of the carrier and accommodation.
 
  • Supervision of selecting archives located outside the archives; and excretion Documentary material based on Ordinance on evaluation and procedure for selection and excretion of archival material outside the archives (NN No 90/02). The selection process is closely linked to the evaluation process. The evaluation process allows us to preserve and care for the most important material that is created in our society, and the purpose is to preserve the optimal amount of material that contains that information about some time, events, people, places, etc. that will best reflect the image of the above. The selection procedure is the process of extracting archival material for permanent preservation (the procedure by which archival material for permanent preservation is selected from the documentary material, based on established regulations), while the excretion of material is the procedure by which the material whose retention periods have expired is extracted from the whole of the records, but there is no need for it to continue to be kept. In this way, the Department ensures that the material that is not required in further work is extracted in accordance with the implementing regulations and that the preconditions are thus created for further business to take place in a business environment unencumbered by material that is not of lasting business, social, historical and cultural value, but also to avoid the unauthorized excretion and destruction of possible archival material. The implementation of the selection and excretion procedure implies that creators have a special list with retention periods, which is mostly an integral part of the Rules on the protection and processing of archives.
 
  • Consents to the Rules on the protection and processing of archival and documentary material outside the archives based on the Rules on the Protection and Preservation of Archival and Registry Material Outside the Archives (Narodne Novine (NN; Official Gazette of the Republic of Croatia) Nos 63/04, 106/07) and approvals to special lists with retention periods based on Ordinance on evaluation and procedure for selection and excretion of archival material outside the archives (NN No 90/02). The creators regulate all issues related to the protection and care of construction works, and they relate to: the manner of conducting office business, the manner of making, processing and handling items and documentation in processing, the manner and time limits of internal handover, the manner of keeping office records and other records on the material, technical equipment, marking and disposal of the material, the place, conditions and manner of storing archival material, the manner of using archival material, the time limits and procedure of evaluating and excreting the material, the procedure of destroying the extracted material and handing over the material to the competent archives, and the duties and responsibilities in handling, processing and protecting the material.
 
  •  Download archival material by the Rules on the Surrender of Archival Material to Archives (NN 90/02) – all previous stages serve the purpose of downloading the edited material into the archives, which credibly testify to the life and work of a creator. It is the collection and downloading of material that is one of the basic tasks of the Department and we can actually say that by performing this task DAPA performs its basic function. In cooperation with the creator, the Department takes over the material only after the selection and excretion of in original, arranged and technically equipped, marked, listed and complete for a certain period of time.
 
  • Division, in addition to these tasks, in cooperation with other departments and departments DAPA organizes seminars and workshops for the staff in charge of writing, as well as for the responsible persons of the creator/holder.

 

Provision of expert advice (consultations): on tel. 052/624-125 and the contact persons are: