Informative Notice
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Entry in the register of internal rules
Internal rules are rules adopted by an entity as an internal act with regard to the collection and long-term archiving of documentary and archive materials in digital form as well as auxiliary services, or adopted by a services provider with regard to the collection and long-term archiving or auxiliary services.
Internal rules on the keeping of documentary materials must contain at least:
- the provisions on internal organisation, roles and authorisations as well as the number, structure and qualifications of staff;
- the provisions on managing documentary materials;
- the provisions on archive IT system that comprise the basic technical and procedural features as well as data on the level of safety and reliability of infrastructure;
- the provisions on periodical modification and supplementation of internal rules as well as their validity.
Internal rules on keeping archived materials must, besides the elements from the previous paragraph, comprise at least:
- additional provisions on staff and the IT system for archiving materials;
- additional provisions on the collection and conversion of archived materials;
- additional provisions on the conversion and long-term archiving of material;
- the provisions on ensuring continued operations or the protection of archived materials and their delivery to competent archives;
- the provisions on delivering archived materials and the cooperation with the competent archives.
If the provider of collection and archiving in electronic form files a request for the confirmation of internal rules, the provider must be registered at the Archives of the Republic of Slovenia and in the register of providers.
The request for the confirmation of internal rules is filed at the Archives of the RS on a prescribed form of the request for the confirmation of internal rules in person, by post or electronically via an online application.
The request for the confirmation of sample internal rules is similarly filed at the Archives of the RS on a prescribed form of the request for the confirmation of sample internal rules. The request must also contain sample internal rules in electronic form for long-term archiving purposes.
If the Archives of the RS establish that the provided internal rules are in accordance with the rules and uniform technological requirements, the delivered internal rules are confirmed and entered in the register of confirmed internal rules.
When the Archives of the Republic of Slovenia establish that the request for the confirmation of sample internal rules comprises all prescribed elements in full and the sample internal rules have been delivered in accordance with the law, regulations and uniform technological requirements, the delivered sample internal rules are confirmed and entered in the register of confirmed internal rules and the entire content of rules is published.
The request must in electronic form comprise all documentation to which the request refers. Individual attached documents should contain data on the date of confirmation, the confirming authority and the version. The reference field must determine where in the document is the text for which it applies that it is the appropriate answer for the selected request. Reference should refer at least to the page, chapter, article number or page.
Conditions
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A person who stores documentary material in digital form takes over the sample internal rules or prepares his own proposal of internal rules on the basis of the findings from the phase of preparations for the collection and storage.
If a person takes over sample internal rules, he must take them over entirely. In the internal rules taken over, the person adequately replaces only those provisions or sections of provisions that refer to his status, internal organisation or his other characteristics.
These changes must not in any way affect the quality of security of documentary and archive material. The person notifies the Archives of the Republic of Slovenia about taking over the internal rules.
Evidence
- Internal rules
Legal basis
- Protection of Documents and Archives and Archival Institutions Act (ZVDAGA)
- Decree on the protection of documentary and archive material
Administrator of Legislation
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A request for the confirmation of internal rules is filed at the Archives of the Republic of Slovenia on a prescribed form for the confirmation of internal rules in person, by mail or in an electronic form through the uniform e-administration state portal.
A request for the confirmation of sample internal rules is filed at the Archives of the Republic of Slovenia on a prescribed form for the confirmation of sample internal rules in person, by mail or in an electronic form through the uniform e-administration state portal.
A request for the confirmation of sample internal rules must also include the required information for the implementation of the phase of preparations for the collection and storage, explanation of individual provisions, description of the purpose of sample internal rules and appointment of persons who may take over sample internal rules and the statement on the conditions for the transfer of required copyright and legal rights to these persons.
The request must also contain sample internal rules in electronic form for long-term archiving purposes. The sample internal rules must be prepared so that the persons may take them over entirely and undoubtedly in regard to all activities the implementation of which they are planning.
Evidence
- Internal rules
Legal basis
- Protection of Documents and Archives and Archival Institutions Act (ZVDAGA)
- Decree on the protection of documentary and archive material
Administrator of Legislation
-
A person who stores documentary material in digital form takes over the sample internal rules or prepares his own proposal of internal rules on the basis of the findings from the phase of preparations for the collection and storage.
If a person takes over sample internal rules, he must take them over entirely. In the internal rules taken over, the person adequately replaces only those provisions or sections of provisions that refer to his status, internal organisation or his other characteristics.
These changes must not in any way affect the quality of security of documentary and archive material. The person notifies the Archives of the Republic of Slovenia about taking over the internal rules.
Evidence
- Internal rules
Legal basis
- Protection of Documents and Archives and Archival Institutions Act (ZVDAGA)
- Decree on the protection of documentary and archive material
Administrator of Legislation
-
A request for the confirmation of internal rules is filed at the Archives of the Republic of Slovenia on a prescribed form for the confirmation of internal rules in person, by mail or in an electronic form through the uniform e-administration state portal.
A request for the confirmation of sample internal rules is filed at the Archives of the Republic of Slovenia on a prescribed form for the confirmation of sample internal rules in person, by mail or in an electronic form through the uniform e-administration state portal.
A request for the confirmation of sample internal rules must also include the required information for the implementation of the phase of preparations for the collection and storage, explanation of individual provisions, description of the purpose of sample internal rules and appointment of persons who may take over sample internal rules and the statement on the conditions for the transfer of required copyright and legal rights to these persons.
The request must also contain sample internal rules in electronic form for long-term archiving purposes. The sample internal rules must be prepared so that the persons may take them over entirely and undoubtedly in regard to all activities the implementation of which they are planning.
Evidence
- Internal rules
Legal basis
- Protection of Documents and Archives and Archival Institutions Act (ZVDAGA)
- Decree on the protection of documentary and archive material
Administrator of Legislation
Procedures
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Entry in the register of internal rules
Personal
Attachments
- Self-assessment in view of the Uniform Technological Requirements ver. 2.1. Part 2
- Sample internal rules in electronic form (only for sample internal rules)
Procedure costs
Administrative fee for an application: 4.54 €
Administrative fee for a decision: 18.12 €
Renewal term
At confirmation or subsequently, the Archives of the Republic of Slovenia determine the deadline due to the change of legislation or technological progress, where internal rules must be modified or supplemented as well as sent for renewed confirmation. The deadline is entered in the register of confirmed internal rules. The person who requested the entry in the register must be notified on the determination of the deadline. If a renewed confirmation is not realised to the set deadline, the archives erase internal rules from the register of confirmed internal rules.
At confirmation or subsequently, the Archives of the Republic of Slovenia determine the deadline due to the change of legislation or technological progress, where sample internal rules must be modified or supplemented as well as sent for renewed confirmation. The deadline is entered in the register of confirmed internal rules. The person who requested the entry in the register and the persons who took over the sample internal rules and notified the Archives of the Republic of Slovenia must be notified on the determination of the deadline. If a renewed confirmation is not realised to the set deadline, the archives erase sample internal rules from the register of confirmed internal rules.