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.