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LEGAL ACTS OF THE REPUBLIC OF LATVIA
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The translation of this document is outdated.
Translation validity: 29.12.2010.–31.05.2018.
Amendments not included: 24.01.2017.
Text consolidated by Valsts valodas centrs (State Language Centre) with amending regulations of:

13 November 2007 (No. 1023) [shall come into force from 16 November 2007];
21 December 2010 (No. 1163) [shall come into force from 29 December 2010].

If a whole or part of a paragraph has been amended, the date of the amending regulation appears in square brackets at the end of the paragraph. If a whole paragraph or sub-paragraph has been deleted, the date of the deletion appears in square brackets beside the deleted paragraph or sub-paragraph.


Republic of Latvia

Cabinet
Regulation No. 473
Adopted 28 June 2005

Procedures for the Preparation, Drawing Up, Storage and Circulation of Electronic Documents in State and Local Government Institutions, and the Procedures by which Electronic Documents are Circulated between State and Local Government Institutions, or Between These Institutions and Natural Persons and Legal Persons

Issued pursuant to
Section 6, Paragraph two of the
Electronic Documents Law

I. General Provisions

1. This Regulation prescribes the procedures for the preparation, drawing up, storage and circulation of electronic documents in State and local government institutions, and the procedures by which electronic documents are circulated between State and local government institutions, or between these institutions and natural persons and legal persons.

2. The preparation and drawing up, storage and circulation of electronic documents in State and local government institutions (hereinafter - institution) shall take place, conforming to the requirements that are laid down in other laws and regulations regarding the preparation, drawing up, storage and circulation of documents, if this Regulation do not prescribe otherwise.

3. If the parties have agreed in writing on the signing of an electronic document with an electronic signature, the requirement regarding a secure electronic signature and time-stamp need not be applied.

[21 December 2010]

4. If documented information is not drawn up electronically, an institution does not have the duty to issue it electronically (except for cases, if this Regulation does not prescribe otherwise).

II. Preparation and Drawing Up of Electronic Documents

5. [21 December 2010]

6. [21 December 2010]

7. [21 December 2010]

8. If an electronic document has been signed with a secure electronic signature and it has a time-stamp, the time of signing of the electronic document shall be the date and time of appending the time-stamp.

[21 December 2010]

9. [21 December 2010]

10. An electronic document shall be drawn up and prepared in one of the following file formats:

10.1. a simple text format;

10.2. an open document format (ODF) for office applications;

10.3. an Office Open XML file format;

10.4. a portable document (PDF) format or a portable document format for long-term preservation (PDF-A);

10.5. a digitally compressed and coded picture (JPEG, TIFF and PNG) format.

[21 December 2010]

10.1 An EDOC format package may be used for sending or storage of an electronic document on data carriers.

[21 December 2010]

11. If an institution uses formats other than those referred to in Paragraphs 10 and 10.1 of this Regulation, the institution shall indicate information regarding this on the website thereof or disclose by other means.

[21 December 2010]

12. An institution shall draw up service notes of a document, a notice of document agreement, a mark regarding document agreement, as well as an approval notice of the document and a mark regarding document approval in an electronic document in accordance with the laws and regulations regarding drawing up and preparation of documents or as an individual file signed together with the electronic document.

[21 December 2010]

13. The registration number of a document in the document shall be drawn up in one of the following ways:

13.1. including it in the document to be signed;

13.2. indicating it in an individual file which is signed together with the electronic document.

[21 December 2010]

13.1 The electronic copy of a document prepared in printed form shall be stored using one of the formats referred to in Sub-paragraphs 10.4 and 10.5 of this Regulation.

[21 December 2010]

13.2 The accuracy of the electronic copy of a document prepared in printed form shall be certified in accordance with the laws and regulations regarding drawing up and preparation of documents, drawing up the mark of certification in one of the following ways:

13.2 1. in an individual file, which is signed as one file together the electronic copy of a document prepared in printed form;

13.2 2. on the electronic copy of a document prepared in printed form in the format referred to in Sub-paragraph 10.4 of this Regulation and signing it.

[21 December 2010]

13.3 Electronic extract or true copy of a document prepared in printed form shall be drawn up in accordance with the laws and regulations regarding drawing up and preparation of documents.

[21 December 2010]

13.4 Fulfilment of the requirements laid down in the laws and regulations regarding drawing up and preparation of documents as regards binding together or sowing together of a document for an electronic document shall be ensured by signing the documents to be bound together or sown together as one file.

[21 December 2010]

III. Circulation of Electronic Documents between State and Local Government Institutions or between these Institutions and Natural Persons and Legal Persons

14. The circulation of electronic documents shall be ensured by using the following carriers of electronic data and types of exchange of information:

14.1. electronic mail;

14.2. special online forms under the supervision of institutions;

14.3.compact disks;

14.4. USB interface flash memory devices;

14.5. the Integration Environment of the Systems for the Management of Public Management Documents. The procedures by which circulation of electronic documents in the Integration Environment of the Systems for the Management of Public Management Documents shall take place shall be determined by the Cabinet instruction.

[21 December 2012]

14.1 Upon preparing electronic documents, an institution shall include in the carriers of electronic data referred to in Paragraph 14 of this Regulation information containing indications regarding free online tools publicly available to a non-authenticated user, which may be used for verification of authenticity of the electronic document and validity of the electronic signature, as well as information regarding free tools which may be used for opening the electronic document and reading its content, if the institution sends the document in a format that is different from the format sent by the submitter.

[21 December 2012]

15. In addition to the carriers of electronic data specified in Paragraph 14 of this Regulation, an institution may accept electronic documents that are submitted on other carriers of data, indicating information regarding this on its website or disclosing this by other means.

16. If an electronic document is sent using e-mail, it shall be sent in an e-mail message as an attached file to the official e-mail address that is indicated on the institution's website, the institution's form or in the document submitted by the author of the electronic document.

16.1 An institution may determine the total permitted size of the files attached to an e-mail message, which is not less than 10 megabytes, indicating information regarding this on the website thereof or disclosing it by other means.

[13 November 2007]

17. In the case specified in Sub-paragraph 14.1 of this Regulation, an institution shall register the date and time of receipt of an electronic document, the submitter and submitter's e-mail address and within one working day shall send the submitter a notification regarding receipt of the electronic document to the e-mail address, from which the document was sent to the institution.

18. In the cases specified in Sub-paragraph 14.2 of this Regulation, an institution shall ensure the submitter the opportunity of checking the receipt of electronic documents by on-line accessibility.

19. If an electronic document is received by e-mail and it is not possible to read it, in the notification regarding the receipt of an electronic document, this shall be indicated accordingly and sent to the e-mail address, from which the document was sent to the institution.

20. [21 December 2012]

21. [21 December 2012]

22. If an electronic document is sent by e-mail or by using special on-line forms under the supervision of an institution, it shall be regarded that the addressee has received it within two working days after sending thereof. If disagreements arise, the institution shall prove that the electronic document has been sent. If the addressee declares that he or she has not received the electronic document, he or she must justify this declaration.

23. An institution shall register the information regarding an electronic document and the content thereof, in the information system regardless of its information carrier.

24. An institution shall register the date and time of sending or receiving an electronic document and the addressee of the electronic document.

IV. Storage of Electronic Documents in State and Local Government Institutions

25. An institution shall store an electronic document in order for it to be possible to be checked for integrity within the terms specified in accordance with the scheme for matters of appellation or classification.

26. Procedures for the storage of electronic documents shall be determined by the institution prior to the establishment of an appropriate information system.

27. An institution shall document the procedures for the storage of electronic documents.

28. Conditions for the storage and maintenance procedures shall be planned in order to protect the documents from unauthorised access, loss or destruction.

29. Security measures, duplication measures and methods for documents that contain information with restricted accessibility, shall be determined, observing the laws and regulations that regulate the protection of information with restricted accessibility.

30. An institution, observing the requirements prescribed by laws and regulations that regulate the relevant fields, shall determine access rights and restrictions, provided for in work with electronic documents.

31. Control of accessibility shall be ensured by determining the status of accessibility for documents and for persons, as well as in performing the registration of long-term utilisation of electronic documents.

V. Closing Provision

[21 December 2010]

32. Sub-paragraph 14.5 of this Regulation shall come into force on 2 January 2012.

Prime Minister A. Kalvītis

Minister for Justice S. Āboltiņa

 


Translation © 2014 Valsts valodas centrs (State Language Centre)

 
Document information
Status:
In force
in force
Issuer: Cabinet of Ministers Type: regulation Document number: 473Adoption: 28.06.2005.Entry into force: 02.07.2005.Publication: "Latvijas Vēstnesis", 102 (3260), 01.07.2005.
Language:
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