Republic of Latvia Cabinet Regulation No. 708 Adopted 16 October 2012

Regulations Regarding the Register of Invalid Documents

Issued pursuant to
Section 16, Paragraph two
of the Personal Identification Documents Law,
Section 27, Paragraph five
of the Maritime Administration
and Marine Safety Law,
and Section 30, Paragraph three
of the Road Traffic Law

I. General Provisions

1. The Regulation prescribes:

1.1. the cases when information on personal identification documents and temporary documents invalid for use and non-completed forms of such documents shall be entered in the State information system Register of Invalid Documents (hereinafter - the Register), the amount of information to be entered, the procedures for entry and the time periods for storage, and also the authorities which shall be granted access to the information entered in the Register, and the amount of information available to private individuals;

1.2. the procedures for entering information on invalid Seaman's Discharge Books and forms thereof in the Register;

1.3. the procedures for entering information on invalid driver's licences in the Register.

2. The Register is the sub-system of the State information system Integrated Information System of the Interior managed by the Information Centre of the Ministry of the Interior (hereinafter - the Centre).

3. Information on the following types of documents and non-completed document forms issued by the Republic of Latvia and foreign countries (hereinafter - the document) shall be entered in the Register:

3.1. an identity card;

3.2. a passport;

3.3. a return certificate;

3.4. a temporary travel document;

3.5. a driver's licence;

3.6. a Seaman's Discharge Book.

4. On the basis of the event, the following status shall be assigned to the document in the Register:

4.1. invalid;

4.2. not specified;

4.3. valid.

5. The head of such authority or unit whose information is entered in the Register and updated or submitted to the Centre for entry in the Register and updating (hereinafter - the authority) shall be responsible for the credibility, entry in the Register, and updating of information or for the submission of information to the Centre for entry in the Register and updating.

6. The Centre is entitled to request and receive, free of charge, the information necessary for the operation of the Register from the Register users.

II. Determining the Status of the Document

7. The status of a driver's licence and Seaman's Discharge Book shall be determined as "invalid" in the Register if, in accordance with the laws and regulations governing the relevant field, such document has become or has been recognised as invalid.

[5 September 2017]

7.¹ When determining the status "invalid", information on personal identification documents, temporary documents invalid for use and non-completed forms of such documents shall be entered in the Register:

7.¹ 1. if the personal identification document has not been handed over but the laws and regulations governing the field of personal identification documents provide for handing it over in the following cases:

7.¹ 1.1. information on the death of the document holder has been received;

7.¹ 1.2. the legal status has changed for the document holder;

7.¹ 2. if the information indicated in the document on the document holder has changed or inaccuracies in records have been established;

7.¹ 3. if the holder of the personal identification document or temporary document has notified in writing of the loss of the respective document to the State Police or the State Border Guard, the issuing authority of the document or the diplomatic or consular mission of the Republic of Latvia;

7.¹ 4. if the legal representative of a person who is under the age of 14 has not, within a month after losing the status of a legal representative, handed over the personal identification document of the abovementioned person to another legal representative, if any, or to the issuing authority of the document, the State Police or the State Border Guard, or to the diplomatic or consular mission of the Republic of Latvia in a foreign country;

7.¹ 5. if the Minister for the Interior or the employee authorised by the Chief of the State Police has taken the decision on the prohibition for the document holder to exit from the Republic of Latvia.

[5 September 2017; 11 June 2024]

8. The status of the document shall be determined as "not specified" in the Register:

8.1. if information on an event with the document of the Republic of Latvia is provided by a person other than the document holder or the person responsible for the storage of the document. In such case, the authority shall, immediately after entering the information, take measures to determine the status of the document;

8.2. if information on an event with a foreign document which has occurred within the territory of Latvia is provided to Latvian law enforcement authorities by the document holder or another person.

[5 September 2017]

9. On the basis of the information provided by authorities on the recognition of the document as valid, the status of the document shall be determined as "valid" in the Register in the following cases:

9.1. if the issuing authority of the document of the Republic of Latvia recognises such document as valid whose previous status was "invalid" or "not specified";

9.2. if the competent foreign authority recognises such document issued in a foreign country as valid whose previous status was "not specified".

III. Establishment of the Register and the Information to be Entered in the Register

10. The authorities specified in this Regulation shall, immediately after registration of an event or receipt of the relevant information, enter or update in the Register the information which is at their disposal and referred to in Paragraphs 12, 13, 14, 15, and 16 of this Regulation:

10.1. the State Police - information on events with the documents of the Republic of Latvia and foreign documents in the territory of the Republic of Latvia;

10.2. the State Border Guard - information on events with the documents of the Republic of Latvia and foreign documents which have been registered during border check and when checking the persons who are staying in the country;

10.3. the Office of Citizenship and Migration Affairs - information on events with the documents referred to in Sub-paragraphs 3.1, 3.2, 3.3, and 3.4 of this Regulation;

10.4. the diplomatic and consular missions of the Republic of Latvia - information on events with the documents of the Republic of Latvia referred to in Sub-paragraphs 3.1, 3.2, and 3.3 of this Regulation in foreign countries;

10.5. the State Protocol of the Ministry of Foreign Affairs - information at the disposal thereof on events with the identity cards of employees of foreign diplomatic or consular missions accredited in the Republic of Latvia, international organisations or their representations, other subjects of international law and consular institutions, family members or private housekeepers of such employees;

10.6. the Registry of Seamen of valsts akciju sabiedrība "Latvijas Jūras administrācija" [State joint-stock company Maritime Administration of Latvia] (hereinafter - the Registry of Seamen) - information on events with the Seaman's Discharge Books of the Republic of Latvia;

10.7. General Registry Offices - information on personal identification documents and temporary documents of the Republic of Latvia which have not been handed over after the death of their holders;

10.8. the Consular Department of the Ministry of Foreign Affairs - information on events with the documents of the Republic of Latvia referred to in Sub-paragraph 3.3 of this Regulation and information on the diplomatic passports and service passports of the Republic of Latvia.

[11 June 2024]

11. When registering events with the driver's licences of the Republic of Latvia in the State Register of Vehicles and Drivers Thereof, valsts akciju sabiedrība "Ceļu satiksmes drošības direkcija" [State joint-stock company Road Traffic Safety Directorate] shall enter the information referred to in Paragraphs 14, 15, and 16 of this Regulation in the Register under the automated online data transmission regime.

12. Information shall be entered in the Register in Latvian. The transliteration in Latin alphabet of the original form of the relevant foreign language shall indicate:

12.1. given name (names), surname, and address in a foreign country of the holder of foreign document;

12.2. given name (names) and surname of such person who provides information on the event (hereinafter - the provider of information) if the provider of information is a foreigner.

13. The following information on the document holder shall be entered in the Register:

13.1. given name (names) and surname:

13.1.1. given name (names) and surname entered in the Population Register and the document;

13.1.2. indicated given name (names) and surname if the person is the holder of a foreign document;

13.2. personal identity number:

13.2.1. personal identity number entered in the Population Register and the document;

13.2.2. foreign personal identity number (identifier), if known;

13.3. date of birth;

13.4. nationality;

13.5. address of the place of residence:

13.5.1. address of the registered place of residence in Latvia or, if the person does not have an address of the registered place of residence, the address of the indicated place of residence;

13.5.2. address of the place of residence in a foreign country;

13.6. information on changes to the personal data (date of changes, the previous and the new data);

13.7. information on the death of person.

14. The following information on the document shall be entered in the Register:

14.1. indication if the document is a non-completed form;

14.2. type;

14.3. series and number;

14.4. date of issue;

14.5. issuing country;

14.6. issuing authority;

14.7. term of validity;

14.8. status.

15. The following information on the event shall be entered in the Register:

15.1. type;

15.2. precise or approximate date of event;

15.3. date of establishing the event;

15.4. date of registration of the event;

15.5. authority and its unit which registered the event with the document;

15.6. type and number of the document or set of documents which contains information on the event and which is drawn up by the authority;

15.7. date when information has been received that the document has been found;

15.8. date until which the Minister for the Interior or the employee authorised by the Chief of the State Police has imposed the prohibition to exit from the Republic of Latvia;

15.9. date when the personal identification document which has become invalid for use during the period determined in the decision taken by the Minister for the Interior or the employee authorised by the Chief of the State Police on the prohibition to exit from the Republic of Latvia has been handed over.

[5 September 2017; 11 June 2024]

16. The following information on the official of the authority who registered the event with the document shall be entered in the Register:

16.1. given name;

16.2. surname;

16.3. position;

16.4. contact details:

16.4.1. work telephone number;

16.4.2. e-mail address.

17. The following information on the provider of information other than the document holder shall be entered in the Register:

17.1. given name (names) and surname;

17.2. personal identity number:

17.2.1. personal identity number entered in the Population Register;

17.2.2. foreign personal identity number (identifier), if known;

17.3. date of birth.

18. If the provider of information is a citizen of Latvia, a non-citizen of Latvia, or a person to whom the status of a refugee, a stateless person, an alternative status, or temporary protection has been granted, or the document holder is a foreigner who, in accordance with the procedures laid down in laws and regulations, has received a residence permit in the Republic of Latvia, the information referred to in Sub-paragraphs 13.1.1, 13.2.1, 13.3, 13.4, 13.5.1, 13.6, 13.7, 17.2.1, 17.3, and 22.1 of this Regulation shall be included in the Register from the information system of the Population Register under the automated online data transmission regime.

19. If information on the following is to be entered in the Register:

19.1. a personal identification document issued in the Republic of Latvia (except for the documents issued by the Ministry of Foreign Affairs), the information referred to in Sub-paragraphs 14.2, 14.3, 14.4, 14.5, 14.6, and 14.7 of this Regulation shall be included in the Register from the information system of the Population Register under the automated online data transmission regime;

19.2. a driver's licence issued in the Republic of Latvia, the information referred to in Sub-paragraphs 14.2, 14.3, 14.4, 14.5, 14.6, and 14.7 of this Regulation shall be included in the Register from the State Register of Vehicles and Drivers Thereof under the automated online data transmission regime.

20. The diplomatic and consular missions of the Republic of Latvia in foreign countries for whom the technical possibility to perform the actions referred to in Sub-paragraph 10.4 of this Regulation has not been ensured shall, immediately after receipt of information on the events with the documents of the Republic of Latvia which have been registered in foreign countries, provide the relevant information referred to in Paragraphs 13, 14, 15, 16, and 17 of this Regulation to the Centre for entering in the Register or updating.

IV. Register Access Levels and Use of Information

21. There are three access levels to the information entered in the Register - the first, the second, and the third.

22. The first access level ensures public availability by using the electronic service which is maintained by the Centre and available to unidentified persons free of charge on the Internet, and the following information corresponds to it:

22.1. information on the document issued by the Republic of Latvia:

22.1.1. type;

22.1.2. series and number;

22.1.3. issuing country;

22.2. status assigned to the document in the Register at the time of the verification of the document.

23. The following information corresponds to the second access level:

23.1. information on the document holder:

23.1.1. given name (names) and surname;

23.1.2. personal identity number;

23.1.3. date of birth;

23.1.4. information on the death of the person;

23.2. information on the document:

23.2.1. indication if the document is a non-completed form;

23.2.2. type;

23.2.3. series and number;

23.2.4. issuing country;

23.2.5. status;

23.3. information on the event:

23.3.1. precise or approximate date of the event;

23.3.2. date of registration of the event.

24. Information of the second access level and the following additional information corresponds to the third access level:

24.1. information on the document holder:

24.1.1. address of the place of residence;

24.1.2. nationality;

24.1.3. information on changes to the personal data (date of changes, the previous and the new data);

24.2. information on the document:

24.2.1. date of issue;

24.2.2. issuing authority;

24.2.3. term of validity;

24.3. information on the event:

24.3.1. type of the event;

24.3.2. date of establishing the event;

24.3.3. authority;

24.3.4. unit of the authority;

24.3.5. type and number of the document or set of documents which contains information on the event and which is drawn up by the authority;

24.4. information on the official of the authority;

24.5. information on the provider of information other than the document holder.

25. The following shall have access to the third-level information:

25.1. the State Police;

25.2. the State Border Guard;

25.3. the Security Police;

25.4. the Office of Citizenship and Migration Affairs;

25.5. the Consular Department of the Ministry of Foreign Affairs;

25.6. the diplomatic and consular missions of the Republic of Latvia in foreign countries;

25.7. the State Protocol;

25.8. the Constitution Protection Bureau;

25.9. the Office of the Prosecutor;

25.10. the Corruption Prevention and Combating Bureau;

25.11. the State Revenue Service;

25.12. the Enterprise Register;

25.13. the Military Police;

25.14. the municipal police;

25.15. the Registry of Seamen;

25.16. the Road Traffic Safety Directorate;

25.17. the General Registry Offices;

25.18. courts;

25.19. the Port Police;

25.20. other State and local government authorities for whom the right to become acquainted with the relevant information has been provided in the laws and regulations governing their operation in order to perform the functions of the authority.

26. After concluding the contract with the Centre for the provision of information, private individuals may use the information entered in the Register for the prevention of criminal offences and also for the protection of the interests of the document holder as well as their economic interests. The abovementioned persons shall have access only to the second-level information.

27. Access to the information entered in the Register shall be granted by the head of the Centre on the basis of:

27.1. a written submission of the head of the authority referred to in Sub-paragraphs 25.1, 25.2, 25.3, 25.4, 25.5, 25.7, 25.8, 25.9, 25.10, 25.11, 25.12, 25.13, 25.14, 25.15, 25.16, 25.17, 25.18, 25.19, and 25.20 of this Regulation;

27.2. a written submission of the director of the Consular Department of the Ministry of Foreign Affairs - to the employees of the authority referred to in Sub-paragraph 25.6 of this Regulation.

28. The procedures for issuing information from the Register to foreign authorities shall be determined by international agreements binding on the Republic of Latvia and the legal acts of the European Union.

29. When establishing a document to which the status referred to in Sub-paragraph 4.2 of this Regulation has been granted, the Register user shall take additional measures during the use of the document to ascertain the compliance of the identity of the document holder with the information indicated in the document.

V. Terms for the Storage of Information

30. Information shall be stored in the Register until expiry of the term of validity of the document, but for not less than 10 years.

31. Information on the documents whose term of validity is unknown, on the passport of a citizen of Latvia issued in the period between 1 July 2002 and 19 November 2007 and the term of validity of which is 50 years, and on the passport of a non-citizen of Latvia issued in the period between 10 April 1997 and 19 November 2007 and the term of validity of which is 50 years shall be stored in the Register for 50 years.

32. Information on invalid document forms shall be stored in the Register until the search for them has been terminated.

33. After the end of the storage period, a deed on the document destruction shall be drawn up, the deed shall be agreed upon with the National Archives of Latvia, and the information shall be deleted from the Register in accordance with the procedures laid down in the laws and regulations governing the operation of archives.

Prime Minister V. Dombrovskis

Acting for the Minister for the Interior,
Minister for Environmental Protection
and Regional Development E. Sprūdžs

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Translation © 2025 Valsts valodas centrs (State Language Centre)