Regulations Regarding Documents Attesting the Course of a Person's Work or Service and Education of Archival Value, and Time Periods for Their Keeping
1. This Regulation prescribes the documents attesting the course of a person's work or service, and the documents present in the file of an educatee, including a student, which have archival value, and the time periods for their keeping.
2. Documents with archival value attesting the person's course of work shall be as follows:
2.1. documents on the establishment, amending, and termination of employment legal relations (order records, employment contracts and their amendments, notices and agreements on termination of employment relations), documents equalled thereto and their registers;
2.2. lists of employees with an indication to the position held if such are prepared;
2.3. descriptions of the position and works;
2.4. work performance contracts, amendments to work performance contracts, and their registers;
2.5. opinions on the inability of an employee to carry out the duties due to the health condition;
2.6. order records on child care leaves issued until 31 December 1996 and their registers;
2.7. the unclaimed work record cards and their registers;
2.8. collective agreements, documents on amendments thereto and their termination;
2.9. minutes of a general meeting (conference) of employees;
2.10. documents of settlement of the rights of a collective or the interests of a collective;
2.11. author's agreements entered into by State administration institutions, amendments to the author's agreements and their registers if conferral of the author's property relations is specified therein;
2.12. report documents of State administration institutions on foreign official travels if they contain information of historical, public, cultural or scientific significance.
3. Documents of the State civil service with archival value shall be as follows:
3.1. documents of tenders for the positions of heads of State institutions of direct administration if they contain information of historical, public, cultural or scientific significance;
3.2. documents on the establishment, amending, or termination of State civil service relations.
4. Documents with archival value attesting the course of service shall be as follows:
4.1. documents on the course of military service;
4.2. documents on the service in institutions of the Ministry of the Interior;
4.3. documents on the service in the Prisons Administration;
4.4. documents on the service in security institutions;
4.5. documents on the course of diplomatic and consular service;
4.6. documents on the service in the State Revenue Service.
5. Documents of educatees with archival value shall be as follows:
5.1. documents on the course of general basic education and general secondary education of a person:
5.1.1. the registration logbook of the education documents issued;
5.1.2. the summary journal of the study achievements of educatees;
5.2. documents on the course of vocational education of a person:
5.2.1. the personal file if information of historical, public, cultural or scientific significance is therein;
5.2.2. the registration and recording logbook of educatees;
5.2.3. the registration journal of issuance of professional education documents;
5.2.4. the achievements extract of a group (except for the vocationally-oriented education programme);
5.3. documents on the course of education of a student, including the personal files of the student.
6. The time periods for keeping the documents:
6.1. the documents referred to in Sub-paragraphs 2.1, 2.2, 2.3, 2.4, 2.5, 2.6, 2.7, 3.2, 4.1, 4.2, 4.3, 4.4, and 4.6 and Paragraph 5 of this Regulation shall be kept for 75 years. If documents contain information of historical, public, cultural or scientific significance, they shall be kept permanently;
6.1. the documents referred to in Sub-paragraphs 2.8, 2.9, 2.10, 2.11, 2.12, 3.1, and 4.5 of this Regulation shall be kept permanently;
6.3. the work relations records which are necessary to prove the right to a service pension shall be kept for 75 years regardless of the time of their creation.
7. Private individuals shall ensure that documents which do not have archival value and the time period for keeping of which has expired are destroyed by 31 January 2021.
Prime Minister Māris Kučinskis
Minister for Culture Dace Melbārde
Translation © 2019 Valsts valodas centrs (State Language Centre)