Republic of Latvia Cabinet Regulation No. 282 Adopted 7 May 2024

Regulations Regarding Records and Archives Management

Issued pursuant to
Section 4, Paragraph seven, Section 5,
Paragraph two, Section 6, Paragraphs four and six,
Section 8, Paragraph two, Section 13.¹,
Section 17.¹, Paragraph three
of the Archives Law
and Section 6, Paragraph five
of the Electronic Documents Law

1. General Provisions

1. The Regulation prescribes:

1.1. the procedures for public records and archives management in authorities;

1.2. the procedures for the determination of the archival value of records, including the procedures for the preservation of electronic records and the type of appraisal;

1.3. the criteria for determining the retention period of records;

1.4. the procedures by which an authority shall register and store the notifications of inaccurate or incomplete personal data submitted by a person and also shall ensure the link of notifications with archival records;

1.5. the technical requirements for the preservation of records in the archives of authorities;

1.6. the procedures by which authorities shall transfer records and reference systems under permanent State custody to the National Archives of Latvia in accordance with Section 6, Paragraphs one and two of the Archives Law, and also the period for the transfer of electronic records in accordance with Section 6, Paragraph five of the Electronic Documents Law;

1.7. the procedures by which an authority shall transfer records and reference systems under permanent State custody to the National Archives of Latvia before the retention period specified for their storage in the archives of the authority has expired;

1.8. the procedures by which private records with archival value shall be transferred to the National Archives of Latvia in the case of liquidation of a legal person and in other cases;

1.9. the procedures by which an authority shall receive a permit from the National Archives of Latvia for extending the retention period of records in the authority;

1.10. the procedures for the entry and updating of data of the Unified State Archives Information System and also for the accessibility and use of the system for the authorities.

2. The following terms are used in this Regulation:

2.1. description unit - an archival record or an aggregate of records (file, series and the sub-levels thereof, record fond and its sub-fond) which is deemed as a whole and which is the basis for an individual description;

2.2. description level - the place of a description unit in the hierarchical scheme of the record fond;

2.3. record fond - an aggregate of archival records created as a result of activities of an authority or a private individual, i.e. an archival classification and control unit;

2.4. record sub-fond - a grouping of a record fond, i.e. a sub-fond of a large-scale record fond the composition of which includes interrelated archival records. It is possible to divide a record fond in sub-fonds according to the organisational structure of the authority, the geographical, chronological, functional, or other common features of archival records;

2.5. archival repository - a building, a part of a building, a room for the storage of archival records;

2.6. integrity of a record - the completeness and unchangeability of a record;

2.7. records classification scheme - a list of all the files to be created by an authority which has been systematically arranged in a hierarchical order and a list of their retention periods. The basis for the records classification scheme shall be a logically analytic division of records in groups according to common or different features (for example, functions of an authority, structure, type of records);

2.8. e-services - the e-services accessible to an authority in the Institution Portal: viewing and updating of the data of an authority stored by the National Archives of Latvia, requesting and receipt of consultations from the National Archives of Latvia, submission of records for agreement and submission of other records, describing of records of an authority and agreement upon them with the National Archives of Latvia, preparation of acts of delivery and accession of storage units and submission to the National Archives of Latvia, transfer of electronic records online, and other e-services according to the functionality of the Institution Portal;

2.9. storage unit - a control unit of archival records which is a physically separated record or a group of records with an individual control number. It may be, for example, a file of paper records, a film reel, a video cassette, an audio cassette, a folder of electronic records, a file of video, audio recording, or photo;

2.10. provenance - an authority or a private individual the records created (accumulated) as a result of activities of which are compiled in a record fond;

2.11. hybrid file - a file containing records in different media, for example, electronic records and paper records;

2.12. Institution Portal - a functional component of the Unified State Archives Information System where the e-services of the Institution Portal are accessible according to the functionality of the Institution Portal;

2.13. checksum - a sequence of bytes, usually represented as a fixed-length symbol string which has been derived according to a specific algorithm from a digital data block of larger dimension and which can be used for checking data integrity in order to establish the losses or damages which may have arisen during the process of data storage or transmission;

2.14. file - an aggregate of records arranged in a particular order or an individual record on any issue, activity, transaction or topic;

2.15. user - an official or employee specified by an authority for whom the National Archives of Latvia have created the Institution Portal user account in the Institution Portal of the Unified State Archives Information System;

2.16. notification register - the Register of Notifications of Inaccurate or Incomplete Personal Data in which an authority registers notifications of the supplementation of inaccurate or incomplete personal data submitted by a person in accordance with Section 13.¹ of the Archives Law;

2.17. series - a grouping of a record fond, an aggregate of uniform or related (for example, by form, type, creation, receipt, topic) records (files) which has resulted from carrying out the same function or activity and has been systematically arranged as a whole;

2.18. capture - the inclusion of records and data in the information system by receiving them from another information system, uploading, entering manually, etc.;

2.19. control number - the identifier of a storage unit which is formed by the number of the record fond, the number of the inventory, and the number of the storage unit in the inventory;

2.20. inventory - means for searching and control which reveals the content of the storage units, shows their systematic arrangement, and ensures the control function of the storage units;

2.21. reference code - an identifier of a unit of description (fond, sub-fond, series, series sub-level) which is formed by the sequential numbers of the particular unit of description and all units of description of hierarchically higher levels.

2. Organisation of Records and Archives Management in an Authority

3. An authority shall document its activities:

3.1. by fulfilling the obligations specified in legal acts to create, receive, and also store the created, sent, and received records to ensure the proof and the grounds for decision-making, analysis of activities, informing of the public, or for other purposes;

3.2. by ensuring the rights laid down in legal acts to other authorities and private individuals to receive documents from the authority.

4. An authority shall organise activities with records within the framework of the records management period which usually coincides with a calendar year. The creation, receipt, systematic arrangement, registration, and control of enforcement of records shall take place within the scope of the records management period. After the end of the records management period, the authority shall archive and describe the records.

5. If such functions, tasks, and measures have been specified for an authority the implementation of which does not coincide with a calendar year (for example, the term of election and term of office, the season of activity, study year), the records management period shall be determined according to the first and final date specified for the function, task, or measure.

6. An expert committee for the management of records and archives (hereinafter - the expert committee) may be established for solving issues related to the management of records and archives in an authority.

7. The expert committee shall consist of not less than three persons from whom at least one is responsible for the management of records or archives of the authority.

8. The expert committee shall, according to the competence, assess the records classification scheme of the authority, the retention periods of records, the archival value of records, reference systems, and acts on the selection of record for destruction. The competence of the expert committee and the work organisation in the authority shall be determined by the rules of procedure of the expert committee.

9. An authority which has other authorities under the subordination thereof may establish a central expert committee for the management of records and archives for carrying out the tasks referred to in Paragraph 8 of this Regulation within the framework of a department.

10. If an authority does not establish an expert committee or if the relevant task is not within the competence of the expert committee, the tasks of the expert committee shall be carried out by the persons referred to in Sub-paragraph 11.2 of this Regulation.

11. To ensure the organisation of the management, internal supervision, and control of records and archives of an authority, the head of the authority or his or her authorised person shall:

11.1. lay down the procedures for records and archives management in the authority;

11.2. appoint persons responsible for records and archives management and lay down their duties;

11.3. ensure the transfer and accession of the records at the disposal of an employee of the authority upon changes in the staff of the authority.

12. To ensure the management of such records and archives for which restricted access is determined, the head of the authority or his or her authorised person shall:

12.1. determine the procedures for arranging, describing, using, and storing such records;

12.2. make notes in the corresponding levels of the archival description, indicating the legal grounds and period for the restriction of accessibility;

12.3. determine the procedures for the recording of the time limit for restrictions of accessibility for the documents for which restrictions of up to one year have been determined.

3. Procedures for the Entry and Updating of Data of the Unified State Archives Information System and also for the Accessibility and Use of the System

13. An authority shall comply with the specified procedures in the use of e-services of the Institution Portal. The authority shall receive e-services of the Institution Portal free of charge unless it has been laid down otherwise in external legal acts.

14. In order to commence the use of the Institution Portal, to apply users of the Institution Portal, to inform of the changes in the data of users, and to revoke the access rights of users, the authority shall submit an application to the National Archives of Latvia for the use of the Institution Portal (Annex 1).

15. The National Archives of Latvia shall, within five working days, examine the application of the authority referred to in Paragraph 14 of this Regulation and, according to the type of use of the Institution Portal indicated in the application, grant the user rights of the Institution Portal, make changes in the data of users, or revoke the access rights of users. If the application of the authority for the use of the Institution Portal does not meet the requirements of this Regulation, the National Archives of Latvia shall take the decision to grant user rights of the Institution Portal, revoke access, or make changes in the data of users after the non-conformities have been eliminated.

16. Users authenticated in the Institution Portal may use the e-services of the Institution Portal without a secure electronic signature (data and documents of the authority submitted in the Institution Portal within the scope of an e-service shall be considered as electronic documents signed by hand, and the authority shall be responsible for the veracity of such data and documents). The abovementioned condition shall not apply to the application of the authority for the use of the Institution Portal. Users of the Institution Portal shall receive e-services according to the delegation or authorisation specified by the authority.

17. The National Archives of Latvia:

17.1. shall ensure the accessibility of the Institution Portal in the online data transmission mode;

17.2. shall accept records, data, and other information received in the Institution Portal for processing, verification, and examination;

17.3. shall ensure the availability of the usage instructions of the Unified State Archives Information System on the website of the National Archives of Latvia, inform of the news of the Institution Portal and planned interruptions in the operation;

17.4. shall provide consultations to authorities on the accessibility and functionality of the Institution Portal;

17.5. shall grant and revoke the user rights of the Institution Portal and also make changes in the data of users;

17.6. is entitled to apply, without prior warning and agreement with the authority, the restriction or revocation of user rights of the Institution Portal if:

17.6.1. a user has violated the requirements of this Regulation or the usage instructions of the Unified State Archives Information System;

17.6.2. a user performs the activities which are related to the bypassing or damaging of the security system of the Unified State Archives Information System;

17.6.3. a user has created a security threat to the Unified State Archives Information System;

17.6.4. a user performs the activities which cause risks to personal data protection;

17.6.5. the authentication data of a user have become known to another person or they are used by another person;

17.7. shall, within three working days, inform the authority electronically of the restriction or revocation of user rights if the user rights have been restricted or revoked without prior warning or agreement with the authority.

18. An authority shall:

18.1. according to the functionality of the Institution Portal, ensure the use of the e-services of the Institution Portal in the operation of the authority and for communication with the National Archives of Latvia;

18.2. perform all activities and take measures to ensure that a user of the Institution Portal requests and uses the data of the Institution Portal only for the performance of direct official (work) duties and in accordance with the requirements for personal data processing;

18.3. make users of the Institution Portal acquainted with the usage instructions of the Unified State Archives Information System before granting user rights and ensure that, before the use of the Institution Portal, the user has certified in writing that it will comply with this Regulation, the usage instructions of the Unified State Archives Information System, and the requirements for personal data processing which have been laid down in Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation);

18.4. be responsible for the rule of law of the activities of users of the Institution Portal in the Institution Portal;

18.5. agree that the data and documents submitted by the users of the Institution Portal should be regarded as the data and documents submitted by the authority and are binding on the authority;

18.6. ensure that the users of the Institution Portal have their own electronic mail address of the authority and a possibility to use the Institution Portal in the online data transmission mode;

18.7. within three working days, electronically submit an application to the National Archives of Latvia for the changes in the data of the user if there are changes in the application previously submitted by the authority for the use of the Institution Portal on the user and shall indicate all the information on the user to be included in the application;

18.8. without delay but not later than within one working day after taking the relevant decision or an event in the Institution Portal, revoke the right of use of the Institution Portal for the particular user or also electronically submit an application to the National Archives of Latvia for revoking the user right of the Institution Portal:

18.8.1. if service (employment) legal relationship with the user has been terminated;

18.8.2. if the user is removed from the fulfilment of official (work, service) duties;

18.8.3. if there are changes in the official (work, service) duties of the user as a result of which the use of the Institution Portal is no longer necessary to the user for the fulfilment of official (work, service) duties;

18.8.4. if continuous (longer than 60 days) absence has been planned or detected for the user;

18.8.5. if the user does not fulfil the obligations of the user specified in Paragraph 19 of this Regulation;

18.8.6. if there are suspicions that the authentication data of the user have become known to third parties;

18.8.7. in other cases specified by the authority.

19. A user of the Institution Portal:

19.1. shall comply with the usage instructions of the Unified State Archives Information System and the requirements for personal data processing;

19.2. before the use of the Institution Portal, shall certify in writing that, when using the Institution Portal, it will comply with this Regulation, the usage instructions of the Unified State Archives Information System, and the requirements for personal data processing, including will not carry out personal data processing (also viewing of data in the Institution Portal) without legal basis and will not disclose the personal data obtained in the Institution Portal;

19.3. shall use the Institution Portal only for the performance of direct official and work duties;

19.4. if, when entering authentication data of the user incorrectly, it has blocked access to the Institution Portal, shall electronically request the National Archives of Latvia from the e-mail address of the user which has been indicated in the application of the authority for the use of the Institution Portal to send new authentication data to the user;

19.5. shall be responsible for all activities carried out in the Institution Portal, authenticating with the name and password of this user;

19.6. is not entitled:

19.6.1. to transfer its user authentication data to another person, to store them in a visible place or in a way accessible to other persons;

19.6.2. to carry out unauthorised acquisition, copying, forwarding of, or other unauthorised activities with the resources of the Unified State Archives Information System;

19.6.3. to carry out the activities which may be directed to the bypassing or damaging of the security protection system of the Unified State Archives Information System;

19.6.4. to use tools, software, or other resources which may hinder the operation of the Unified State Archives Information System;

19.6.5. to infringe or violate the rights of other persons, including to perform unlawful personal data processing or to violate the intellectual property rights of other persons.

4. Management of Records

4.1. Documentation and Creation of Files

20. An authority shall group the created and received records in files within the scope of one records management period. If the file is related to an issue the solving of which is taking several years (for example, project records, records on study, work or service progress), the file shall be kept until the relevant issue is solved (the project is terminated, service, study or legal employment relationship is terminated).

21. Records which have the same retention period and which correspond to the title of the file according to the content shall be inserted in the file.

22. For paper records a file shall be created and retained by separating records in folders, loose-leaf binders, ledgers, filing cabinets. The cover of the file shall bear an inscription in which the name of the authority, the file index, the file title, the date and the retention period are indicated.

23. For electronic records, a file shall be created in the information system or by inserting records in electronic folders, adding metadata on the belonging of each record to the relevant file. For electronic records, metadata, including details and service notes, shall be created electronically. The mutual link of initiative records and reply records with metadata shall be ensured for correspondence records. If electronic records are not registered in the information system, the following shall be indicated on the record in the register of records, where applicable:

23.1. the author;

23.2. the content exposition;

23.3. the date;

23.4. the registration number;

23.5. the name of the file, including its extension;

23.6. other information as deemed appropriate by the authority (for example, file index).

24. If a hybrid file is created, a separate volume of the file shall be created for records in different media, ensuring their mutual link with metadata.

25. Records in a file shall be systematically arranged according to the chronological (descending or ascending order), nominal (for example, orders, minutes), alphabetical, or another principle.

26. Electronic photo records, phono records, and video records shall be accumulated chronologically in information systems or electronic folders within the scope of one records management period, adding metadata on the author, place, date, event, visible and audible persons, and other data.

4.2. Use of Information Systems in the Management of Records

27. During the stages of planning, designing, introduction of, and changes in the information system, and also when transferring electronic records to the National Archives of Latvia, an authority shall agree with the National Archives of Latvia upon the functionality and formats of transferring the system data of the records of long-term and permanent retention.

28. Backing up of records and metadata in the information system of the authority shall be ensured in accordance with the procedures stipulated by the head of the authority or his or her authorised person unless other requirements have been laid down in legal acts.

29. Information systems shall ensure the capture of records, details, and service notes, and also their preservation throughout the entire retention period of the record.

30. The following shall be generated in a separate file to be stored in a controlled manner for the documents which have been signed in information systems without a secure electronic signature:

30.1. metadata at least for the period and the person who signed the records;

30.2. checksum of each record at the moment of signing.

4.3. Systematic Arrangement and Appraisal of Records

31. Files shall be created according to a records classification scheme, indicating the following therein:

31.1. the level and file index of the classification scheme;

31.2. the title of the classification level;

31.3. the file title;

31.4. the retention period of the file;

31.5. the unit or employee responsible for the creation of the file;

31.6. the environment of the file (paper, electronic, or other);

31.7. the relation of the file to the information system;

31.8. other information as deemed appropriate by the authority, for example, accessibility restrictions of the file, their legal basis and time, note on hybrid files.

32. For the authorities which have a similar nature of activities and composition of records, a classification scheme of the sector or types of records may be developed, agreeing upon it with the National Archives of Latvia.

33. Files shall be systematically arranged in the records classification scheme according to the functions, units of the authority, types of records, or in a mixed manner, for example:

33.1. first level - the function of the authority or the highest unit of the authority, the person responsible for performing the relevant function, or the largest group of files;

33.2. second level - the tasks (processes) necessary for ensuring the performance of the function or the lowest unit within the highest unit, the person responsible for the directions of activities thereof, or a smaller group of files;

33.3. third level - the activities necessary for carrying out of tasks (processes).

34. At least the level of the records classification scheme referred to in Sub-paragraph 33.1 of this Regulation shall be used for the systematic arrangement of files.

35. Each level and file of the records classification scheme shall have its own unique index which indicates its place in the records classification scheme. The file index shall consist of the designation assigned to the function or unit (number or letter) and the sequential number of the file in the relevant function or unit (for example, file index 1.6 where 1 is the designation of the unit, 6 is the sequential number of the file in the unit; file index A.2.6 where A is the designation of the function, 2 is the designation of the process forming the function or unit, 6 is the sequential number of the file).

36. A file title shall be created, indicating the following information:

36.1. type of the record;

36.2. outline of the content of file records;

36.3. where applicable, the name or given name and surname of the addressee, correspondent, or contracting party if a file is created according to the name or given name and surname of the addressee, correspondent, or contracting party (for example, Orders on staff; Correspondence with the Ministry of Culture; Correspondence on financing issues; Contracts with suppliers; Contracts with akciju sabiedrību "Latvenergo" [joint-stock company Latvenergo]; Records on the project "Archives" (contract, reports)).

37. If a hybrid file is created, a relevant note in the records classification scheme shall be made thereon.

38. If new files not included in the records classification scheme occur during a records management period, the scheme shall be supplemented accordingly.

39. When drawing up a records classification scheme, the retention periods of records and the records of archival value shall be determined in compliance with the following criteria:

39.1. the retention period laid down in legal acts;

39.2. the retention period necessary for ensuring the functions of the authority;

39.3. the criteria for determining archival value laid down in Section 8, Paragraph one of the Archives Law.

40. When determining the retention periods of records and the records of archival value, the authorities:

40.1. may determine a time limit after which the retention period of a record should be re-assessed, making a relevant note thereon in the records classification scheme (for example, EC (meaning "expert committee") or RA (meaning "re-assessment"));

40.2. may use the sample lists of retention periods of records developed by the National Archives of Latvia and publicly available on the website of the National Archives of Latvia.

41. The authority shall develop a records classification scheme for each records management period.

42. The records classification scheme of the authority shall, once every five years but not later than three months before the beginning of a new records management period, be submitted electronically to the National Archives of Latvia for agreement. If a records classification scheme of the sector or types of records has been developed for the authorities and agreed upon with the National Archives of Latvia, the authorities shall, once every eight years, electronically submit the records classification scheme to the National Archives of Latvia for agreement. If all retention periods of records of archival value are specified in external legal acts, the records classification scheme of the authority need not be agreed upon with the National Archives of Latvia. The National Archives of Latvia shall take the decision on the agreement upon the records classification scheme or on the refusal to agree upon the classification scheme.

43. At the beginning of the subsequent records management period, the authority shall list the files created and not created during the previous records management period and mark the files to be continued in the subsequent records management period.

44. If the information included in the records classification scheme changes (functions, tasks of the authority or its structure, and also the composition and retention periods of records, and other information), the authority shall inform the National Archives of Latvia thereof. The National Archives of Latvia shall notify the authority of the need to perform repeated agreement upon the records classification scheme or its part.

45. The authority shall store the records classification scheme for 10 years after describing all records of long-term and permanent retention listed therein and destroying records of short-term retention.

5. Management of the Archives of an Authority

5.1. Preparation of Records for Storage

46. An authority shall prepare records for storage within five years after the end of a records management period. If a longer time period is necessary, it shall be agreed upon with the National Archives of Latvia.

47. Completed files (files that are not supplemented with new records) shall be prepared for storage. If a file is continued, it shall be prepared for storage after completion.

48. Records with information which is intended for internal use of the authority and for which the status of restricted access has been specified for up to one year shall be prepared for storage after the end of the time limit for access restriction.

49. In preparing the completed files for storage:

49.1. they shall be grouped according to retention periods: records of short-term retention, records of long-term retention, records of permanent retention;

49.2. the files of permanent retention and the files of long-term retention shall be arranged;

49.3. the files of permanent retention and the files of long-term retention shall be described.

5.2. Organisation of Paper Records

50. Files of paper records shall be arranged, taking the following consecutive activities:

50.1. the conformity of the content of records with the title and retention period of the relevant file, the systematic arrangement of records in the file, and the conformity of the composition of records with the date of the file and the relevant register, if such has been created, shall be verified;

50.2. pages shall be numbered;

50.3. an entry of certification (Annex 2) shall be drawn up;

50.4. records of a file shall be inserted in covers or folders, or sown in;

50.5. the cover of the file shall be drawn up (Annex 3).

51. The original order of the systematic arrangement of records shall be preserved in the file. If records have not been systematically arranged, they shall be systematically arranged in the file according to the chronological, nominal (for example, orders, minutes), alphabetical, or another principle.

52. If there are several copies of the original record in the file, only one original of the record shall be left in the file and others shall be removed. Unfilled (blank) pages and copies of records shall be removed from the file if the file contains the original of the relevant record. Records shall be removed from the pockets, envelopes, folders, and other materials of records which do not meet the requirements of Sub-paragraph 161.1 of this Regulation.

53. All paper clips, staples, and other binding elements which do not meet the requirements of Sub-paragraph 161.3 of this Regulation shall be removed from records.

54. In inserting a record bound together by eyelets or a string (for example, a contract), eyelets and string shall not be removed, if records may become damaged or lose their validity.

55. Pages of records of a file shall be numbered with Arabic numerals, writing with a medium hard black lead pencil on the top right corner in the space that is text-free.

56. If a file is a typographical issue with its own page numbering or a file consists of one record with sequential numbering, it shall not be re-numbered and it shall be indicated in the entry of certification.

57. If a file contains a list or register of the records therein, pages of the file need not be numbered and the number of records and the corresponding unit of measurement of volume in the inventory of units of measurement shall be indicated in the entry of certification and on the cover of the file in accordance with the requirements of Sub-paragraph 86.1.6 of this Regulation.

58. Charts, maps, sketches, plans, drawings and other illustrative materials, if they may be inserted in the file as independent pages, shall be numbered on the other side of the record on the top left corner. Their existence shall be attested in the entry of certification.

59. If thickness of a file exceeds 30 mm, volumes shall be created. Pages in each volume shall be numbered individually, and each volume shall be an individual storage unit.

60. All specific features of the numbering of pages and other special features of records shall be indicated in the entry of certification.

61. A white sheet of paper shall be inserted in covers and folders of a file in order to protect text in the first page of a record.

62. A page with the entry of certification shall be inserted at the end of a file.

63. A file shall be inserted in cardboard covers in which a thin and solid cotton or flax string is worked in or shall be inserted in folders with strings that may be fastened, or sown in the covers made of white or unpainted neutral or acid-free cardboard which meet the requirements referred to in Sub-paragraph 161.1 of this Regulation.

64. Files shall be sown in with a solid cotton or flax thread. A3 and A4 size pages shall be sown in with at least four sewing stitches, A5 size pages - with three sewing stitches.

65. Records of long-term retention may be stored in the records folders to be used in the records management in compliance with the requirements referred to in Paragraphs 51, 52, 55, 56, 58, 60, and 62 of this Regulation and ensuring that the fastenings of the folder do not damage records. A page that has been drawn up as the cover of the file shall be inserted at the beginning of the file. A sheet of the entry of certification shall be inserted at the end of the file or the entry of certification shall be drawn up on the other side of the last page or on the cover of the folder.

66. The head of the authority or the person referred to in Sub-paragraph 11.2 of this Regulation shall be informed in writing of the damages to records established during the process of arranging the records and measures shall be taken to prevent further damages to records.

67. Hybrid files shall be prepared for storage, creating a separate storage unit for each environment (for example, paper, electronic) and type of content (for example, textual, video, audio, photo).

5.3. Arranging of Electronic Records

68. Data of databases and records shall be arranged:

68.1. in the latest format of the Software Independent Archiving of Relational Databases (SIARD) - relational databases;

68.2. in the latest format of the Java Script Object Notation (JSON) - non-relational databases;

68.3. with documentation, including therein an itemised list of table columns of databases and queries, agreeing upon with the National Archives of Latvia.

69. Administrative records shall be arranged:

69.1. by exporting from information systems in open preservation exchange (OPEX) packages:

69.1.1. one package shall be created for one deliverable;

69.1.2. one or several storage units shall be included in a package;

69.1.3. each storage unit shall consist of one or several records;

69.1.4. metadata shall be generated for each record in accordance with the XSD scheme indicated in Annex 4 to this Regulation;

69.1.5. one total checksum shall be generated for a package;

69.2. if administrative records are not in the information system or the functionality of the information system does not ensure the creation of open preservation exchange (OPEX) packages, an individual package shall be created for each storage unit, consisting of records and a register of records (in a spreadsheet) with file names, one checksum shall be generated for a package.

70. Records which have not been signed with a secure electronic signature shall be arranged in databases in accordance with the procedures referred to in Paragraph 68 of this Regulation, appending written agreements on the signing of records with an electronic signature entered into in accordance with the regulatory requirements governing the field of electronic documents.

5.4. Describing of the Records

71. When describing records, an authority shall create an archival description which consists of hierarchically interrelated descriptions of each description unit. The place of the description unit in the hierarchical structure of the record fond shall be the description level.

72. The following are units of description which concurrently are also the description level:

72.1. record fond and record sub-fond;

72.2. series and its sub-levels - sub-series, sub-series of sub-series, etc.;

72.3. file;

72.4. record.

73. Archival description scheme shall be the depiction of the hierarchical structure of a record fond. Archival description scheme shall be created in accordance with Paragraph 90 of this Regulation, the most recommended method is in the Unified State Archives Information System.

74. In archival description scheme, records shall be systematically arranged in sub-fonds, series and their sub-levels, intending individual series or their sub-levels for records with different retention periods.

75. The following shall be indicated in the archival description scheme:

75.1. reference codes of description units (identifiers of description units);

75.2. the title of series and sub-level of series (sub-series);

75.3. the retention period of series and sub-level of series (sub-series);

75.4. the accessibility conditions of series and sub-level of series (sub-series).

76. When creating an archival description, the following basic principles shall be complied with:

76.1. description shall begin with general facts and move to specific facts. Information on the whole record fond as a whole shall be provided at the level of the record fond. Information on the parts of the record fond shall be provided in the subordinate levels;

76.2. only information corresponding to the description level shall be provided, indicating the context and content of the description unit;

76.3. descriptions shall be linked, indicating the place of the description unit in hierarchy and link to other description units;

76.4. information shall not be repeated in a lower level, if it has been mentioned in a higher level. Information that is common for all description units shall be provided in a higher level.

77. Complete description of a description unit shall contain the following elements:

77.1. the reference code of the description unit;

77.2. the title of the description unit;

77.3. the date of the description unit or the date of an individual record in the format from dd.mm.yyyy until dd.mm.yyyy, the date from mm.yyyy until mm.yyyy or from yyyy to yyyy is permissible. Point shall not be inserted at the end of the date;

77.4. the amount of the description unit and the unit of measurement of the amount (for example, storage units, pages, megabytes, gigabytes);

77.5. the provenance or author of the description unit - the authority or private individual as a result of the activity of which records have been created, accumulated, preserved;

77.6. the administrative history of the provenance;

77.7. the archival history of the description unit;

77.8. the source where the description unit was obtained;

77.9. the field of information and content of the description unit;

77.10. information on the appraisal of the unit of description, the determination of the retention and destruction period;

77.11. the internal structure of the description unit - systematic arrangement;

77.12. the conditions of access to the description unit;

77.13. the provisions for reproducing the description unit;

77.14. the language of the description unit;

77.15. the information medium of the description unit (for example, paper, electronic), carrier, and the type of content (for example, textual, cinema, video, audio, photo, cartographic, image);

77.16. the means for searching the description unit;

77.17. the related description units, if any (existence and location of originals and copies, existence and location of description units similar by origin);

77.18. the physical characterisation of the description unit;

77.19. notes.

78. The authority shall describe records at the level of record fond and sub-fond in accordance with Paragraph 90 of this Regulation (the most recommended method is in the Unified State Archives Information System) and shall indicate at least the following elements in the archival description:

78.1. the reference code of the record fond - the code of authority in the Unified State Archives Information System and the number of the record fond, if such has been assigned. The sequential number shall be indicated for the sub-fond within the record fond;

78.2. the title of the record fond;

78.3. the date (in the format from dd.mm.yyyy until dd.mm.yyyy) or the period (in the format from mm.yyyy until mm.yyyy or from yyyy to yyyy) of the record fond for which the describing of the follow-up of the record fond is carried out. Point shall not be inserted at the end of the date;

78.4. the amount of the record fond, its follow-up or addition in the storage units;

78.5. the information medium of records in the record fond (for example, paper or electronic), the carrier (for example, photonegative, video cassette, disc), and the type of content (for example, textual, cinema, video, audio, photo, cartographic, image);

78.6. the administrative history of the record fond - short information on the establishment, reorganisation or liquidation of the authority, functional and structural changes with a reference to the justification records;

78.7. the information field and content of the record fond - topic and types of records, entirety of the composition of records;

78.8. the systematic arrangement of the record fond - the principles for creating an archival description scheme;

78.9. the accessibility conditions - information on the conditions which influence the accessibility and use of records of the record fond, if such exist (for example, access to information, copyright restrictions, physical properties of records which may influence their use);

78.10. the information on the language and spelling;

78.11. the means for searching (for example, information on inventories, manuals, registers, catalogues, databases developed).

79. At least the following elements shall be indicated on each series and its sub-level:

79.1. the reference code of the sub-fond, if series is subordinate to the sub-fond;

79.2. the reference code of the series;

79.3. the title of the series;

79.4. the retention period of records of the series;

79.5. the accessibility restrictions, if any.

80. If all mandatory elements on the series or its sub-levels are indicated in an archival description scheme, a separate description of series or its sub-levels need not be created.

81. If series or its sub-levels have been created according to the structural principle, information on the administrative history of the unit shall be included in the description.

82. If records on a measure or activity have been systematically arranged in series or its sub-level, information on the measure or activity shall be included in the description.

83. Files shall be listed in inventories. Inventories shall be created according to the retention period of records, the information medium (for example, paper, electronic), the carrier (for example, photonegatives, video cassettes, discs), the type of content (for example, textual, cinema, video, audio, photo, cartographic, image), and the period in which records will be transferred under permanent State custody.

84. When describing records, follow-ups of inventories shall be created for one records management period. If more than 50 files of permanent retention have not been created in one records management period, the description may be made and follow-ups of inventories may be created concurrently for not more than three records management periods.

85. The following information shall be indicated on each inventory:

85.1. the number of the inventory within the scope of the record fond;

85.2. the retention period of records;

85.3. the medium of information of records (for example, paper, electronic);

85.4. the type of the content of records (for example, textual, photo, video).

86. On each storage unit in the inventory:

86.1. the following information shall be provided:

86.1.1. the reference code of the sub-fond if the storage unit or series to which it is subordinate is subordinate to a sub-fond;

86.1.2. the reference code of the series or its sub-level (i.e., description units to which the storage unit is subordinate);

86.1.3. the sequential number of the storage unit in the inventory, continuing the numbering of the described storage units in the preceding periods;

86.1.4. the title of the storage unit;

86.1.5. the date (in the format from dd.mm.yyyy until dd.mm.yyyy), if the storage unit consists of one file without volumes, the date in the format from mm.yyyy until mm.yyyy or from yyyy to yyyy is permissible;

86.1.6. the amount and the unit of measurement of the amount (for example, pages, records, megabytes, gigabytes);

86.1.7. for hybrid files - the related storage units in other inventories;

86.1.8. the language;

86.1.9. if accessibility restrictions have been determined, accessibility restrictions, their legal basis and period shall be indicated;

86.2. the following information may also be provided:

86.2.1. the content;

86.2.2. the systematic arrangement;

86.2.3. the physical characterisation;

86.2.4. the copies;

86.2.5. the archival value;

86.2.6. the notes;

86.3. the physical characterisation and content shall be indicated for audiovisual, photo, and audio records in the inventory in addition to the conditions referred to in Sub-paragraph 86.1 of this Regulation.

87. In the inventory, storage units shall be systematically arranged according to series and their sub-levels.

88. A summary entry shall be created at the end of each inventory, indicating the total number of storage units in the inventory and the specific features of the numbering of storage units (for example, designation numbers, omitted numbers).

89. If the authority does not transfer electronic records to the National Archives of Latvia in packages or a scheme in the XML format agreed upon with the National Archives of Latvia, the authority shall agree upon the information to be included in the scheme with the National Archives of Latvia, ensuring compatibility with the Unified State Archives Information System.

90. When creating an archival description scheme and an archival description, the authority shall perform describing in one of three ways:

90.1. in the Unified State Archives Information System of the National Archives of Latvia;

90.2. in the information system of the authority which ensures the describing of records in compliance with the following requirements:

90.2.1 retrieval of all the necessary information on each level of description and storage units from the system is possible;

90.2.2. descriptions are retrieved in an electronic form (data structure is agreed upon with the National Archives of Latvia);

90.3. in spreadsheets (the form and content of spreadsheets is agreed upon with the National Archives of Latvia).

91. Describing may be performed for all records of the record fond of an authority or for a separate description unit - sub-fond, series, or its sub-level if the archival description scheme has been agreed upon.

92. A reference system for the next description period shall be created according to the previously agreed description scheme, if necessary, making amendments to the description scheme and agreeing upon them with the National Archives of Latvia.

93. The developer (position, given name, surname) shall be indicated in the archival description for each section of description (fond, sub-fond, description of a series level or series sub-level). If the abovementioned records are not submitted in the Unified State Archives Information System, all sections of the archival description and inventories on one period may be signed with one secure electronic signature containing a time stamp. If describing is performed in accordance with a contract, the authority or private individual who performs describing shall be indicated.

94. Authorities shall electronically submit a reference system (archival description scheme, archival description, inventories) to the National Archives of Latvia for agreement. If description is not performed in the Unified State Archives Information System, the reference system shall be prepared and submitted to the National Archives of Latvia for agreement electronically in spreadsheets. Sample spreadsheets and descriptions of their fields are available on the official website of the National Archives of Latvia.

95. When agreeing upon a reference system (archival description scheme, archival description, inventories), the National Archives of Latvia shall assess:

95.1. the succession, usefulness and transparency of the principles of description;

95.2. the possibilities to include the descriptions and the information included therein in the Unified State Archives Information System.

96. The National Archives of Latvia shall take the decision to agree upon the reference system or to refuse to agree upon the reference system.

97. If, after agreement upon the reference system with the National Archives of Latvia, an authority corrects technical or obvious clerical errors in the reference system, the corrections made shall be agreed upon with the National Archives of Latvia.

5.5. Procedures for the Management of Notifications of Inaccurate or Incomplete Personal Data Submitted by a Person in Authorities

98. An authority shall register a notification of the supplementation of inaccurate or incomplete personal data submitted by a person in the notification register. The authority to which the notification of the supplementation of inaccurate or incomplete personal data submitted by a person is attributable shall be the controller and holder of the notification register.

99. An authority shall include the following information in the notification register:

99.1. the given name, surname, full date of birth, and personal identity number of the data subject (if there is no personal identity number, such information shall be indicated according to which the data subject may be identified in records);

99.2. the information provided by the data subject on inaccurate or incomplete personal data, and also the supplemented personal data;

99.3. the date when the notification of inaccurate or incomplete personal data has been signed;

99.4. the submitter of the notification of the data subject of inaccurate or incomplete personal data (given name and surname of the data subject or, if a derivative of the notification has been received from the National Archives of Latvia or another authority, the name of the submitter from which a derivative of the notification of the data subject has been received) and the date of receipt in the authority.

100. An authority shall issue the information included in the notification register to a person who uses such records of archival value which contain information on the relevant data subject.

101. The authority shall provide the following information from the notification register to the person who uses records of archival value containing information on the relevant data subject:

101.1. the given name, surname of the data subject;

101.2. the information provided by the data subject on inaccurate or incomplete personal data and supplemented personal data;

101.3. the date when the notification of inaccurate or incomplete personal data has been signed.

102. If it has been indicated in the received notification of the supplementation of inaccurate or incomplete personal data that it is attributable to another specific authority or the National Archives of Latvia or if it is established by the authority itself, a derivative of the received notification shall be sent electronically to the relevant authority or the National Archives of Latvia.

103. Notifications of the supplementation of inaccurate or incomplete personal data and data of the notification register shall be retained permanently.

6. Procedures for Destroying Documents

104. An act for the selection of records for destruction (Annex 5) shall be drawn up for the records the retention period of which has expired. Acts for the selection of records for destruction shall be agreed upon electronically with the National Archives of Latvia. Acts for the selection of records for destruction need not be drawn up if the automatic destruction (deletion) of electronically created records for a specific type of records in the information system has been determined in an external legal act or the authority, when introducing automatic data destruction or determining the destruction period, has agreed upon it with the National Archives of Latvia.

105. Titles of records and files of the same type shall be entered only once in an act for the selection of records for destruction, indicating the date and total number thereof.

106. When examining an act for the selection of records for destruction, the expert committee or the person referred to in Sub-paragraph 11.2 of this Regulation shall:

106.1. examine whether the retention periods of the files selected for destruction are complied with;

106.2. compare the actual number of files to be destroyed with the number of files indicated in the act.

107. The National Archives of Latvia shall assess whether the retention periods of the files selected for destruction have been complied with for records of long-term retention and also whether the records of long-term retention or permanent retention have not been included in the act among the records of short-term retention and shall take the decision to agree upon the act for the selection of records for destruction or to refuse to agree upon it.

108. After receiving the agreement of the National Archives of Latvia, the authority shall organise the destruction of records.

109. After the destruction of records, the authority shall make a note in the act for the selection of records for destruction on the destruction thereof or append a record to the act which contains information on the destruction of records.

7. Archives of an Authority and Control of Records in the Archives

110. The arranged and described records shall be stored in the archives of an authority, in the National Archives of Latvia, or in accredited private archives in accordance with the procedures laid down in legal acts.

111. The archives of an authority shall have the following functions:

111.1. to accession records;

111.2. to ensure the control of the records accessioned in the archives of the authority;

111.3. to ensure the access to and use of the records accessioned in the archives of the authority (including to create a reference system, to prepare statements and derivatives of records, to issue records for the use in the authority);

111.4. to ensure the preservation of the records accessioned in the archives of the authority;

111.5. other functions laid down in internal legal acts.

112. Control of records shall be conducted to ensure information on the composition and number of archival records. The record fond and the storage unit shall be basic control units.

113. The control records in the archives of an authority shall be as follows:

113.1. an archival description and inventories;

113.2. acts on the inventorying of records;

113.3. other records on the composition of the records of the archives, its numerical changes, on the record fonds and storage places.

114. A file of a record fond in which records are grouped in three groups shall be created for the record fond of an authority:

114.1. records on the composition and amount of the record fond (for example, archival descriptions, inventories, act for missing records) shall be aggregated in the first part;

114.2. records on the management of the record fond of the authority (for example, acts for the transfer and accession of records in permanent State custody, acts certifying the transferring and accession of records in case of changes in the staff, acts for the inventorying of records) shall be aggregated in the second part;

114.3. acts for the selection of records for destruction shall be aggregated in the third part.

115. Records in each group of the file of the record fond shall be grouped in a chronological order. The file of the fond shall be retained until closing of the record fond and shall be handed over to the National Archives of Latvia together with records of permanent retention.

8. Inventorying of Records, Use of Records

116. In order to ensure the control of records of permanent retention and records of long-term retention of an authority, to identify missing records and potential damages to records in due time, the authority shall regularly perform inventorying. The abovementioned inventorying may be joined with other work, for example, removing of dust from records, preparation of records for scanning, check of readability.

117. Records shall be inventoried in the archives of an authority for completed and described files no less than once every eight years. If there are more than 50 000 storage units in the archives of the authority, inventorying shall be carried out no less than once every 12 years, and if there are more than 200 000 storage units in the archives of the authority, the frequency of inventorying shall be agreed upon with the National Archives of Latvia.

118. Additional inventorying of records shall be carried out:

118.1. for records which are prepared for the transfer to the National Archives of Latvia;

118.2. after the moving of records to another room or the migration of electronic records to another information system;

118.3. after the fire, flooding, or other emergency situations as well as after unauthorised access by a person to archival repository;

118.4. when the head of the archives or the person responsible for the archives changes (if the archives of the authority contain a large amount of records, random additional inventorying may be carried out);

118.5. if the authority is liquidated or reorganised:

118.5.1. if the authority does not have a successor in rights and liabilities, it shall inventory all records in storage prior to the transfer of records to the National Archives of Latvia;

118.5.2. if a liquidator has been appointed for the authority or it has a successor in rights and liabilities to which the records from the archives of the authority are transferred, the committee shall carry out inventorying together with the representatives of the authority to be liquidated or reorganised and the liquidator or representatives of the successor in rights and liabilities, drawing up an act of delivery and accession.

119. Records shall be inventoried according to the following procedures:

119.1. records of previous inventoryings shall be examined, if such have been carried out;

119.2. control numbers and titles in inventories shall be compared to control numbers and titles on files. The file names and the conformity of checksums with the requirements referred to in Paragraphs 89 and 123 of this Regulation shall be checked for electronic records.

120. If there are no inventories, records shall be inventoried based on the records classification scheme of the relevant year or another record the files created in which have been listed in accordance with Paragraph 43 of this Regulation.

121. Files issued for use shall be inventoried based on the records of issuance (for example, register, logbook).

122. Physical condition of paper records shall be determined by visual means.

123. The readability of files shall be checked for electronic records - the generation of file checksums according to the defined checksum algorithms and the comparison of generated checksums with the recorded checksums shall be performed.

124. All deficiencies identified shall be noted in the act on the inventorying of records (Annex 6). After the end of inventorying, changes in control records shall be made, drawing up relevant acts (for example, on technical errors in inventories, files found), and the acts or their copies shall be submitted electronically to the National Archives of Latvia.

125. When carrying out the inventorying of records, the order of files placed on shelves shall be ensured, the misplaced files found during inventorying shall be returned to their place, removed and damaged files shall be placed separately if they cause threat to files in the proximity thereof, and measures for rectification of damages shall be taken after consulting the National Archives of Latvia.

126. If it is discovered during inventorying that records are missing, search for records shall be organised.

127. If missing records are identified when carrying out other work, the act for missing records (Annex 7) shall be drawn up and search for records shall be organised.

128. When searching for missing records, the file of the record fond shall be reviewed, the records of issuing files and audit trails shall be examined, search for missing files shall be organised in units (with employees) where these files were created, other record fonds shall be checked if such are kept at the archives of the authority.

129. Files found during the search process shall be returned to their storage place. Electronic records found which are stored in file servers, registers or databases on servers shall be placed in the particular directory of the file server in accordance with the procedures laid down by the authority. Electronic records found in registers and databases shall be linked to the corresponding register or database entry.

130. The files not found during the search process shall be listed in the act for records not found (Annex 8), indicating the possible reasons of losing the relevant records as well as other records which may partially compensate the information of the record lost.

131. After all possibilities for searching a record are used the results of searching for the record in the relevant record fond shall be aggregated in an act on terminating the search for a record (Annex 9).

132. For damaged records damages shall be rectified after consulting with the National Archives of Latvia.

133. If, during the inventorying of records, the ruination of records or irreversibly damaged records, i.e. records with serious physical damages and illegible information, are established, the act for ruination of records or irreversibly damaged records (Annex 10) shall be drawn up.

134. Irreversibly damaged records and records not found during the search process which have been included in the national documentary heritage shall be excluded from the national documentary heritage in accordance with the procedures laid down in legal acts.

135. Records shall be issued for use in compliance with the conditions of Sections 12 and 13 of the Archives Law. When issuing records for use, the use of records shall be registered in accordance with the procedures laid down in the authority.

136. Only the original of the record or a derivative thereof, if it has been drawn up and certified in accordance with the procedures laid down in legal acts, shall be used for drawing up a statement.

137. The justification for the content included in the statement - a reference to the records used - shall be indicated at the end of the text of the statement. The reference code shall be indicated for the records described.

9. Technical Requirements for Record Preservation in the Archives of Authorities

9.1. Creation of Archival Repositories

138. To preserve records, an authority shall create an archival repository or conclude a contract with a relevant service provider on the preservation of records.

139. An archival repository need not be created for:

139.1. if the total amount of records of archival value does not exceed 1000 files;

139.2. records of short-term retention;

139.3. analogue audiovisual, photo records, and phono records.

140. Records for which an archival repository has not been created shall be stored in lockable cabinets in such rooms which are not accessible to the visitors of the authority and in which there is a micro-climate corresponding to the information medium.

141. Depending on the amount and composition of the records to be stored in the archives, the authority shall create one or several archival repositories. Several archival repositories shall be created:

141.1. if the authority stores records in the archives on different information media the optimal storage conditions of which differ by more than five degrees Celsius or five per cent of relative air humidity;

141.2. if the area necessary for the archival repository exceeds 200 m²;

141.3. if it is necessary to separate records of restricted access.

142. The rooms of an archival repository shall be separated from the rooms accessible to visitors. The rooms of the archival repository shall be ensured against unauthorised access of any kind, deliberate damaging and unauthorised acquisition of records. A security and fire safety alarm system shall be ensured in archival repositories.

143. Only such activities shall be carried out in an archival repository that are related to the placing, moving, cardboard boxing (inserting records in ancillary means of storage, for example, boxes, folders) of records and inventorying thereof. It is prohibited to join an archival repository and working premises.

144. When drawing up civil protection plans, fire safety instructions, and similar documents, they shall include measures for the protection and evacuation of the archives of the authority, laying down priorities for saving specific groups of records.

145. Archival repositories may not be combined with the premises of laboratories, production, warehouses, and premises of other types in which food products or chemical substances are kept, and they may not have a joint ventilation system. If there are gas, heating, water or sewerage pipes in archival repositories, measures for the prevention of potential threat shall be taken.

146. In designing floor and intermediate floor coverings, the weight of archival records shall be taken into account. The structural engineering solution shall be developed taking into account the layout and anticipated load of archival repositories. The load strength of the covering depending on the type and height of shelves shall be no less than 800 kg/m² for fixed shelves and 1200-2400 kg/m² for compact (mobile) shelves. Antistatic and antiseptic coverings shall be used for floors in order for them to be easy to be cleaned.

9.2. Requirements for Micro-climate, Hygiene and Equipment of Archival Repositories

147. A micro-climate corresponding to the information medium shall be ensured in an archival repository, taking into account the storage conditions referred to in Annex 11 to this Regulation.

148. To ensure a stable micro-climate, the materials having thermal and hygroscopic capacity which do not emanate harmful substances, do not collect dust, and do not disintegrate during exploitation or fire shall be used for internal furnishing.

149. For the purpose of additional safety and stable micro-climate, as well as to protect records from exposure to light, archival repositories shall be designed as having no windows and having natural or compulsory ventilation, ensuring air circulation. If it is not possible to create archival repositories without windows, measures for the protection of records against light shall be taken (for example, shutters, special coatings on window panes, or dense curtains shall be installed). In order to protect records from exposure to light, they may also be retained in closed cabinets, closed-type shelves, parcels, boxes or containers, as well as by placing shelving transversely to windows.

150. To control the temperature and relative air humidity, measuring devices shall be installed in an archival repository. Measuring devices shall be installed in the main aisle on shelves and in places where micro-climate may differ significantly (for example, at apertures for ventilation, near heating installations, at external walls).

151. Readings of measuring devices shall be regularly checked and if fluctuations in micro-climate and deviations from the norm by more than five degrees Celsius or five per cent of relative air humidity are established, measures for stabilisation of micro-climate shall be taken.

152. After the term of guarantee of a measuring device has expired, the authority shall check the accuracy of measuring devices of archival repositories once a year, comparing their readings.

153. At least two-hour fire resistance shall be ensured for an archival repository.

154. Closed-type electrical wiring shall be used in archival repositories. Wiring of portable electrical devices (for example, vacuum cleaners, air dehumidifiers) shall have rubber insulation. Socket outlets of electrical circuits and electrical installations shall be hermetically sealed.

155. Archival repositories shall be maintained in order, not allowing mould, insect and rodent invasion and dust collection.

156. In detecting mould, insects or rodents in a repository, safety measures shall be taken without delay in order to liquidate them. The infected records shall be isolated.

157. Such disinfection agents shall be used for disinfection which do not discharge substances harmful to health. Prior to their use specialists of the National Archives of Latvia shall be consulted.

158. An archival repository shall be equipped with shelving (fixed or mobile), closed cabinets or strongboxes (hereinafter - the storage equipment). The storage equipment shall be made of metal or another material harmless to records which does not emanate harmful substances, does not collect dust, and does not disintegrate during exploitation or fire by discharging harmful substances (for example, peroxides, oxides).

159. Records on magnetic carriers shall not be stored on the shelves made of materials with magnetic properties.

9.3. Storage of Records

160. Records of short-term retention shall be kept separately from records of permanent retention and records of long-term retention.

161. Boxes, containers, envelopes, card holders, supports, and storage equipment which is used for the storage of records shall be made of the material that is not harmful to records. The most appropriate materials shall be as follows:

161.1. for boxes, envelopes, and covers - paper and cardboard which has 100 % of bleached chemical pulp, pH within the limits of 7.5-9.5, alkali reserve at least 2 %, and waste paper or wood pulp fibres have not been added;

161.2. for containers and boxes intended for optical discs, films and microfilms - polyethylene, high-density polyethylene, polypropylene, white polyester, black polyester or colourless polyester;

161.3. for the storage equipment - stainless metal, for example, anodised aluminium, stainless steel or steel that is well protected with an anticorrosion covering (for example, with polishes, varnish, tinning, or plastic). Covering shall not discharge harmful gases - peroxides or oxides.

162. Files shall be placed on shelves according to the order of storage units in inventories. If the order of inventories cannot be followed, topography (lists of file placement on shelves) shall be created.

163. Large-scale records (larger than size A3), records inserted in soft-cardboard folders, files bound in or sown in soft covers shall be stored horizontally. Bindings in hard covers or records densely inserted in a hard-cardboard folder shall be stored vertically.

164. Large-scale bindings (larger than size A3) shall be stored horizontally. In placing them one on top of the other, their weight shall be taken into account to prevent excessive pressure on the bottom binding and to ensure a possibility of easy removal and return thereof to place. If it is not possible to place large-scale bindings horizontally, they shall be stored vertically on the back of the binding.

165. Drawings shall be stored spread out on shelves with pullout drawers, maps shall be stored hung on special frames or spread out (as drawings). Records of very large scale which cannot be inserted in protective casing or cannot be stored spread out horizontally shall be stored in a rolled up form on specially made stands.

166. Booklets, fabric samples, and similar records of non-standard material shall be stored in envelopes.

167. Photo records (prints, photonegatives, diapositives) shall be stored vertically, placing each in an individual neutral paper envelope. Photonegatives shall not be stored in rolls, they shall be stored cut in sheets in the envelopes of corresponding dimensions. If necessary, the number of the linked paper file shall be indicated on the envelope. In order to store photo records on glass base, cabinets with shelves divided into bays or special boxes containing no more than 30 negatives each shall be used. Photo albums shall be stored in the same way as large-scale bindings.

168. Film reels shall be stored in boxes horizontally in fir-tree type shelves. In case there are no such shelves, the film reel boxes shall be stored in open shelves horizontally in piles.

169. Video cassettes and audio cassettes shall be stored vertically in the original packaging or in custom-made boxes.

170. Magnetic tapes, rolled on plastic reels, shall be stored in the original packaging or custom-made boxes. Tapes that are up to 6.25 mm wide shall be stored vertically, and tapes that are 16 mm and 35 mm wide - horizontally.

171. Vinyl records and their moulds shall be stored vertically. Vinyl records shall be inserted in an envelope made of neutral material (for example, polyethylene, paper). Their moulds shall be stored in a special box which does not allow moving of the mould therein and occurrence of mechanical damage.

172. Original negatives of micro-films shall be stored in polypropylene, polyethylene or neutral cardboard boxes. Individual frames shall be stored in neutral paper envelopes. Micro-films shall be stored vertically on the side edge in boxes or horizontally on fir-tree type shelves. Microfiches and microfilm jackets shall be stored in envelopes vertically.

173. Electronic records shall be stored on secure data servers, ensuring the creation and retention of back-up copies.

10. Transfer of Records to the National Archives of Latvia

10.1. Transfer of Records of Authorities and Private Individuals under State Custody

174. When preparing records for transfer to the National Archives of Latvia, an authority and a private individual shall agree upon the transfer date of records and the amount of records with the National Archives of Latvia. The National Archives of Latvia shall agree upon the transfer and accession of records under permanent State custody for the next calendar year by 1 March of the current year. Upon agreement with the National Archives of Latvia, the authority may, before the end of the time limit specified in Section 6, Paragraphs one and two of the Archives Law, transfer records for depository storage in the National Archives of Latvia in accordance with the procedures for the transfer of records laid down in this Regulation if the authority is unable to ensure the preservation of records and therefore irreversible destruction of records may occur, and also in other cases.

175. An authority or private individual shall transfer records together with a reference system under permanent State custody in the National Archives of Latvia, arranging and describing them in accordance with the requirements for arranging and describing public records laid down in this Regulation. Records shall be transferred under permanent State custody by an act of delivery and accession of records.

176. The following shall be indicated in the act of delivery and accession on the transfer of described records under State custody:

176.1. the justification for the transfer of records;

176.2. the authority or private individual transferring the records:

176.2.1. the name, registration number, and legal address;

176.2.2. the position, given name, surname of the responsible or authorised person;

176.3. the unit of the National Archives of Latvia accessioning the records:

176.3.1. the name;

176.3.2. the position, given name, surname of the responsible person;

176.4. the number of the record fond, the title of the fond, sub-fond, and the chronological limits (years) of storage units and reference system in relation to which the records are transferred;

176.5. on the records to be transferred:

176.5.1. the types, names, and numbers of inventories;

176.5.2. the number of storage units in each inventory;

176.6. the number of storage units transferred and accessioned without the verification of the number and physical state of storage units, additionally indicating information on the storage units in this number and their numbers which are restricted access records;

176.7. the number of storage units accessioned after the verification of the number and physical state of storage units of the National Archives of Latvia in the National Archives of Latvia, indicating information on the non-conformities established during verification (number of missing, found storage units and reference to the act in which it has been established, the number of technical errors established in inventories), the time limit for the elimination of non-conformities, and the results of the elimination of non-conformities.

177. The following shall be indicated in the act of delivery and accession on the transfer of non-described records under State custody:

177.1. the justification for the transfer of records;

177.2. the authority or private individual transferring the records:

177.2.1. the name, registration number, and legal address;

177.2.2. the position, given name, surname of the responsible or authorised person;

177.3. the unit of the National Archives of Latvia accessioning the records:

177.3.1. the name;

177.3.2. the position, given name, surname of the responsible person;

177.4. the number of the record fond, the title of the fond, sub-fond, and the chronological limits (years) of storage units and reference system in relation to which the records are transferred;

177.5. on the records to be transferred - the titles of non-described storage units, the unit of measurement of the amount (for example, files, records, pages, kilograms), and the amount;

177.6. the number of storage units transferred and accessioned without the verification of the number and physical state of storage units, additionally indicating information on the storage units in this number and their numbers (if any) which are restricted access records.

178. The following shall be indicated in the act of delivery and accession of records on the transfer of electronic records (electronic text records, photo records, audio and video records) under State custody:

178.1. the justification for the transfer of records;

178.2. the authority or private individual transferring the records:

178.2.1. the name, registration number, and legal address;

178.2.2. the position, given name, surname of the responsible or authorised person;

178.3. the unit of the National Archives of Latvia accessioning the records:

178.3.1. the name;

178.3.2. the position, given name, surname of the responsible person;

178.4. the number of the record fond, the title of the fond, sub-fond, and the chronological limits (years) of storage units and reference system in relation to which the records are transferred;

178.5. on the records to be transferred:

178.5.1. the types, titles, and numbers of inventories;

178.5.2. on each inventory - the number of storage units, the number, amount of records, the unit of measurement of the amount, and the file format;

178.6. the total number of storage units transferred and accessioned, additionally indicating information on the storage units in this number and their numbers which are restricted access records.

179. The authorities which have territorial units shall transfer the records under permanent State custody to the relevant unit of the National Archives of Latvia according to the place of operation of the territorial unit of the authority (place where the records are created). The authority shall agree upon with the National Archives of Latvia in writing on the place of transfer of records of other territorial units.

180. Private individuals shall transfer the records for retention to the relevant unit of the National Archives of Latvia according to its last place of operation.

181. In the case specified in Section 7, Paragraph two of the Archives Law, the authority, if it does not have the successor in rights and liabilities, shall transfer the records of short-term retention until the end of the retention period specified for them under State custody to the National Archives of Latvia with a list indicating therein the titles of files, dates of files, number or amount of files, retention periods of files, planned year of destruction, and restriction of accessibility time.

182. If the records to be transferred to the National Archives of Latvia under State custody have not been arranged and described in accordance with the requirements of this Regulation, the relevant authority or private individual shall cover the expenditures for the arrangement and description of the records to be transferred under permanent State custody.

183. Electronic records shall be transferred under permanent State custody, creating packages. The structure of the package and the structure of description files of the package shall be agreed upon with the National Archives of Latvia.

184. An authority or private individual shall transfer electronic, audio visual, photo, and audio records to the National Archives of Latvia under permanent State custody in the original quality.

185. When transferring electronic, audio visual, photo, and audio records to the National Archives of Latvia under permanent State custody, an authority or private individual shall:

185.1. before the transfer of records:

185.1.1. agree with the National Archives of Latvia on the preservation format, coding, and information medium of records, the structure of the transfer package for electronic records, the content and development, the type and period of transfer, the amount, and the number of copies of information media;

185.1.2. submit samples of the transfer package of electronic records to the National Archives of Latvia for cross-checking. If changes are made in the transfer package after cross-checking, they shall be agreed upon with the National Archives of Latvia not later than three months before the transfer of records;

185.2. inform the National Archives of Latvia of the rights for use and accessibility of records and their restrictions if such have been specified;

185.3. if the records are copyright objects, submit to the National Archives of Latvia the original of the contract concluded with the author of the work (records) or another record or its certified copy regarding the copyright of records if there is such a record. If a copy of the abovementioned contract or record is submitted to the National Archives of Latvia, the contract concluded with the author of the work or record shall be retained permanently;

185.4. eliminate non-conformities and re-transfer records if, when performing the cross-check provided for in Sub-paragraph 185.1.2 of this Regulation, the National Archives of Latvia establish non-conformities with the requirements of this Regulation;

185.5. eliminate the non-conformities established by the National Archives of Latvia with the requirements of this Regulation for the records transferred in analogue format.

10.2. Extension of the Time Limit for the Retention of Records in an Authority

186. In order to extend the retention period of records in an authority, the authority shall, one month before the end of the retention period of records, submit a submission to the National Archives of Latvia for the extension of the retention period of records in the case specified in Section 6, Paragraph three of the Archives Law.

187. The following shall be indicated in the submission for the extension of the time limit for the retention of records in an authority:

187.1. the means of communication, i.e. telephone number and e-mail address;

187.2. information on the records requiring the extension of the time limit:

187.2.1. the title and number of the fond;

187.2.2. the chronological limits of the records;

187.2.3. the type and number of the inventory;

187.2.4. the numbers and number of storage units;

187.2.5. for electronic records, the amount of records;

187.2.6. the date until which the extension of the retention period is necessary;

187.3. the justification for the necessity to extend the retention period;

187.4. the actual address where the records are stored;

187.5. the position, given name, surname, telephone number, e-mail of the official responsible for the archives.

188. After receipt of a submission of the authority, the National Archives of Latvia shall assess the conformity of the conditions for the storage of records with the requirements of this Regulation and the justification indicated in the submission and shall take the decision on extending the time limit for the storage of records in the authority or on refusal to issue a permit.

189. The National Archives of Latvia shall refuse to issue a permit for extending the time limit for the retention of records in an authority if the conditions for the storage of records corresponding to the requirements of the regulations regarding the management of records and archives are not ensured in the authority, and also if the submission is not justified.

190. The National Archives of Latvia shall revoke the permit for extending the time limit for the retention of records in an authority if, when performing a check in the field of management of records and archives of the authority, it is established that corresponding conditions for the storage of records are not ensured in the authority.

11. Closing Provisions

191. If a contract has been concluded by and between the National Archives of Latvia and an authority for the use of the Institution Portal, the users of the authority who have been granted the user right according to the contract shall continue to use the Institution Portal without a repeated application and submission of a certification until the moment when changes in the user data should be made, or cancel access to the Institution Portal in accordance with Paragraph 14 of this Regulation.

192. The following shall be repealed:

192.1. Cabinet Regulation No. 748 of 6 November 2012, Regulations Regarding Records and Archives Management (Latvijas Vēstnesis, 2012, No. 177);

192.2. Cabinet Regulation No. 749 of 6 November 2012, Procedures for the Transferring Records under Permanent State Custody to the National Archives of Latvia (Latvijas Vēstnesis, 2012, No. 177);

192.3. Cabinet Regulation No. 117 of 2 March 2004, Regulations regarding the Manner of Appraisal of Electronic Records, Procedures for the Storage thereof and Transfer to the State Archives for Retention (Latvijas Vēstnesis, 2004, No. 36; 2005, No. 46).

Prime Minister E. Siliņa

Minister for Culture A. Logina

 

Annex 1
Cabinet Regulation No. 282
7 May 2024

Sample Application for the Use of the Institution Portal

(Details of the record)*

To the National Archives of Latvia

APPLICATION

for the Use of the Institution Portal of the Unified State Archives Information System

	(hereinafter - the authority)
(full name, registration number, address of the authority)

which, in accordance with		,
(the by-laws, articles of association, etc. shall be indicated)

is represented by
(position, given name, surname)

requests to
(grant the right of use, make changes in user data, revoke the right of use granted)

the user right of the Institution Portal of the Unified State Archives Information System (hereinafter - the USAIS) to the following officials and employees of the authority:

No.	Given name, surname	Name of the unit, position	Telephone number and e-mail address	Type of data processing and available amount of data**

The responsible official of the authority for co-operation with the National Archives of Latvia (hereinafter - the Archives) in issues of the use of the Institution Portal is:

	.
(given name, surname, position, telephone, e-mail address)

The authority certifies that:

1) it will use the e-services available in the Institution Portal;

2) it recognises all the activities performed by the user, services applied, records and data submitted, including without a secure electronic signature, as binding on itself;

3) it has become acquainted and will comply with the usage instructions of the USAIS and the usage instructions of the Institution Portal which are publicly available on the website of the Archives;

4) the users of the Institution Portal indicated in the application have submitted a certification that they will comply with the requirements of external legal acts in the field of archiving, the usage instructions of the USAIS, and the requirements for the processing of personal data, including will not process personal data without legal basis and will not disclose the personal data obtained in the Institution Portal.

(Details of the record)*

Notes.

* Details of the record shall be indicated in accordance with the requirements for the development and drawing up of records.

** Full access (full access to the functionality and data volume of the Institution Portal, including the right to revoke the user right of the Institution Portal for users of the institution), access for the performance of specific activities (the relevant activities shall be indicated according to the functionality of the USAIS, information on available activities shall be provided by the Archives), access in the reading mode (access to the Institution Portal in the reading mode), access to the test environment (access to the test environment of the Institution Portal).

 

Annex 2
Cabinet Regulation No. 282
7 May 2024

Sample of the Entry of Certification of the File

Entry of Certification of the File

Numbered in the file		,
	(pages or records with numbers and words)

including:

designation pages or records		;
	(numbers of pages or records)

pages or records omitted in the numbering		.
	(numbers of pages or records)

Specific features of the physical condition and arrangement of the file	Numbers of pages or records

(given name, surname of the developer) (signature)

(date)

 

Annex 3
Cabinet Regulation No. 282
7 May 2024

Layout of the Cover of the File

(full name of the authority)

(title of the file)

	(date of the file)
In the file
	(number of pages or records)
Retention period

Group No. _____________

Inventory No. _____________

Storage unit No. _____________

 

Annex 4
Cabinet Regulation No. 282
7 May 2024

XSD Scheme of Metadata of Electronic Records, Description of Its Elements and Attributes

1. Explanation of the elements and attributes of the XSD scheme

No.	Element/attribute	Deciphering	Incidence	Mandatory1	Notes
1.	<Iestade />		1	+
2.	<IestadesNosaukums />	Name of the institution or given name, surname of the provenance	1	+
3.	<IestadesRegistracijasNr />	Registration number of the institution of the provenance or personal identity number of the private individual	1	+
4.	<Registrs />		1-n	+
5.	@RegID	Unique identifier of the register of records	1	+	Unique identification number within the scope of the set of registers assigned by the institution or record-keeping system
6.	<Dokuments />		1-n	+
7.	@NPK	Number of the record in succession within the scope of one file	1	+	It is used both for the generation of a reference code at the level of records and for completing the mandatory field "Number in succession"
8.	<DokumentuGrupa />	Division group of records in internal record-keeping of the institution	0-1	-	It is recommended to group records according to their advancement, accepting values: internal, received, and sent
9.	<DokumentaTips />	Division of records according to its medium	0-1	-	Acceptance values: textual, cartographic, graphic, photo, audio, video
10.	<DokumentaNosaukums />		1	+	Full explanatory title of the record to be stored or layout of its content
11.	<DokumentaDatums />	Date of registration or signing of the record	1	+	Date shall be indicated in the <xs:date> format, i.e. YYYY-MM-DD
12.	<DokumentaRegistracijasNr />	Registration number of the record in the record-keeping system of the institution	1	+
13.	<Datne />		0-n	-	Complex data type <xs:datne>
14.	<DatnesNosaukums />	Full file name with an extension in the file system	1	+	The relevant file must be located in the same folder as its descriptive XML file of the register of records. The file to be stored is linked according to this feature at the level of records
15.	<Kontrolsummas />		0-n	-	Complex data type <xs:Kontrolsummas>
16.	<KontrolsummasAlg />	Checksum algorithm	1	-	Acceptance values: MD5, SHA1, SHA256, and SHA512
17.	<Kontrolsumma />	Checksum value according to the previously indicated algorithm	1	-
18.	<DatnesApraksts />	File description	0-n	-	If necessary, there may be several elements of description
19.	<LietasNr />		1	+	Complex data type <xs:lietas>
20.	<LietasNr />	Case number	1	+	File index in the file nomenclature or record-keeping system
21.	<ALietas_limenis_[1-9] />				Shall not be indicated. Intended for internal use of the archives
22.	<GUS_Nr />	Number of the inventory of the storage units	1	+
23.	<GV_Numurs />	Number of the storage unit in the relevant inventory	1	+
24.	<NosutitajaDokumentaRegistracijasNr />	Registration number of the record in the record-keeping of the sender	0-1	-	Shall apply only to incoming records, therefore they may not exist
25.	<DokumentaIssApraksts />	Abstract of the record	0-1	-
26.	<DokumentaParakstitajs />		0-n	-	May be multilateral agreements
27.	<DokumentaAutors />		0-n	-	Several elements of the author shall be permissible
28.	<DokumentaSagatavotajs />		0-n	-	Several elements of the person preparing the record shall be permissible
29.	<RegistracijasDatums />		0-1	-	Date shall be indicated in the <xs:date> format, i.e. YYYY-MM-DD
30.	<NosutisanasDatums />		0-1	-	Date shall be indicated in the <xs:date> format, i.e. YYYY-MM-DD
31.	<Adresats />		0-n	-	Several elements of the addressee shall be permissible
32.	<Rezolucija />	Decision of an authorised person on further advancement of such record	0-n	-	Complex data type <xs:rezolucija>
33.	<RezolucijasAutors />		0-1	-
34.	<AtbildigaPersona />		1-n	+	Several elements of the responsible person shall be permissible
35.	<Uzdevums />		0-n	-	Several elements of the task shall be permissible
36.	<IzpildesTermins />		0-n	-	Date shall be indicated in the <xs:date> format, i.e. YYYY-MM-DD
37.	<IzpildesDatums />		0-n	-	Date shall be indicated in the <xs:date> format, i.e. YYYY-MM-DD
38.	<Rezolucija />		0-n	-	Sub-resolutions are possible
39.	<Viza />	Agreement upon the record within the organisation	0-n	-	Complex data type <xs:viza>
40.	<VizaPersona />	Person (given name, surname) who endorses (agrees upon) the record	1	+
41.	<VizesanasDatums />		1	+	Date shall be indicated in the <xs:date> format, i.e. YYYY-MM-DD
42.	<VizesanasPiezimes />		0-1	-
43.	<IepazisanasAtzime />	Note of an employee of the organisation that he or she has become acquainted with the record	0-n	-	Complex data type <xs:IepazisanasAtzime>
44.	<IepazisanasPersona />	Person (given name, surname) who has become acquainted with the record	1	+
45.	<IepazisanasDatums />		1	+	Date shall be indicated in the <xs:date> format, i.e. YYYY-MM-DD
46.	<IepazisanasPiezimes />		0-1	-
47.	<Pielikums />				Shall not be indicated
48.	<SaistitaisDokuments />		0-n	-	Complex data type <xs:sdokuments>
49.	<SaistitaDokumentaRegID />	Unique identifier in the register of the linked record	1	+	Value of the attribute @RegID of the element <Registrs /> in which the linked record can be found
50.	<SaistitaDokumentaNr />	Unique number of the linked record	1	+	Value of the attribute @NPK of the element <Dokuments /> of the linked record
51.	<Piezimes />		0-1	-
52.	<Atslegvards />		0-n	-

¹ Field SIP to be mandatorily completed in the preparation tool (version 1.0.10.10).

2. XSD scheme

 

Annex 5
Cabinet Regulation No. 282
7 May 2024

Sample Act for the Selection of Records for Destruction

(Details of the record)*

Act for the Selection of Records for Destruction

	No. _____________
(date)*

In accordance with

(title of the list of retention periods of records or classification scheme (or nomenclature of files) of year ______)

the following files have been selected for destruction

(title of the provenance)

because

(indicate the reason, for example, their retention period has expired, they have been transformed into electronic form)

No.	Date of the file	File index	Title of the file (or group)	Number of files	Retention period	Notes

Total number of files
	(number in digits and words)

Retention periods of files listed in the act are complied with.

(Details of the record)*

Note. * Details of the record shall be indicated in accordance with the requirements for the development and drawing up of records.

 

Annex 6
Cabinet Regulation No. 282
7 May 2024

Sample Act on the Inventorying of Records

(Details of the record)*

Act

	No. _____________
(date)*

On the inventorying of records

Justification of inventorying
	(indicate the reason of inventorying, for example, current check, handing over under State custody)

The following was established in the inventorying of records:

Inventory number	Storage units to be checked		Numbers of missing storage units	Storage units, for which the following is necessary			Irreversibly damaged storage units (numbers)	Storage units, issued for temporary use (numbers)
	number in the inventory	actual number		disinfection (numbers)	disinsectisation (numbers)	restoration (numbers)
In total

The following was established in the inventorying of electronic records:

Inventory number	Number of records to be checked in the inventory	Actual number of records	Number of missing records	Unreadable records	Title of electronic records or information system, or register, or data base	Form(s) of the data carrier	Number of data carriers	Data amount (MB)
In total

(Details of the record)*

Note. * Details of the record shall be indicated in accordance with the requirements for the development and drawing up of records.

 

Annex 7
Cabinet Regulation No. 282
7 May 2024

Sample Act for Missing Records

(Details of the record)*

Act

	No. _____________
(date)*

On missing records

When performing		,
	(indicate the activity in performing which it was detected that records are missing)

it was detected that the following records are missing:

No.	Control number of the storage unit or record	Title of the storage unit or record	Date	Reasons of missing	Notes

	storage units (records) are missing.
(total number in digits and words)

(Details of the record)*

Note. * Details of the record shall be indicated in accordance with the requirements for the development and drawing up of records.

 

Annex 8
Cabinet Regulation No. 282
7 May 2024

Sample Act for the Records not Found During the Search Process

(Details of the record)*

Act

	No. _____________
(date)*

On records not found during the search process

When performing		,
	(indicate the measures taken and the time when they took place)

it was detected that the following records have not been found:

No.	Control number of the storage unit or record	Title of the storage unit or record	Date	Number of pages	Potential reasons for missing	Notes

The abovementioned records should be deleted from
	(indicate control records)

	storage units (records) are missing.
(total number in digits and words)

The content of missing storage units (records) is partially found in the following storage units (records):

(Details of the record)*

Note. * Details of the record shall be indicated in accordance with the requirements for the development and drawing up of records.

 

Annex 9
Cabinet Regulation No. 282
7 May 2024

Sample Act for Terminating the Search Process for Records not Found

(Details of the record)*

Act

	No. _____________
(date)*

On terminating search for records

During the period from ___ ____________ 20___ until ___ ____________ 20___, the inventorying of

(title of the record fond)

has been carried out (or indicate other measures taken and the time when they took place).

During inventorying it was established that:

there are		storage units in the fond;
	(number in digits and words)

	storage units are missing.
(number in digits and words)

As a result of search		storage units were found.
	(number in digits and words)

On ___ ____________ 20___, act No. _______ was drawn up on

	storage units not found during the search process.
(number in digits and words)

It was established that there are		storage units in the record fond.
	(number in digits and words)

(Details of the record)*

Note. * Details of the record shall be indicated in accordance with the requirements for the development and drawing up of records.

 

Annex 10
Cabinet Regulation No. 282
7 May 2024

Sample Act on the Ruination of a Record or Irreversibly Damaged Records

(Details of the record)*

Act

	No. _____________
(date)*

On ruination of a record or irreversibly damaged records

When performing		,
	(indicate the measures taken and the time when they took place)

the following storage units (records) which have been ruined or irreversibly damaged were detected:

No.	Reference code of the storage unit or record	Title of the storage unit or record	Date	Number of pages	Characterisation of damages

(total number in digits and words)

storage units (records) have been ruined or irreversibly damaged.

The content of ruined or irreversibly damaged storage units (records) is partially found in the following storage units (records):

(Details of the record)*

Note. * Details of the record shall be indicated in accordance with the requirements for the development and drawing up of records.

 

Annex 11
Cabinet Regulation No. 282
7 May 2024

Requirements Recommended for the Micro-climate of Archival Repositories

No.	Information medium	Temperature (°C)			Humidity (%)		Lighting and other conditions
		maximum	minimum	Variations within 24 hours	relative RH	ΔRH variations within 24 hours
1.	Paper	23	2	3	30-50	3	up to 50 lux
2.	Photo records and cinematic records:
2.1.	black and white photographs on paper	18	2	2	30-50	3	store in a dark place, well-ventilated room, in folders protected from dust
2.2.	colour photographs on paper	5	0	2	30-40	5	store in a dark place, well-ventilated room, in folders protected from dust
2.3.	black and white photo film and movie film negatives:
2.3.1.	made of nitrocellulose	2	-10	2	20-50	5	store in a dark place
2.3.2.	made of cellulose acetate and polyester	21	16	2	20-50	5	store in a dark place
2.4.	negatives and slides of colour photo films and movie films	3	-18	1	20-30	3	store in a dark place
2.5.	black-and-white glass plate negatives, daguerreotypes, ambrotypes, ferrotypes	18	13	2	30-40	5	up to 50 lux
3.	Magnetic media on polyester basis	23	8	2	15-50	5	store in a dark place
4.	Other magnetic carriers	18	12	2	30-40	3	store in a dark place

---

Translation © 2026 Valsts valodas centrs (State Language Centre)