Regulations Regarding the Formation and Utilisation of an Information System for Personal Identification Document Specimens and Specimens of Documents that Confirm Rights

Issued pursuant toSection 4,
Paragraph five of thethe Immigration Law

I. General Provisions

1. These Regulations prescribe the procedures by which an information system - a document specimens register (hereinafter - the Register) - for personal identification document specimens and specimens of documents that confirm rights is formed and utilised.

2. The Register is an information system that shall include the information regarding the Republic of Latvia, foreign states and international organisations personal identification document specimens and specimens of documents that confirm rights (hereinafter - documents), the security elements and requisites included therein, and the impressions of stamps and seals thereof (hereinafter - stamps). The Register shall include descriptions and images of detected forged documents (non-conformity of a document and stamps to the specified specimen), as well as statistical information regarding the detected cases of utilization of forged documents and stamps.

3. The main task of the Register shall be to ensure the storage, updating and dissemination of the information specified in Paragraph 2 of these Regulations with a view to preventing and combating crime.

4. The technical maintenance of the Register shall be ensured by and the operation of the Register shall be managed by the Information Centre of the Ministry of the Interior (hereinafter - the Information Centre).

5. Exchange of information between the institutions that participate in the establishment of the Register and supervision of the informative content of the Register shall be ensured and co-ordinated by the State Border Guard.

6. The following institutions (hereinafter - the responsible institutions) shall participate in the formation of the Register:

6.1. the State Border Guard;

6.2. the Office of Citizenship and Migration Affairs;

6.3. the Forensic Department of the State Police;

6.4. The administration of the State Police Central Criminal Police's International Co-operation Department;

6.5. the State Forensic Science Bureau of the Ministry of Justice;

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

6.7. the State stock company Road Traffic Safety Directorate;

6.8. the Registry of Seamen of the State stock company "Latvijas Jūras administrācija" [Maritime Administration of Latvia]; and

6.9. the Information Centre.

[30 March 2004]

7. The officials of the responsible institutions who enter information into the Register, update the information stored in the Register, or provide information for entry into the Register (hereinafter - the responsible officials) shall be responsible for the conformity between the information and the initial information that has been obtained from a source of information, and for the updating thereof.

8. After receipt of the information to be entered into the Register the responsible officials shall enter it into the Register or update the information stored in the Register, or provide information for entry into the Register within the following time frames (per single document or impression of a stamp):

8.1. the responsible officials of the State Border Guard and of the State Forensic Science Bureau - within ten working days; and

8.2. the officials of the other responsible institutions - within five working days.

9. The following institutions shall enter information into the Register and update the information in online mode:

9.1. the State Border Guard;

9.2. the Office of Citizenship and Migration Affairs;

9.3. the Forensic Department of the State Police; and

9.4. the Information Centre.

[30 March 2004]

10. Information for entry into and updating of the Register shall be provided to the State Border Guard by the following:

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

10.2. the State Forensic Science Bureau;

10.3. the administration of the State Police Central Criminal Police's International Co-operation Department;

10.4. the State stock company Road Traffic Safety Directorate; and

10.5. the Registry of Seamen of the State stock company "Latvijas Jūras administrācija" [Maritime Administration of Latvia].

11. Information of a regulatory and technical nature regarding the document and the stamp that has been provided by the competent foreign authorities shall be included in the Register.

12. The information in the Register shall be kept for ten years after the withdrawal from circulation of a document specimen or after the termination of utilisation of a stamp specimen. After the expiry of the storage period the information shall be transferred to the carriers of electronic data, delivered to the Directorate General of the State Archives in accordance with the procedures prescribed by regulatory enactments and deleted from the Register, and an appropriate document regarding this shall be drawn up.

13. The procedures of exchange, entry, updating and verification of information shall be prescribed by interdepartmental agreements.

II. Formation of the Register

14. The following information of a regulatory nature regarding the document and the stamp shall be included in the register:

14.1. type of document:

14.1.1. citizen's passport;

14.1.2. alien's passport;

14.1.3. diplomatic passport;

14.1.4. service passport;

14.1.5. special passport;

14.1.6. foreigner's passport;

14.1.7. refugee travel document;

14.1.8. travel document for a stateless person;

14.1.9. travel document of a child;

14.1.10. personal identity card (identification card);

14.1.11. a return identification document;

14.1.12. seafarer's identity document;

14.1.13. visa;

14.1.14. residence permit;

14.1.15. document issued by an international organisation;

14.1.16. vehicle driving licence;

14.1.17. registration certificate of a vehicle;

14.1.18. work permit; and

14.1.19. other personal identification document or document that confirms rights;

14.2. type of stamp;

14.3. modification of the same type of document that has been issued by the relevant state or international organisation;

14.4. name of the document in Latvian;

14.5. information regarding the recognition of the travel document issued in a foreign state or international organisation as valid for entry into the Republic of Latvia, as well as for passing through the territory thereof in transit;

14.6. information regarding the issuance and utilisation of the document;

14.7. information regarding the withdrawal from circulation of the document specimen;

14.8. information regarding the discontinuance or cessation of utilisation of a stamp;

14.9. layout of the most significant information in the document;

14.10. information regarding the necessity of receipt of a visa for the bearer of the document to enter the Republic of Latvia; and

14.11. information regarding the necessity of an airport transit visa for the bearer of the document to stay temporarily in the airport transit zone.

15. The following information regarding the state or international organisation that has issued the document shall be included in the Register:

15.1. name in Latvian;

15.2. letter code of the state in accordance with the Latvian national standard, or abbreviation of the name of international organisation; and

15.3. available additional information:

15.3.1. depiction of the flag; and

15.3.2. depiction of the coat of arms, national symbol or emblem.

16. The following information of a technical nature regarding the document and the stamp shall be included in the Register:

16.1. description of the structure of the document and security elements included therein;

16.2. complete depiction of the document and security elements thereof;

16.3. depiction and description of the stamp impression; and

16.4. depiction and description of a forged document and impression of the stamp.

17. Statistical information regarding the cases of utilisation of forged documents and stamps detected in the Republic of Latvia shall be included in the Register.

18. The responsible institutions shall enter into the Register, update or provide for entry into the Register the following information:

18.1. the State Border Guard - the information specified in Sub-paragraphs 14.2, 14.8, 14.9, 16.1, 16.2, 16.3 and 16.4 and in Paragraph 17 of these Regulations;

18.2. the Office of Citizenship and Migration Affairs - the information specified in Sub-paragraphs 14.1.1, 14.1.2, 14.1.7, 14.1.8, 14.1.10, 14.1.13, 14.1.14, 14.1.18, 14.2, 14.3, 14.6, 14.7, 16.1 and 16.3 (in relation to documents issuable and stamps usable in the Republic of Latvia); and in Sub-paragraphs 14.10 un 14.11 (in relation to documents issuable in foreign states or in international organisations) of these Regulations;

18.3. the Forensic Department of the State Police - the information specified in Sub-paragraph 16.4 of these Regulations;

18.4. the administration of the State Police Central Criminal Police's International Police Co-operation Department - the information specified in Sub-paragraphs 14.1.16, 14.1.17, 14.3, 14.4, 14.6, 14.7, 14.9 and 16.1 (in relation to documents issuable in foreign states or in international organisations) of these Regulations;

18.5. the Consular Department of the Ministry of Foreign Affairs - the information specified in Sub-paragraphs 14.1.1, 14.1.2, 14.1.3, 14.1.4, 14.1.5, 14.1.6, 14.1.7, 14.1.8, 14.1.9, 14.1.10, 14.1.11, 14.1.12, 14.1.13, 14.1.14, 14.1.15, 14.1.19, 14.3, 14.4, 14.5, 14.6 and 14.7 (in relation to documents issuable in foreign states or in international organisations), and in Sub-paragraphs 14.1.3, 14.1.4 and 14.1.11 (in relation to documents issuable and stamps usable in the Republic of Latvia) of these Regulations;

18.6. the State Forensic Science Bureau of the Ministry of Justice - the information specified in Sub-paragraph 16.4 of these Regulations;

18.7. the State stock company Road Traffic Safety Directorate - the information specified in Sub-paragraphs 14.1.16, 14.1.17, 14.2, 14.3, 14.6, 14.7, 16.1 and 16.3 (in relation to documents issuable and stamps usable in the Republic of Latvia) of these Regulations;

18.8. the Information Centre - the information specified in Paragraph 15 of these Regulations; and

18.9. the Registry of Seamen of the State stock company "Latvijas Jūras administrācija" - the information specified in Sub-paragraphs 14.1.12, 14.2, 14.3, 14.6, 14.7, 16.1 and 16.3 (in relation to documents issuable and stamps usable in the Republic of Latvia) of these Regulations.

[30 March 2004; 31 October 2006]

III. Levels of Access to the Register and the Utilisation of the Information

19. The information included in the Register shall be divided into two access levels, namely the first level and the second level.

20. The following information shall be included in the first level:

20.1. information of a regulatory nature regarding the document;

20.2. information regarding the state or international organisation that has issued the document;

20.3. complete depictions of the cover, data sheets and model pages of the documents; and

20.4. complete depictions of the watermarks and covers, data sheets and model pages that are visible in ultraviolet light.

21. Information that is not referred to in Paragraph 20 of these Regulations shall be information of the second level.

22. Access to the second level information also provides access to the first level information.

23. The following institutions shall have access to the second level information:

23.1. the State Border Guard;

23.2. the State Police;

23.3. the Office of Citizenship and Migration Affairs;

23.4. the State Forensic Science Bureau;

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

23.6. the diplomatic and consular representations of the Republic of Latvia in foreign states;

23.7. the Security Police;

23.8. the Constitution Protection Bureau;

23.9. the Information Centre; and

23.10. the State Revenue Service.

24. Access to the information included in the Register shall be granted by the Head of the Information Centre on the basis of a written submission by the head of the institution referred to in Paragraph 23 of these Regulations.

25. Natural and legal persons who have not been referred to in Paragraph 23 of these Regulations may utilise the information included in the Register for the prevention of criminal offences after concluding an appropriate agreement with the Information Centre. Such persons may be granted access only to the first level information.

26. The competent foreign authorities shall utilise the information of the Register pursuant to the international agreements entered into.

Prime Minister E. Repše

Acting for the Minister for the Interior,
Minister for Defence G.V. Kristovskis

Translation © 2008 Tulkošanas un terminoloģijas centrs (Translation and Terminology Centre)