Introduction. 3
1. Ensuring regulatory storage conditions archival documents. 5
1. 1 Creating optimal conditions for storing documents. 5
1. 2 Placement of documents in the repository. Topography. ten
2. The use of special means of storing and moving documents. 12
2. 1 The procedure for issuing files from storages .. 12
2. 2 Checking the availability and status of cases. fifteen
2. 3 Creation of an insurance fund for especially valuable documents and a fund for use 18
3. Ensuring the physical and chemical safety of archival documents. 21
3. 1 Checking the physical condition of documents. 21
3. 2 Physico-chemical and technical processing of archival. 23
documents. 23
Conclusion. 26
Bibliographic list of references.. 27
The relevance of the topic of the course work. The archivist is now the first to deal with information created in the past. He must take it and keep it. But the archive is not a warehouse, but a scientific institution that performs the task of forming a long-term social memory of society.
State bodies, bodies local government, organizations and citizens involved in entrepreneurial activity without education legal entity, are obliged to ensure the safety of archival documents, including documents on personnel, during the periods of their storage established by federal laws, other regulatory legal acts of the Russian Federation, as well as lists of documents provided for by the Federal Law "On Archiving in the Russian Federation" dated 22 October 2004 No. 125 FZ.
The task of archivists is to preserve documents that reflect the characteristics of the activities of certain organizations and enterprises. Such features can be: the uniqueness of the activity, the novelty of products, labor, social traditions, participation in international and regional programs, work in experimental conditions.
Ensuring the safety of documents is the main task of state archives. The complexity of solving the problem is determined by the fact that no one has ever created documents for "eternal" storage. At the same time, the archives are annually replenished with new funds, and the restoration possibilities remain modest. At the core modern approach To solve this problem lies the principle of a gradual transition to a differentiated, selective principle of ensuring the safety of archival documents, taking into account their value, physical condition.
A differentiated approach involves the allocation of the total volume of documents stored in the archive, the so-called priority objects at the level of funds, parts of funds, individual documents. The basis for priority allocation are two criteria: the value of documents and signs of a physical condition that threatens their safety (low potential durability
A set of measures to create regulatory conditions, comply with regulatory regimes and properly organize the storage of archival documents, excluding their theft and loss and ensuring their maintenance in a normal physical condition, ensures the safety of archival documents in the archive.
Regulatory conditions for the storage of archival documents are provided:
Construction, reconstruction and repair of archive buildings;
Creation of optimal (normative) fire-fighting, security, temperature-humidity, light and sanitary-hygienic regimes in the building and premises of the archive;
The use of special means of storage and movement of archival documents.
The main purpose of the course work is to study the problem of ensuring the safety of archival documents as one of the main areas of work of archives. How correctly the strategy for storing documents was chosen depends on their physical state and the possibility of using it for a wide variety of purposes.
To achieve this goal, it is necessary to solve the following tasks:
1. Consider measures to ensure the regulatory conditions for storing documents.
2. To reveal the procedure for the use of special means of storage and movement of archival documents.
3. Investigate the methodology for ensuring the physical and chemical safety of documents.
1. Ensuring regulatory conditions for the storage of archival documents
1. 1 Creating optimal conditions for storing documents
Optimal conditions for storing documents are provided by: construction, reconstruction and repair of archive buildings; equipping storage facilities with fire extinguishing means, security and fire alarms; application technical means to create an optimal temperature and humidity regime for storage, to carry out sanitary and hygienic measures in storage facilities; the use of special means of storing documents (racks, cabinets, safes, boxes, folders, etc.).
Buildings for state archives can be built specially or converted from other premises. They must be removed from industrial enterprises polluting the air (aggressive gases, cement dust, etc.), from objects and structures that are dangerous in terms of fire (oil storage facilities, gas stations, parking lots, garages, etc.), as well as in accordance with the requirements building codes and rules.
The suitability of the location of the archive is determined taking into account the conclusions of the service fire brigade and sanitary and epidemiological stations on the degree of air pollution.
The construction and reconstruction of the archive building are carried out in accordance with regulatory legal acts containing requirements for objects technical regulation and project documentation agreed with the relevant authorized body executive power in the field of archiving. The archive building is a complex of main and auxiliary premises designed to fulfill the tasks of the archive for the storage, processing, use of archival documents and tasks of an administrative, technical, domestic nature, to meet the requirements of a rational layout of the premises.
The composition, location, equipment of the main premises should ensure the safety of archival documents in all areas of work with them, compliance with the requirements of work technology, labor protection, safety and industrial sanitation, as well as the rational interaction of archive departments.
The archive is provided with archives, a reading room, work rooms, rooms for an automated library of removable electronic media, server and communication equipment.
The premises intended for the storage of archival documents in adapted buildings must be isolated from the rest of the building. It is not allowed to place archival documents in the premises of a building occupied by services Catering, food warehouses, organizations storing flammable and aggressive substances or using fire hazardous and chemical technologies.
The archives are numbered in Arabic numerals in gross order and are located in isolation at a distance from laboratory, production, storage facilities associated with the use (storage) chemical substances, food, and the electronic archive - from sources of electromagnetic radiation and force fields.
Storehouses are recommended to be located in buildings with windows to the north side. Daylight allowed only with mandatory protection of documents from direct sunlight. Diffused lighting is allowed with the use of blinds, protective filters, curtains or painted glass on the windows. For artificial lighting incandescent lamps in closed shades or fluorescent lamps with a truncated ultraviolet part of the radiation spectrum are used.
Archival documents are stored in the dark. Protection of documents from light is ensured by storing documents in boxes, folders and bindings, using opaque and light-diffusing curtains on windows, etc. Documents on electronic media are stored in conditions that exclude direct light and are subject to additional protection from aggressive impurities in the air (sulfur dioxide, hydrogen sulfide, mercury vapor, nitrogen oxides, ammonia), electromagnetic ionization (radiation) exposure.
Protection of archival documents from the destructive effect of natural and artificial light is carried out in all premises of the archive for any type of work with archival documents.
The archives are provided with modern fire extinguishing equipment, security and fire alarms. General and floor switches are located outside the archives. Archive buildings are equipped fire water supply, carbon dioxide fire extinguishers, fire alarms.
It is not allowed to place archives in basements, semi-basements and basements. Gas, water and sewer pipelines should not pass through the archives.
The security regime of the archive is ensured by a set of measures to ensure engineering and technical strength, equipment of the building (room) of the archive with means burglar alarm, organization of the security post(s), sealing the premises, compliance with the inside of the facility and access control, storage of keys from office premises.
Archives and premises in which archival documents are permanently or temporarily stored, as well as material assets, emergency and emergency exits from the archive building, the main entrance in the absence of a round-the-clock security post are subject to mandatory equipment with security alarms and sealing.
Archives and other premises where archival documents are permanently or temporarily stored are equipped with doors with increased technical strength against possible burglary, equipped with high security locks.
Removal from the archive of archival documents, material assets and books of the scientific reference library, as well as the scientific reference apparatus is allowed only with special passes issued in in due course.
Documents are stored in conditions that ensure normative parameters light, temperature-humidity and sanitary-hygienic regimes.
In archives equipped with air conditioning systems, the following optimal temperature and humidity conditions are maintained for storing documents on:
1) paper media - temperature +17 - +19оС, relative air humidity 50-55 percent;
2) black-and-white film media - temperature + 15 ° C, relative humidity 40-55 percent;
3) color film media - temperature +2 - +5oC, relative air humidity 40-55 percent;
4) electronic media - temperature +15 - +25оС, relative air humidity 40-60 percent.
In archives with an unregulated climate, rational heating, ventilation of the building and humidification (dehumidification) of the air are carried out. Sharp fluctuations (seasonal and within one day) of temperature (+-5.С) and relative air humidity (+-10%) are not allowed.
The temperature and humidity regime is controlled by regularly measuring the temperature and relative humidity of indoor and outdoor air at the same time: in air-conditioned rooms - at least once a week; in archives with unregulated climate - 2 times a week; in violation of the regime - 1 time per day.
Control and measuring devices for temperature and humidity conditions (thermometers, psychrometers, hygrometers) are located at a distance from heating and ventilation systems. The readings of control and measuring devices are recorded in special logbooks, which also reflect the verification of the correctness of the readings of the devices and the measures taken to normalize the temperature and humidity regime in cases of its violation.
Storage facilities must be maintained in exemplary order and cleanliness, excluding the possibility of mold, insects, rodents and dust accumulation. Free air circulation is provided in the archives, which excludes the formation of unventilated zones of a stable microclimate. It is not allowed to place archival documents on the floor, window sills, in unsorted piles.
The main means of storing documents are stationary or mobile metal racks, wooden racks treated with flame retardants. As an aid or special equipment metal cabinets, safes, shelving cabinets, as well as stationary compartments-boxes with metal partitions and shelves can be used.
Film documents, roll microfilms are stored in a horizontal position in metal or plastic boxes on herringbone-type racks or on stationary racks. Film documents on a non-flammable triacetate base are stored in loose-fitting metal or plastic boxes with holes to prevent accumulation of acetic acid vapors released by the film base inside the box. Video documents are stored in a vertical position in their original packaging.
It is not allowed to store archival documents on media with a magnetic working layer on ferromagnetic metal racks; steel racks can be used in exceptional cases, only if the rack circuits are demagnetized and closed (connecting the metal parts of the rack with an electric wire and their effective grounding).
Each storage unit of an audiovisual or electronic document is placed in non-hermetic individual packaging. At the same time, free movement of the archival document inside the package should be excluded.
Paper-based archival documents are placed on racks, in metal cabinets horizontally or vertically in boxes or other primary storage media (folders, cases, etc.). It is not allowed to place documents on the floor, window sills, landings or in unsorted piles.
Storage facilities are installed perpendicular to the walls with window openings. They are not allowed to be placed close to the outer walls of the building and heat sources.
The placement of storage facilities is carried out in accordance with the following standards: the distance between their rows is 120 cm; storage means - 75 cm; the outer wall of the building and storage facilities parallel to it - 75 cm; wall and end face of the storage facility - 45 cm; floor and bottom shelf of the storage facility - 15 cm.
1. 2 Placement of documents in the repository. topography
Placement of documents in repositories should be rational. Documents must be placed in accordance with accounting documents in a manner that ensures their prompt search.
For quick search of documents in the archive, a scientific reference apparatus to archive documents:
Inventories of cases and nomenclature of cases replacing them;
Subject, subject-thematic file cabinets;
Personnel files;
pointers;
Historical references;
Document reviews.
Documents of permanent storage are placed separately from documents of long-term (over 10 years) storage and documents on personnel.
The order of placement of funds in the archive is determined by the plan (scheme) of their placement. The scheme provides for the distribution of fund complexes among storages, indicating (if necessary) the numbers of funds for each storage rack.
One archive repository can contain archival documents of different types, but requiring the same storage modes (for example, archival documents on magnetic tapes and disk media with a magnetic layer; archival documents on film and microforms, etc.).
All premises of the archive (buildings, buildings, floors, tiers, rooms), as well as racks, cabinets and shelves are numbered. Storage facilities are numbered independently from left to right from the entrance to the archive, their shelves - from top to bottom, left to right.
In order to fix the place of storage and search for documents in the repository, stock and shelf topographic indexes are compiled. They are on cards. A fund topographic index card is compiled separately for each fund, these cards are arranged in the order of the numbers of archival funds. No., cabinet No., shelf No., notes (see Appendix 1).
Shelf topographic index cards are placed on each rack and arranged in order of rack numbers within a separate room. One copy of the topographic indexes is kept by the employee(s) responsible for accounting for the documents of the archive, the second - in the archives.
Maintaining topographic indexes can be carried out on paper or in an automated mode in accordance with the established details. Changes in the placement of documents are reflected in a timely manner in all copies, as well as in the allocation scheme of funds.
2. The use of special means of storing and moving documents
2. 1 Procedure for issuing files from storages
Cases are issued from storages:
For use (for users in the reading room, for archive employees in working premises, for institutions and organizations for temporary storage);
For archival works with documents.
Archival documents are issued from the archives for a period of: up to one month - to users in the reading room and archive workers (except for especially valuable documents issued for a period of not more than two weeks); up to three months - fund-creators; up to six months - to judicial, law enforcement and other authorized bodies.
Issuance of archival documents from the archives for exposure is carried out for a period determined by the agreement on holding the exhibition.
The issuance of cases from the storages is formalized by the relevant documents and registered in special books. The issuance of archival documents from the archives and their acceptance back, including a sheet-by-sheet check of the availability and condition of archival documents before issuing them from the archives and upon return, is carried out by an employee of the archives. A sheet-by-sheet check of the availability and condition of archival documents returned by users in the reading room is carried out by an employee of the reading room.
Mandatory sheet-by-sheet verification of the availability and condition before the issuance of archival documents from the archives and upon their return are subject to: unique documents and especially valuable documents; archival documents that have precious stones and metals in their design or attachment; unbound archival documents; cases that have not previously been issued from the archives and do not have certification sheets; files containing autographs, graphic documents, postal and official signs, seals, postcards, envelopes with addresses, stamps, and other archival documents of potential interest to collectors.
The composition of other cases subject to sheet-by-sheet verification is determined by the management of the archive based on the decision of the expert-methodological commission.
A substitute card is placed in place of the units of storage and inventories of cases, documents issued from the archive.
Archival documents issued from the archives must have an archival code, numbered sheets, a certification sheet and a document use sheet.
Preparation of archival documents for issuance from the archives includes: seizure of archival documents; reconciliation of the archival cipher and headings (annotations) with the inventory (book of accounting and description) of cases, documents; sheet check of archival files - in established cases.
Reconciliation of the archival cipher of archival documents with the inventory (book of accounting and description) of cases and documents involves checking the correctness of the cover and title page of the case, the primary means of storing an audiovisual, electronic document, the correctness of the title and cipher of the storage unit. If there are major corrections, the cover and title page are replaced with the preservation of the old cover if necessary.
When preparing for issuance from the archives of individual archival documents withdrawn from files, on the reverse side of each sheet, outside the text of the archival document, a stamp with an archival code is affixed.
In order to control the safety of archival documents, the unit responsible for the storage of archival documents checks the safety of archival documents issued from the archives. Checks are carried out in a planned manner or as necessary in agreement with the management of the archive.
When archival documents are returned to the archive, a sheet-by-sheet check of their physical condition is carried out in the prescribed manner. In the book of issue of archival documents, a note is made about the return of archival documents in the presence of the archive workers or the fund creator who returned them. If damage to the returned archival documents is detected, an act is drawn up in any form, which is signed by the archive employee and the person returning the archival documents, and submitted to the management of the archive for consideration.
When transporting archival documents over any distance, measures are taken to protect and protect them from exposure harmful factors environment by using special types of packaging that protect archival documents from precipitation, light, and mechanical damage.
Transportation of archival documents is carried out with their tight packing, which excludes the possibility of moving archival documents inside the package, shocks and various shocks, while photographic and audio documents are packed in a vertical position in boxes of a rigid structure of the appropriate size, wrapped in a moisture-proof fabric. Other audiovisual and electronic documents, graphic and large-format cases and documents are moved only in the packaging in which they are stored, or in means specially designed for their movement.
To move archival documents within the archive, mobile carts and other means of transportation are used.
Intracity transportation of archival documents is carried out in closed vehicles with the obligatory accompaniment of an archive worker. Transportation of archival documents over long distances is carried out in a packaged form in a covered vehicle in accordance with the rules for the carriage of valuable goods established for the respective mode of transport.
2.2 Checking availability and status
The purpose of checking the availability and status of cases in the archives is to establish the correspondence of the actual availability of cases to descriptive articles and final entries in inventories; identify damaged cases containing documents with fading texts that require restoration, binding, disinfection, flipping to the other side, and the like.
Checks of the availability and condition of archival documents are carried out in a planned manner, as well as at a time (extraordinary).
In the state archive, museum, library, archive of the Russian Academy of Sciences, a scheduled cyclic check of the presence and condition is carried out:
Unique documents - annually;
Especially valuable paper-based documents - once every 10 years (in the state library - once every 5 years);
Audiovisual and electronic documents - once every 5 years;
Film documents on a nitro basis - once every 2 years.
The cyclicality of checking the availability of other archival documents is determined on the basis of the decision of the expert-methodological commission (or other advisory body) of the archive, depending on the intensity of use and the state of accounting for archival documents, but at least once every 25 years (in the state library - once every 15 years ).
In the municipal archive, museum, library, a scheduled cyclic check of the availability of archival documents is carried out once every 10 years.
In the event of natural disasters, mass movements and other circumstances during which documents may be lost, extraordinary one-time checks of the availability and condition of all archive funds or individual sets of materials are carried out.
Checking the availability and status of cases is carried out by a group of employees in the amount of at least 2 people.
Before starting work, the completeness of the accounting documents for the fund being checked is established, the accounting documents are carefully verified, that is, it is established whether the actual numbers of cases listed in the inventory are correctly reflected in the final entries. Verification is carried out by reconciling the actual availability of cases with the inventory. At the same time, the case number, case index, title, deadlines of the case documents, the number of sheets indicated in the inventory are checked against the description of the case on its cover. Physical condition is determined by visual inspection of the case.
All deficiencies discovered during the inspection (absence of cases, technical errors in the calculation, errors in the description, physical damage) are entered on the checklist for the presence and status of cases. The check sheet is filled out directly during the check for each inventory separately, the check sheets are numbered in numerical order and signed by the performer.
When checking the availability and status of cases, it is necessary: to maintain the order of the arrangement of cases on racks, in boxes, folders; put in their places, discovered during the audit, incorrectly placed files of other funds; seize cases not included in the inventory; inform the head of the archives about cases infected with biological pests for their immediate isolation. Cases not included in the inventory are placed at the end of the fund. Inclusion in the inventory of unrecorded cases during the audit is prohibited.
At the end of the verification of the availability and status of cases, at the end of the inventory, the stamp “checked”, date, position and signature are affixed.
Based on the final entries in the sheets (sheet) of the check, an act is drawn up to check the availability and status of cases, which indicates the number, name and category of the fund, the date of the check, as well as the summary data on the results of the check: the number of cases listed according to the inventories, the number of cases not found in stock, the number of letter numbers not marked in the inventory, missing numbers, as well as the number of cases that were available. The act also indicates the number of cases requiring filing, disinfection and disinfestation, restoration, restoration of neglected texts (see Appendix).
Simultaneously with the verification report, if necessary, certificates of technical errors in the calculations, reports of the discovery of unrecorded cases, reports of irreparable damage to cases, etc., can be drawn up.
If during the inspection no violations in the conditions of storage of documents of the fund were revealed, then the materials of the check are filed in the file of the fund, and data on cases requiring disinfection, binding, restoration are transferred to the laboratory of microphotocopying and restoration of documents.
There may be cases where the presence check reveals no cases. This indicates violations of the safety of documents and requires urgent action. In this case, the archive must start searching for files within one year from the date of completion of the check.
During the search, you must:
Explore accounting documents for the issuance of cases from the repository;
Check the correctness of the final entry in the inventory, according to which undetected cases are listed, since technical errors could have been made in the serial numbering of cases, and when compiling the final entries, missing and lettered numbers were not taken into account;
Analyze the headings of undetected cases in the case inventories, which will make it possible to identify cases included in the inventory twice or included in another inventory of this organization, but under a different number;
Examine old inventories of cases that have previously undergone scientific and technical processing, compare them with the inventory on which the check was carried out;
Organize a search for cases not found during the inspection in the relevant organizations, in whose activities undetected cases were formed, having previously studied their inventories;
Check the acts of acceptance and transfer of cases to the archive from organizations;
To study the acts on the allocation of cases and documents for destruction, the acts of issuing cases for temporary use.
For cases found during the search, a certificate is drawn up, which is signed by the head of the archive. The certificate must indicate the place of discovery of cases that are considered undetected (they were issued for temporary use without compiling an appropriate document, found in an organization, combined with other cases, etc.). Found cases are put in place. In the record card of undetected cases, an entry "found" is made indicating the date and number of the certificate. The card is withdrawn from the file cabinet of undetected cases, rearranged behind the file cabinet and stored until the need has passed.
For cases, the absence of which is justified, a certificate of the results of the search is drawn up with reference to documents confirming the reasons for their absence (transferred to permanent storage allocated for destruction, but were not deregistered in a timely manner, etc.).
For missing documents, the search paths for which have been exhausted, an act on the non-discovery of cases and a detailed certificate of the search work are drawn up. Checking the availability and status of affairs is considered completed after making changes to the accounting documents of the audited fund.
2. 3 Creation of an insurance fund for especially valuable documents and a fund for use
The insurance fund is a set of insurance copies of especially valuable archive documents. An insurance copy of a paper-based document is a negative microfilm of the first generation, made from the corresponding type of photographic film by direct photographing of the document and subsequently called the “insurance fund microfilm”.
The insurance fund is created in order to preserve valuable documentary information in case of loss or damage to original documents. The insurance fund is inviolable and is stored geographically apart from the original documents from which the insurance copies were made, in special archives (the Center for storing the insurance fund is located in the city of Yalutorovsk, Tyumen region).
The priority of insurance copying is determined taking into account the physical condition of unique documents and especially valuable documents and the intensity of their use. Among them, the most intensively used ones, with damage to the material carrier and documentary information, are subject to priority copying.
Insurance copying is carried out in compliance with the systematization of storage units in the inventory of cases, documents, which is copied before the storage units. All archival documents included in the storage unit are subject to insurance copying.
With insurance copying, cases, as a rule, are not subject to stitching. Unbinding files is carried out in exceptional cases in agreement with the management of the archive in case of complete impossibility to copy the bound case. At the end of the work, the case is rebound by the laboratory or the organization - the manufacturer of the insurance copies again.
Insurance copying of unique documents and especially valuable documents is carried out in accordance with technological regulations and other applicable regulatory and technical documents.
An insurance copy of an archival document on a paper basis is a negative microform (microfilm or microfiche) of the 1st generation, made on a photographic silver halide film of the appropriate type by optical photographing of documents.
An insurance copy of a film document is the first combined copy of the original made on a film of the corresponding type by contact printing. An insurance copy of a photographic document is the first copy of the original made on a photographic film of the corresponding type by reproduction or contact printing. An insurance copy of a phono document is the first copy of the original made by modern system records. An insurance copy of a video document is the first copy of the original made in the original format by the method of video sound recording on magnetic tape.
A set of copies of archival documents made on various material media and intended for use in order to ensure the safety of the original archival documents (hereinafter referred to as the use fund) is created, as a rule, simultaneously with the creation of the insurance fund, as well as the target procedure for the most used archival documents, in the process other works (declassification of archival documents, organization of their use).
The use fund, made simultaneously with the insurance fund, is created in a mandatory set, including:
For archival paper-based documents - one 2nd generation microform on silver halide film (negative or positive) made from a 1st generation negative microform, and one 3rd generation microform made from a 2nd generation microform;
For photographic documents - one positive photo print and one double-negative;
For film documents - one positive combined copy, one intermediate image positive and one phonogram countertype (for sound film documents). A positive copy and an intermediate positive of the image must be included in the set of the film document accepted for permanent storage. Additional production of a fund for the use of film documents in the form of video phonograms in Betacam and VHS formats is allowed;
for audio documents - one copy on magnetic tape;
for video documents - one copy in VHS format.
Inclusion in the fund of use of copies of archival documents, including on electronic media, created in the course of other works, is carried out by the archive independently.
The use fund includes copies of fully copied storage units. Copies of individual archival documents can be included in the use fund as part of thematic collections of archival documents.
3. Ensuring the physical and chemical safety of archival documents
3.1 Checking the physical condition of documents
Checking the physical condition of documents is carried out to clarify the general picture of the state of the archive funds and identify documents with specific damage that need urgent or planned special processing. Under ideal conditions, the organization of work on checking the physical condition and identifying damaged documents should be subordinated to the task of a consistent, long-term formation of a data bank on the physical condition of documents.
The examination of the physical condition is also based on a differentiated approach. The following funds may be prioritized: containing unique and especially valuable documents that have been subjected to extreme effects (high temperatures during a fire, water, foam during fire extinguishing, etc.), I and II categories, which are most in demand among researchers and archive employees, containing documents of extreme periods of domestic office work (World War I, Great Patriotic War etc.)
Checking the physical condition of documents is always carried out by looking at the files one by one. This is a labor-intensive work that needs to be planned for years to come, to control and analyze its progress, to ensure mandatory training of employees (experts) and continuity in their work.
There are three ways to assess the physical condition of large arrays of documents:
1) a continuous check of all objects of the studied array (for example, all documents of the fund). The advantage of the method is that it gives complete information about the state of all documents of the fund. Disadvantage - high time costs;
2) a selective method, when only a small part (a random small sample) is selected from the entire volume of the array and the state of the entire array (fund) is judged on it. 2% of the sample from the entire array is enough to display the state of the array as a whole. The advantage is that the time costs are much less than with a continuous sample. Disadvantage - gives averaged information about the state of the entire array without a specific assessment of the state of documents not included in the sample;
3) incidental identification of documents with paper and text defects by all archive employees in the course of their official duties (if their duties are related to sheet-by-sheet review of cases). In this case, it is preferable to encode the physical state of documents by employees of one department - the department of ensuring the preservation of documents. Dignity - the smallest time costs. The disadvantage is that the results of the incidental identification of documents with defects in numerous funds does not make it possible to draw conclusions about the physical condition of each individual archival fund, to summarize the results in statistical tables.
The physical condition of documents is assessed by the absence or presence of typical defects in paper or texts. The presence and type of a defect in paper and text is determined visually during a sheet-by-sheet view of each individual document. At the same time, it is necessary to pay attention to the “age” of the document (the year of its creation), which helps to judge the nature of the paper and text. When evaluating the text, attention is paid to the method of its application, the color of the text, to the local or general nature of the damage throughout the sheet.
Checking and evaluating the physical condition of documents is associated with identifying qualitative features (degree of fading, color, writing method, paper strength, etc.), rather than quantitative indicators (weight, length, number, etc.) This determines some subjectivity expert ratings. Therefore, the preparedness of the expert is of particular importance. He must work out the technique of examination on models. The examiner must not miss defects, even if they are of the same type.
Accounting for the physical and technical condition of archival documents on a paper basis is carried out in: certification sheet; sheet and act of checking the availability and condition of archival documents; record card for archival documents with media damage; record card of archival documents with damaged text; card index (book) of accounting for the physical condition of archival documents.
Accounting for the physical and technical condition of audiovisual documents is carried out in: a card for recording the technical condition of a film document; a card for recording the technical condition of a photo document; card for recording the technical condition of the phono document; card for recording the technical condition of the video document.
A special book is maintained to account for documents of the Archival Fund of the Russian Federation that are in poor physical condition. Corresponding marks are also put down in other documents accounting for the physical and technical condition of archival documents.
Accounting for the physical and technical condition of archival documents can be carried out on paper or in an automated mode in accordance with the established details of control and accounting documents.
3. 2 Physicochemical and technical processing of archival documents
Physico-chemical and technical processing of archival documents is carried out in order to: eliminate the causes of accelerated aging and destruction of archival documents; restoration of their properties, specifications, durability; reproduction of documentary information on more stable media.
The main types of this processing of paper-based archival documents are:
Disinfection, disinfestation, deratization of archives as a set of measures for bioprophylaxis, bioprotection and destruction of biological pests in archives and on archival documents;
Restoration (restoration and conservation processing), as a set of works and technological operations to restore the properties and durability of the originals of archival documents;
Reproduction of archival documents in order to create an insurance fund of copies of unique documents and especially valuable documents and a fund for use; photo restoration of archival documents with faded and low-contrast text; replacement of originals with short-lived or destroyed media copies to preserve documentary information, etc.;
Binding of archival documents;
Dusting of archival documents;
Processing of archival documents in the mode of rescue operations, including the use of means and methods of drying, disinfection, disinfestation, freezing, restoration, reproduction, decontamination and other types of targeted processing.
Audiovisual and electronic documents, depending on the physical nature of the carrier, are subject to the following restoration and conservation and preventive work:
a) archival documents on magnetic tape:
Cleaning the surface from dust and dirt particles using special cleaning equipment;
Replacement of dry and warped adhesives;
Registration of rolls of magnetic tape with a protective magnetic tape on both sides of 2-2.5 m;
Rewinding in order to relieve internal stresses in rolls of magnetic tapes that have arisen due to temperature and humidity fluctuations during storage and transportation of archival documents;
b) archival documents on disk media: dedusting; wiping with an antistatic agent;
c) film and photo documents, microforms and phonograms for films:
Dedusting;
Removal of wax, grease and other contaminants;
Strengthening gluing and notches;
perforation repair;
Alteration of rough, warped patches and glues;
Repair of damaged frame frames.
Gramo originals of phono documents are subjected to electrochemical cleaning.
Works on physicochemical and technical processing of archival documents are divided into scheduled and unscheduled.
Scheduled processing of archival documents is carried out based on the results of checking their condition in the order of priority established in the archive, taking into account their belonging to different value groups, the characteristics of the physical condition of archival documents various kinds and archiving capabilities. Priority is given unique documents and especially valuable documents.
Unscheduled work includes work performed in emergency situations associated with local or mass destruction of archival documents by fire, water, chemical or radioactive substances.
Urgent measures to isolate, isolate, sanitize archival documents and their storage sites are also taken when archival documents are affected by biological pests.
The nomenclature, procedure for carrying out and technology of work on the physical, chemical and technical processing of archival documents are determined by industry regulatory and methodological documents.
The purpose of the course research is achieved through the implementation of the tasks.
As a result of the study on the topic "Organization of the archive fund of the Russian Federation", a number of conclusions can be drawn:
To ensure the safety of documents in the archive, the following should be carried out:
A set of measures for the organization of storage, providing for the creation of a material and technical base for storing documents (building and premises of storage facilities, storage facilities for documents, security and safety storage facilities, climate control facilities, means for copying and restoring damaged documents, etc.);
A set of measures to create and comply with the regulatory conditions for storing documents (temperature and humidity, light, sanitary and hygienic, security storage modes).
The system of measures for organizing storage should ensure the safety of documents and control of their physical condition upon receipt of documents in the archive before transferring them to permanent storage.
To ensure the safety of archival documents in the archives, the following set of interrelated works should be carried out:
Creation of optimal conditions for storing documents;
Placement of documents in storages, topography;
Compliance with the procedure for issuing cases from the repository;
Checking the availability and status of cases;
Creation of an insurance fund for especially valuable documents and a fund for use;
Ensuring the physical and chemical safety of documents.
Bibliographic list of references
Sources
1. the federal law"On Archival Affairs in the Russian Federation" of October 22, 2004 No. 125 FZ (as amended by Federal Law of December 4, 2006 No. 202-FZ).
2. Order of the Ministry of Culture and Mass Communications of the Russian Federation
dated January 18, 2007 No. 19 "On approval of the Rules for organizing the storage, acquisition, accounting and use of documents of the Archival Fund of the Russian Federation and other archival documents in state and municipal archives, museums and libraries, organizations of the Russian Academy of Sciences."
3. Decision of the collegium of the Ministry of Culture and Mass Communications of the Russian Federation of March 28, 2005 No. 5 “On ensuring the safety and streamlining of archival documents federal bodies executive power, abolished by Decree of the President of the Russian Federation of 09.03.2004 No. 314 “On the system and structure of federal executive bodies”.
4. GOST 7.48-2002 SIBID. Conservation of documents. Basic terms and definitions.
5. Basic rules for the work of archives of organizations. Approved by the decision of the Collegium of the Federal Archives of February 6, 2002 - M .: VNIIDAD, 2002.
Literature
6. Banasyukevich V.D. Actual scientific problems ensuring the safety of archival documents // Domestic archives. -2001. - No. 2
7. The government discusses the issues of preservation and use of archives // Domestic archives. - 2001.- No. 1.
8. Popova E.N. Ensuring the safety of documents of the Archival Fund of the Russian Federation in the modern legislation of the Russian Federation and its subjects // Bulletin of the archivist. - 2000.- No. 1.
9. Privalov V.F. Preservation of documentary heritage in modern conditions//Domestic archives. - 1999. - No. 2.
Application
Form of the act of checking the availability and status of cases
I approve
Official name Job title
superior body of the head of the organization
Decryption
Official name ( personal signature) signatures
Organization Date
ACT N___
Place of compilation
Checking the availability and state of affairs of the archival fund N____
This act was drawn up by a commission composed of _____________________
(full name of the chairman and members of the commission) in connection with
_______________________________________________.
(base)
The check found that:
1. In total, it is listed according to the case inventories of _______________ cases, including sections of the consolidated case inventories approved by ________________________________
2. In total, __________________ cases were not available, including sections of consolidated inventories of cases approved by _____________________________________________ __________________ cases
(Official name authorized body) (in numbers and words)
3. Incorrectly placed cases related to other archival funds, _________________ cases.
4. It turned out that ____________ cases were available for this archival fund.
5. There are undescribed ________________ cases.
6. In total, ________________ files are available for the archival fund,
1) __________________ cases requiring disinfection;
2) __________________ cases requiring disinfestation;
3) __________________ cases requiring restoration;
4) requiring binding and filing __________________ cases;
5) requiring restoration of fading texts of ____________ cases;
6) irreparably damaged ___________________ cases;
7) __________________ cases issued for temporary use.
7. __________________________________________________________
(General characteristics of the state and conditions of storage of documents. _________________________________________________________________.
The main negative phenomena in the state and conditions of storage of documents)
The check was carried out:
Chairman of the Commission _________________ Explanation
(personal signature) signatures
Members of the commission _________________ Transcripts
(personal signatures) signatures
GOST R 51141.
Glossary of the lecture
Lecture plan
ORGANIZATION OF STORAGE OF DOCUMENTS (CASES).
1. Ensuring the safety of documents as one of the main areas of work for employees preschool services and archivists. The concept of "a set of measures to organize the storage of documents and cases." Operational and archival storage of documents.
2. A complex of technological operations for accounting, rational placement, issuance for temporary use and control of the availability of documents in the process of their operational storage.
3. Basic requirements for storage and storage of documents.
4. Means of technical storage of cases (documents), their operational characteristics. Characteristics of the modes of temporary storage of files (documents).
5. Features of organizing the storage of documents in structural divisions.
6. Current and archival storage of ED, DB.H.
99) ensuring the safety of documents: Ensuring the physical and chemical safety of documents and their accounting
100) ensuring the physical and chemical safety of documents: Development, creation and practical application of scientific and technical means and methods of storage, restoration, conservation, biochemical protection and reproduction of documents
101) mode of storage of archival documents: A set of temperature-humidity and sanitary-hygienic conditions created in archives to ensure the safety of documents, and control over their implementation
107) storage of archival documents: Ensuring the rational placement and preservation of documents
108) state storage of archival documents: Permanent storage of archival documents, carried out by archives, manuscript departments of libraries and museums
109) departmental storage of archival documents: Storage of archival documents in departmental archives, carried out by state and municipal organizations during the period established normative documents
110) depository storage of documents: Storage in an archive, museum, library of archival documents of the Archival Fund of the Russian Federation on the terms determined by the agreement between the owner of the documents and the corresponding archive, museum, library, with the owner retaining the ownership of archival documents.
111) permanent storage of documents: Indefinite storage of documents in an archival institution, state museum, library
112) a document of permanent storage: A document that, in accordance with regulatory documents and other legal acts, has been established for indefinite storage
113) temporary storage document: A document with an established storage period, after which it will be destroyed
114) the limited period for the secret storage of archival documents: The period for classifying information established by legislative acts, during which free access to documents of the state part of the Archival Fund of the Russian Federation containing a secret protected by law is prohibited
117) storage unit of archival documents: Accounting and classification unit, which is a physically separate document or a set of documents that has an independent value
124) checking the availability [state] of cases: Establishing the compliance of the actual number of storage units with records in the records of the archive, as well as identifying cases and documents that require improvement in physical condition, restoration, disinfection
Ensuring the safety of documents is one of the main areas of work for employees of the DOE services and archivists. From how correctly the strategy for storing documents was chosen, their physical condition and the possibility of using them for a wide variety of purposes depend.
In accordance with GOST R 51141 “ensuring the safety of documents - ensuring the physical and chemical safety of documents and their accounting.
The safety of documents is ensured as a result of a set of measures for their accounting and storage.
In its turn storage of archival documents is understood as ensuring the rational placement and preservation of documents.
The organization of document storage includes the rational placement of documents, control over their movement and physical condition, copying of documents in order to create an insurance fund and a fund for use, restoration (restoration) of the original or close to the original properties and external signs of documents that have been damaged or destroyed.
In accordance with the requirements of GOST R ISO 15489-1-2007. documents should be stored on media that ensure their suitability for use, reliability, authenticity and safety for a specified period of time (see clause 8.2). Issues related to the storage, handling and use of documents should be addressed throughout the entire period of their life cycle. Documents require storage conditions and technologies that take into account their special physical and chemical properties.
Valuable documents require better storage and maintenance in order to keep them until they lose their value. The conditions and technologies for storing documents should be designed in such a way as to protect documents from unauthorized access, loss or damage, as well as from theft and emergencies.
Rules defining, in accordance with current legislation, the procedure for selecting and transferring documents for subsequent storage or destruction, should be applied systematically and in the prescribed manner in the course of normal business activities. No action to select and transfer documents for subsequent storage or destruction should be taken without confidence that a certain document is no longer required, work with it has been completed, and it will not be required as evidence.
To ensure the safety of documents in the organization should be carried out:
1. a set of measures for organizing storage, providing for the creation
material and technical base for storing documents (building and storage facilities,
means of storing documents (stationary or mobile: cabinets, safes, shelving. Installation standards - Section 4.4. of the Basic Rules),
· means of protection and safety of storage,
climate controls,
means of copying and restoring damaged documents, etc.);
2. a set of measures to create and comply with the regulatory conditions for storing documents (temperature and humidity, light, sanitary and hygienic, security storage modes), as well as organizing the placement of documents in storages and storage facilities, topography and organizing the procedure for issuing documents.
When organizing storage and creating storage conditions, one should take into account the specifics of the species composition of documents characteristic of a particular archive.
The system of measures for organizing storage should provide safety of documents and control of their physical condition:
· in the process of business
upon receipt of documents in the archive,
· during their storage and transfer of documents to Permanent storage.
When physically destroying documents that have lost their practical and scientific value, the following principles should be followed:
- - destruction must always be authorized;
- - Documents related to upcoming or current court cases
- proceedings and investigations, should not be destroyed;
- - the destruction of documents must be carried out in such a way as to preserve
- the confidentiality of any information contained therein;
- - all copies of documents permitted for destruction, including confidential ones,
- insurance and backup copies should be destroyed.
Storage of documents before examination their values and transfer to archival storage in Russian practice work with documents called operational .
Operational storage It is subdivided into storage of documents in the process of their execution and storage of already executed documents.
The organization of operational storage of documents is in the competence of the immediate head of the structural unit or is established uniformly throughout the office in the instructions for office work.
Direct storage of the vast majority of documents, both coming to the office from the outside, and created in the process of work , within a certain time carried out in structural divisions. If the department does not have an employee responsible for office work (secretary of the department), the formation and storage of files is assigned on one of the employees or directly on the performer.
In a small firm, the secretary of the head or one of the employees of the secretariat is responsible for keeping the files.
Cases of short-term (up to 10 years), long-term (over 10 years) and permanent storage periods are stored in the organization:
Until the end of the established period and their allocation for destruction;
Prior to the transfer of cases to the state storage;
Until the liquidation of the organization.
During the entire established period of storage, not only records of documents, but also their physical safety and use must be ensured. This imposes certain requirements on the processing of the cases themselves and on the storage equipment. Archive documents are divided into documents of general and separate storage, on paper and film basis. The latter include not only films for photo, video and audio recordings, but also other computer media that have not yet formed into an independent group.
With the transition of office work to computerized technologies, the question arises of streamlining and organizing the storage of documents created in electronic form.
Documents in electronic form can be created by employees of the organization on computers, received by e-mail, converted into electronic form (by scanning) from the traditional paper form. The created or received document must be saved in the computer's memory - written as a file to the hard disk. Documents can be stored on a computer hard drive, or on a dedicated computer (file server), on removable media.
The files of the current office work are stored on the hard drive of the computer. Organizations with a large volume of shared documents use dedicated highly reliable computers - file - servers - designed for continuous operation and providing simultaneous access to data from units to tens, hundreds and even thousands of users.
One of the main questions that determine the successful use computer technology in the office is the reliability of storing documents in electronic form. The safety of documents consists of:
1) sustainable power supply;
2) backup;
3) anti-virus protection;
4) prevention and diagnostics using special utilities (auxiliary programs).
Peculiarity electronic storage consists in sending documents to the electronic archive immediately upon completion of work with them in office work. This allows you to ensure the safety of documents, their centralized storage, quick search and distributed access to documents both using a local network and using remote access.
The period of storage of documentary information on computer data carriers is determined on a general basis according to the relevant articles of the Lists. According to the principles of archiving, the document must be stored on the medium on which it was created.
It must also be remembered that long-term storage of documents on unstable removable media, such as floppy disks, requires frequent, at least six months, checks and rewriting of stored information on new media in duplicate. Long-term, i.e. over 10 years, storage of archival information on a computer hard drive is also risky due to possible failures and virus attacks.
Currently, the only possible medium for recording archived documents can be considered a non-rewritable (documents cannot be edited!) Optical disc (CD-R).
With a significant amount of documents on computer media and document databases formed in the process of electronic documentation, an independent storage of electronic documents or as part of an existing archive is organized for their storage.
5.1 Placement of documents in repositories
Thoughtful placement of documents allows you to rationally use the premises and reduce the time to search for files, provide optimal storage conditions and the possibility of evacuating the archive in case of emergency.
The placement of archival documents in organizations is based on the creation of the best conditions for permanent storage of documents, the convenience of operational use of documents. The documents general office work, confidential, personnel and technical are stored separately, if possible in different storages.
Documents must be stored in rooms separated from the working rooms of employees and protected from access by unauthorized persons. The vaults must be additionally protected by gratings opening from the inside (for extreme evacuation) on the windows of the first floor of the vault, the doors are additionally reinforced and equipped with locks. Windows are protected from direct sunlight by special glazing, paint, and blackout curtains. Due to the increased fire hazard, document storages are equipped with closed-type lamps, switches and safety shields located outside the storages. Mandatory accessories of the archives are multi-variant fire extinguishing agents (including non-liquid ones, such as sand and tarpaulin).
Archives must have:
Special mobile or stationary racks with a shelf width of at least 25 cm;
The width of the aisles between the racks is at least 75 cm;
The width of the main aisles is up to 120 cm;
The distance between the shelves in height is 35-40 cm;
The distance of the ends of the racks from the walls is 45 cm;
The distance from the floor to the bottom shelf is 20 cm, and in the basement and semi-basement floors - up to 50 cm.
To store large format documents (maps, drawings, plans), special racks with horizontal or vertical hanging storage are used.
Molds are the main destroyers of documents in archives. Therefore, in the storage of documents (and books), the optimal temperature and humidity conditions must be observed. In Russia, it is set to a maximum of 18-20ºC with a relative humidity of 50-55%. For archives, regular wet cleaning and preventive disinfection of premises are mandatory.
All files in the archives are additionally packed in cardboard boxes, bundles and other containers made from materials that are harmless to documents.
Labels are attached to the boxes, and labels are attached to the bundles of cases indicating the number of the inventory (nomenclature of cases), the year (years) and the extreme numbers of the cases included in this box (bundle).
Depending on the hardness of the case cover material, the frequency of use of documents, the storage method is selected - vertical or horizontal.
5.2 Checking the availability and status of documents
At least once every 10 years, and for permanent storage cases - once every 5 years, for confidential documents- annual checks of the actual presence and physical condition of the cases (fading, contamination, mechanical damage) should be carried out. Such checks are also carried out when changing the heads of archives, in case of mass damage or destruction of files, after moving the files to another repository.
The results of the checks are documented in acts on standard form established by the Federal Archival Agency. When checking, not only the actual presence of cases is controlled, but also possible errors in accounting documents, and cases are checked sheet by sheet to control their safety. Based on the results of the audits approved by the management of the organization, changes and clarifications are made (if necessary) to the accounting documents, the number and date of the act, in which the results of the audit are recorded, are indicated.
Approved
by order of the Department of Education
dated 16.01.2012 No. 13
INSTRUCTIONS
for office work
1. General Provisions
The instruction has been drawn up in accordance with State standard RF GOST R6.30-2003 “Unified Documentation Systems. unified system organizational and administrative documentation. Requirements for the execution of documents "(adopted and put into effect by the resolution of the State Standard of Russia dated 03.03.2003 No. 65-st), exemplary instruction office work in government bodies management of education of the constituent entities of the Russian Federation, approved by the Ministry of Education of Russia on 06.05.2002.
1.1. Responsibility for the organization of office work, timely and high-quality execution of documents and their safety are assigned to the head of the educational institution.
1.2. Direct record keeping in a general educational institution is assigned to an employee appointed responsible for record keeping, who ensures the accounting and passage of documents in deadlines, informs management about the status of their implementation, familiarizes employees with regulatory and methodological documents on office work.
2. Documentation of management activities
2.1. When preparing, agreeing, signing and approving documents resulting from activities, it is necessary to comply with the requirements that ensure legal force documents and the possibility of their processing using electronic computers.
2.2. The composition of documents generated in the course of activity is determined by: its competence and functions; the range of managerial actions, the procedure for resolving issues (one-man or collegiate); the nature of the interaction between institutions and other organizations.
The documents of a general educational institution include:
Organizational documents (charter of the institution; agreement with the founder; regulations on divisions; job descriptions of employees; staffing; internal labor regulations);
Administrative documents (orders, instructions); information and reference documents (protocols, plans, reports, certificates, acts, reports and explanatory notes, letters, telephone messages, contracts, labor agreements, contracts, etc.).
Documents, as a rule, must be drawn up on letterheads of the institution that meet the standard (GOST R 6.30-97 with amendment N 12000), have an established set of mandatory details and a stable order of their location.
Order - legal act published by the head to address the main and operational issues of medical and preventive measures, issues of financial and economic activities of the institution.
The order comes into force from the moment of its signing by the head of the institution, unless another period is indicated in the text. The signed order is registered by the head. office (secretary).
An order is issued on the letterhead of the institution and must have the following details: name of the type of document, date, order number, place of publication, heading, text, signature, visas, approval.
The text of the order consists of two parts: ascertaining and administrative.
The ascertaining part reflects the goals and objectives of the prescribed actions, the reasons for issuing the order, and provides a link to the document that served as the basis for preparing the order.
The administrative part contains prescribed actions, surnames officials responsible for their implementation, and deadlines. The administrative part is separated from the stating part by the word "I order", a colon is put. The administrative part of the text of the order, as a rule, is divided into paragraphs, which are numbered in Arabic numerals with dots.
Each paragraph of the administrative part begins with an indication of a specific action, expressed by the verb in an indefinite form.
Separate tasks (for example, tasks containing digital data) can be drawn up as an annex to the order with a link to them in the relevant paragraphs of the order.
On the first sheet of the application in the upper right corner is the inscription:
Application
to the order dated 11.02.2013 N 2
If there are several applications, each of them is assigned a serial number.
If documents of another organization are given in the annex to the order, then a corresponding entry is made in the upper right corner of this application:
Application
to the order of 02.02.2013 N 12
The pages of the order and applications are numbered as a single document.
The processes of applying management decisions of a general education institution and the decisions themselves are documented using the minutes of conferences, councils or meetings.
The protocols are drawn up on the forms of the institution and contain the following details: the name of the institution, the name of the type of document, the date of the meeting, the number, place of the meeting, the stamp of approval (if the protocol is subject to approval), heading, visa, text, signatures, a mark on sending to the "case". The date of the minutes is the date of the meeting.
The text of the protocol consists of two parts: introductory and main. The introductory part contains permanent information (words: "Chairman", "Secretary", "Attended") and a variable (surname, initials of the chairman, secretary and those present). If necessary, the positions of those present, as well as the initials, surnames, positions of the persons invited to the meeting, are indicated.
If the number of participants in the meeting is more than 10, a list of those present is compiled, which is attached to the minutes.
The words "Chairman", "Secretary", "Attended" are written from the 0-zero tab stop position, a dash is put from the 2nd tab stop position, initials and surnames are written in the nominative case. The names of those present are arranged in alphabetical order and are printed with 1 line spacing.
The introductory part of the protocol ends with the agenda. The words "agenda" are typed from the 0-zero tab position, followed by a colon. The agenda items are numbered. Each new question is typed from the 1st tab stop. The sequence of questions is determined by the degree of their importance. Questions are listed in the nominative case. The report (report, message, information), the title of the position, the initials and surname of the speaker are written in the genitive case. It is not recommended to include the item "Miscellaneous" in the agenda. Each question must be specific.
The main part of the text is built in accordance with the agenda items. The construction of a record of the discussion of each item on the agenda is carried out according to the scheme "Listened - spoke - decided (decided)", and questions and answers are also recorded.
In practice, it is applied short form minutes, when only the list of those present, the issues under consideration and the decisions taken are indicated.
An extract from the protocol contains the following details:
name of the institution, name of the type of document (extract from the minutes), date (date of the meeting), index, place of compilation, heading to the text, text, signatures, mark of certification of the copy, mark of execution, direction to the "case".
Information and reference documents generated in the course of the institution's activities include: certificates, memorandums, letters, telegrams, telephone messages.
Letters are issued on letterheads, include the following details: name of the institution, date, index, link to the index and date of the incoming document, addressee, management resolution, title to the text, text, mark on the presence of the application, signature, mark on the performer, mark on execution and referral to the case, a note on the transfer of data to a machine medium.
Telegrams are printed in two copies on one side of the sheet at two intervals. The text of the telegram is composed without unions, prepositions and punctuation marks, without word wrapping.
The telephone message includes the following details: the name of the institution, address, date, index, text, signature, time stamps of transmission and an indication of the positions and surnames (or only surnames) of the persons who received and transmitted the telephone message. In the absence of forms for telephone messages, sheets of A5 paper are used. Telephone messages are drawn up in one copy, signed by the head or direct executor.
The text should not include more than 50 words. The telephone message must be dated and signed by the person on whose behalf it is transmitted,
The telephone message is sent to several recipients according to the attached list of recipient institutions and telephone numbers.
3. Acceptance and registration of documents
3.1. In the office of the institution, all envelopes with incoming correspondence (except for envelopes with the inscription "personally") are opened, the presence of the documents enclosed in them, the correct delivery and the integrity of the envelopes are checked.
3.2. Registration is subject to all documents that require accounting, execution, use for reference purposes, both coming from other organizations and from individuals, and formed in the activities of a general educational institution.
Congratulatory letters, telegrams, invitation cards, information for information, accounting documents primary accounting. For them, a list of unregistered documents is compiled.
3.3. Documents are registered on the day they are received.
3.4. The registration stamp is placed in the lower right corner of the document and consists of the document number in order and the date of receipt
3.5. Registration of all categories of incoming, outgoing and internal documents carried out in the registers of incoming and outgoing documents
4. Control over the deadlines for the execution of documents
4.1. Responsibility for the timely and high-quality execution of documents is borne by the head of the institution, the head of the office, the secretariat.
4.2. When registering, the RKK registration and control card is filled out. When registering in a journal, it is recommended to create control cards according to the type of RKK for documents that are under control. On the control card in the column "Due date" the corresponding date is affixed. The cards are located in the control file by performers, by deadlines, etc.
4.3. All documentation received by the institution is executed in accordance with the deadlines specified in the resolution of the head. If the deadline is not specified, then the document must be executed on time - 1 month; complaints, statements - within a month; telegrams - no more than two weeks.
4.4. The document is considered executed if all the questions raised in it are resolved in essence, a mark is made in the registration logs about the execution, i.e. the date of sending and the outgoing number of the response document, the name of the addressee, the position and surname of the executor who signed the response are recorded.
If all the questions posed in the document are resolved promptly, without writing a response, the executor makes a brief note on the document about the solution of the issue, puts the date and signature, after which the document is placed in the file. If an answer is expected on the issue to be resolved, then with the consent of the head of the office (secretary), the received answer, together with a copy of the answer, may be under the control of the executor.
The document is removed from control after its execution.
5. Compilation of the nomenclature and formation of cases
5.1. Drawing up a nomenclature of cases
5.1.1. In order to correctly form the affairs of an institution that provides a quick search for documents by their content and types, a classification of documents is made.
5.1.2. The classification of documents is fixed in the nomenclature of cases - a list of the names of cases entered in the office work of the institution, indicating the periods of their storage
5.1.3. The nomenclature of cases is intended for grouping and distributing executed documents into cases, indexing cases, determining their storage periods.
5.2. Formation of cases
5.2.1. Formation of cases - grouping of executed documents into cases in accordance with the nomenclature of cases.
5.2.2. The formation of cases is carried out in the office of a general educational institution.
5.2.3. When forming cases, it is required to strictly determine the composition of the documents included in the case. The inclusion in the file of documents that are not related to it, as well as drafts, versions, copies, clippings from newspapers and magazines and documents subject to return, is not allowed.
In the process of grouping documents in the file, the correctness of their execution is checked (the presence of signatures, dates, index, certification, etc.). Incomplete and incorrectly executed documents are returned to the contractor for revision.
Documents of permanent and temporary storage period are formed in different files.
5.2.4. Documents of one calendar year (01.01 - 31.12) are grouped in the file. The exception is cases that are carried over (cases on issues that have been resolved for several years).
5.2.5. The arrangement of documents within files is made in chronological order, in which the earliest documents are located at the beginning of the year.
5.3. Systematization of certain categories of documents
5.3.1. Administrative documents are grouped in the case by type and chronology with related applications.
5.3.2. Orders for core activities are formed separately from orders for personnel (appointment, relocation, dismissal of employees) and from orders for vacations, business trips, etc.
5.3.3. The protocols are arranged in the cases in chronological order by numbers.
5.3.4. Plans, reports, estimates are grouped separately from the projects and drafts of these documents and must be kept with the affairs of the year for which (for which) they are drawn up.
5.3.5. Documents in personal files are arranged in the following order:
application for a job;
direction or presentation;
personnel record sheet;
autobiography;
education documents;
certification sheet;
extracts from orders on appointment, transfer, dismissal;
addition to the personal personnel record sheet (it contains data on the receipt of bonuses or the imposition of penalties, on awards, etc.).
Copies of orders to impose penalties, certificates of health and residence, leave applications, copies of leave orders and other documents of secondary importance are not placed in a personal file.
5.3.6. Personal accounts of employees are grouped into independent cases within calendar year and are listed alphabetically by last name.
5.3.7. Correspondence should be grouped into cases for the period of the calendar year. All documents that have arisen in the course of resolving the issue are placed in the correspondence file. Correspondence is systematized in chronological order; The response document is placed behind the request document.
6. Preparation of documents for transfer to the archive
6.1. Preparation of documents for transfer to the archive includes an examination of the scientific and practical value of documents, registration of files, compilation of an inventory.
6.2. Examination of the value of documents
6.2.1. Examination of the value of documents - determination of the value of documents in order to select them for storage and establish storage periods.
Examination of the value of documents in a general education institution is carried out by a permanent expert commission.
6.2.2. Expert Commission appointed by order of the head of the educational institution. The EC includes at least three employees. The secretary of the educational institution is appointed as the secretary of the EC.
At meetings, the expert commission considers: the nomenclature of files of a general educational institution, inventories of files for permanent storage and personnel, acts on documents allocated for destruction.
6.3. Registration of cases
6.3.1. Cases of permanent storage are hemmed into a hard cover with harsh threads. Sheets are numbered in the upper right corner with a simple pencil. The number of sheets in each case should not exceed 250. At the end of the case, a certification note is drawn up on a separate sheet.
6.3.2. Case covers are drawn up in accordance with GOST 17914-72. The following details must be indicated on the cover of permanent storage cases: the full name of the parent organization, the name of the general educational institution, the number (index) of the case by nomenclature, the title of the case, the number of sheets, the shelf life or the “keep permanently” mark, fund number, inventory, cases
6.3.3. At the end of the clerical year, the necessary clarifications are made to the issued covers of cases of permanent storage:
Numbers are entered in the headings of cases containing administrative documents (orders, protocols); if the case with correspondence consists of several volumes, the correspondent, author, territory, etc. are indicated in each volume, and the date (day, month, year) of the beginning and end of each volume is indicated in each volume. Exact dates are put down on covers for fast search of documents in the future;
From the certification inscription on the cover of the case, the number of sheets in the case is taken out.
6.3.4. The inscriptions on the covers of cases of permanent and long-term storage should be made clearly, with lightfast ink.
6.3.5. To take into account the number of sheets in the file and fix the features of their numbering, a certification inscription is drawn up on a separate sheet.
The certification inscription indicates the number of sheets (in figures and in words) in the file. Signed by the compiler indicating his position and date of compilation.
6.3.6. An internal inventory is compiled for cases of permanent and temporary (over 10 years) storage period, formed according to the types of documents, the headings of which do not reveal the specific content of the documents (especially valuable, personal files, etc.).
6.3.7. Temporary storage cases are formalized in a simplified way: they are not filed, the sheets in them are not numbered, clarification is not made on the covers, inventories of cases are not compiled, records are kept according to the nomenclature of cases.
6.4. Description of permanent storage documents
6.4.1. At the end of the business year in those educational institutions, which are sources of acquisition of state archives, documents of a permanent storage period are selected for inclusion in the inventory. The inventory consists of annual sections, within the year cases are arranged in order of importance, taking into account the nominal principle (this is how the approximate nomenclature of a general education institution is built). The annual section of the inventory of files for permanent storage intended for subsequent transfer to the state archive is subject to approval by the EIC (export inspection commission) of this archive no later than two years after the completion of the files in office work.
6.4.2. Inventories are compiled separately for files of permanent storage for the main activity and for files for personnel.
6.4.3. Descriptions are made by the secretary.
6.4.4. The inventory is kept in a single gross numbering for several years and ends in agreement with the state archive, where documents are received educational institution(Appendix 21).
6.4.5. For temporary storage cases, an act of destruction is drawn up (Appendix 22).
7. Securing cases
7.1. Responsibility for the safety of documents of a general educational institution lies with the head.
7.2. Cases should be stored in lockable cabinets that protect them from dust and exposure to sunlight.
7.3. Withdrawal and issuance of documents from cases of permanent storage is not allowed.
V.F. Privalov (1934 - 2012)
Vladimir Fedorovich Privalov (1934 - 2012) is an outstanding domestic archivist, a major specialist in the field of ensuring the safety of documents, whose work largely formed and developed this area of archival science, methodology and practice.
Chemist by education - V.F. Privalov graduated from the Faculty of Chemistry of Moscow State University, he, having humanitarian abilities and interests, connected his life with archiving and from 1961 began working at the Central Research Laboratory of the Main Archive Directorate under the Council of Ministers of the USSR, on the basis of which in 1966 he was created All-Union (now All-Russian) Research Institute of Documentation and Archiving. In VNIIDAD V.F. Privalov worked until the end of his life, developing theoretical and methodological issues of ensuring the safety of documents (OSD) as a complex problem that includes 4 interrelated elements: the creation of documents, their storage, restoration and reproduction. At the same time, it was fundamentally new and important that the problems of OSD were considered not only from an organizational, but also from a natural-scientific point of view. The differentiated approach he justified to ensure the safety of archival funds underlies practical activities all archival institutions of the country.
In 1972 V.F. Privalov defended his dissertation at Moscow State University for the degree of Candidate chemical sciences. For archive studies, his work is unique, it became the first study in which modern theoretical concepts of chemical kinetics were used to establish the mechanism of processes occurring during the aging of archival documents, as well as to address issues related to the durability of paper, storage and restoration of files. For the purposes of the study, the technique of "artificial aging" was used for the first time.
With the name of V.F. Privalov is connected with such an innovative branch of OSD as archival climatology. He introduced the very term "archival climatology" and prepared a series of studies on this issue.
V.F. Privalov scientifically substantiated and experimentally proved the original methodology for assessing the physical condition of documents using a small sample method, developing a unified system of alphanumeric indexing and accounting for defects in the medium and text of the document. In the works of V.F. Privalov, the mechanism of the influence of various external factors on the state of documents - the basis and the text, is presented in an accessible way, which is especially important for archivists who are not familiar with the physical and chemical processes of OSD.
For a long time under the leadership of V.F. Privalov, a series of experimental studies was carried out on the complex problem “Texts of documents of the 20th century. properties and preservation. For the first time, large-scale studies have been carried out to study the properties of printed texts, as a result of which the archival industry is provided with practical recommendations on various aspects of the preservation of texts, including those created using modern computer technologies. These works are in demand not only in the archives of Russia, but also abroad. One of them has already been published in the journal Deloproizvodstvo, No. 3, 2003 (the article “On the Issue of Preservation of Modern Printed and Handwritten Texts of Documents”).
The material for publication was prepared by E.N. Popova.
V.F. Privalov
2. Ensuring the safety of documents when performing archival work
Negative factors affecting the safety of the document
Document Security Measures
Modern tools for creating documents and ensuring their safety
The history of the development of archiving in the country shows that ensuring the safety of documents (OSD) became the most important area of archival work in the 1930s, when it became clear what a heavy legacy two revolutions left for the archives, World War I and Civil wars. It was the poor physical condition of the documents, the danger of their loss that made the tasks of the OSD a priority - in practical, methodological and scientific aspects. . The subsequent years of the war of 1941-1945, the transfer of huge arrays of documents to evacuation and back further actualized the problems of OSD.
In the late 1980s, against the backdrop of outwardly favorable statistics, it became obvious that a huge documentary heritage, diverse in properties and condition, cannot be preserved, based on the old dogmas of the preservation of all documents. After analyzing the level of development of archives, the state and scale of the country's archival fund, the real possibilities of archives and laboratories, VNIIDAD put forward and substantiated the concept of a differentiated principle of OSD, selective preservation, taking into account the priorities of documents . The concept of differentiation of OSD tasks, a methodology for assessing the physical condition of documents, an alphanumeric system for indexing defects in media and texts, a method of small sampling for assessing the state of large arrays of archival documents were developed. .
The complexity of the OSD problems was also aggravated by the fact that over the course of one century, the properties and methods of creating a paper document, the main type of archival documentation, radically changed twice. The first radical transformation at the turn of the XIX-XX centuries. led to unstable wood papers, synthetic dyes and typewriting: the document became a mass public product with low durability. The second transformation took place at the turn of the XX-XXI centuries. in conditions of rapid and mass computerization of society. Printers have become the main means of creating paper documents, typewriting has disappeared, new printer papers and text application tools have appeared. This has led to the emergence of a huge variety of proprietary formulas for matrix, inkjet, laser text application and printer texts with different properties, including fading, water-soluble, easy-to-erase, etc. Handwritten means of text application have undergone a similar transformation. Both the first and second transformations were radical in nature, and each was characterized by the so-called. "period of imperfection", when random substances, temporary formulations were widely used, which also negatively affected the properties and durability of documents. AT last decade XX century began a period of intensive use of documents and at the same time - the mass application of new technologies for reproducing documents using copiers, scanners, digital cameras with flashes, i.e., the threat of light destruction of documents has sharply increased when used in all types .
The 20th century not only changed the properties and durability of the document, it also made adjustments to the very concept of the preservation of objects.
The concept of OSD today is not only the traditional preservation of a document as a single material object. It is also the concept of information security.
This means, firstly, that the volume of restoration work will inevitably decrease and the share and importance of reproduction as a way of saving only information will increase. Secondly, the shift in the vector of attention to the text as a material carrier of information. This means, thirdly, that the physical condition of documents becomes the key element in the chain of organizational, practical tasks of the OSD, since in case of poor condition, neither originals nor information can be saved. .
All these trends and conceptual changes were noted by VNIIDAD back in the 1980s. , but today they are especially visible.
In a real symbiosis of two concepts - the preservation of an object and the preservation of information - there is a common key methodological link - the principle of a differentiated approach in the OSD, the selective principle of preserving an object in order of priority.
However, this principle can be realized only by knowing the actual state of archival documents. All archives will have to solve two different, but deeply related tasks for this: preserving the most valuable in the form of originals and / or information copies. Each archive will have to solve them autonomously, based on its capabilities, composition and physical condition of its funds. .
The purpose of this work is to give brief information about the negative factors operating in the performance of various archival works, to help archives assess the degree of risk of these works and make the necessary organizational adjustments to the set of preventive document protection measures implemented in the archive.
1. Main types of destructive aging of documents.
Aging is an irreversible change in the properties of materials and products during their storage and use.
The aging of documents proceeds most often as a mixed process with the simultaneous destructive action of many environmental factors - natural and artificial. For tens and hundreds of years, a document can be in different conditions - temporary and permanent storage, use, repeated movements. In specific environmental conditions, a certain factor always dominates, causing the main destructive changes in the document materials.
The main types of destructive aging of documents are:
Thermal aging. Activated by thermal energy, accelerates with increasing temperature. The main type of aging is during storage in the dark.
Light aging. It is activated by light, depends on the spectral composition of light, light destruction increases with increasing illumination of the object and the time of its exposure. The main type of aging of documents when working with them in the light.
Mechanodestruction is aging under the influence of mechanical forces that cause the physical deformation of the object, the breaking of chemical bonds and, as a result, the chemical destruction of the object (mechanochemical destruction). In stationary archival storage, mechanical destruction is caused by constant fluctuations in temperature and air humidity in storage facilities. The rate of mechanical destruction increases dramatically when using documents and moving them.
Biodegradation is the destruction of documents caused by the action of living organisms - insects, mold fungi, rodents, bacteria. The nature of biodegradation depends on the type of pests and is usually either mechanodestruction (insects, rodents) or chemical (enzymatic) destruction (molds, bacteria).
All types of destruction of documents proceed, as a rule, with the participation of water.
Under normal conditions of archival storage, thermal aging and mechanical destruction proceed rather slowly. Light aging and biodegradation, on the contrary, proceed at a very high rate, which can lead to catastrophic consequences in a short time.
It is impossible to completely eliminate the aging of documents. However, it is possible and necessary to apply preventive protection measures, chosen taking into account the conditions in which the documents are located and aimed at eliminating or weakening the main aging factor that operates precisely under these conditions and causes accelerated destruction of documents. A differentiated approach to the choice of preventive measures to protect documents is especially relevant given the variety of archival works.
Below, in accordance with the unified Rules, the main risk factors and preventive measures for protecting documents during archival work are briefly considered.
2. Types of work, risk factors, preventive measures to protect documents.
2.1. Receipt of documents in the archive.
Documents can come to the archive from acquisition sources, from other archives, from liquidated organizations, individuals, etc. The history of their storage, transportation conditions, physical condition can be very different. There is always a risk of bringing infection into storage from incoming materials, so their placement in the archive without preliminary verification, quarantine and preventive measures is not allowed. Received documents are freed from shipping containers, old boxes and packaging, remove foreign objects, including sometimes attached samples of products, materials, substances, etc. All work is carried out in a quarantine room isolated from the main building of the archive, in which normal sanitary conditions are maintained. -biological and climatic conditions and cleaning and disinfection after completion of work.
Received documents are dedusted (bindings, folders, covers), including sheet-by-sheet - especially valuable cases and materials with a high degree of contamination. Quarantined documents undergo a physical condition check, during which potentially dangerous defects in condition are detected: the presence of insects and/or mold infestation; wet documents; documents with severe media damage that threatens the integrity of the document. Documents with potentially dangerous state defects are subjected to special processing: the destroyed ones are sent for restoration; wet ones dry (acclimatize); affected by biological pests are isolated in the operational mode and isolated for disinfection (desinsection). Modes of methodical procedures of acclimatization and sanitation are detailed in the literature.
Only dry, dust-free materials with a normal sanitary and biological state are transferred for permanent storage.
Work on a sheet-by-sheet check of the status of incoming documents with an assessment of the number and typology of defects in the media and text is usually carried out after they are placed in storages, taking into account the sequence of this work established in the archive.
2.2. Storage of documents.
One of the main most important requirements for ensuring the long-term preservation of archival documents is the stationarity of storage, i.e. permanent storage in specially designed premises without moving documents with minimal optimal use and without a sharp change in the stable regime (climatic, gas, light, sanitary and biological). Special Requirements to the mode parameters are normalized by the rules of archival storage and guidelines .
In this case, the archive gradually forms and stably reproduces from year to year its own specific microclimate of an array of archive documents, typical for a given region, building, and premises. Due to the huge physical hygroscopic mass of paper, this microclimate slowly (inertially) reacts to changes in the external environment and remains stable for many years. Due to the inertia of the mass of paper, an array of archive documents retains its stability well even under conditions of sharp fluctuations in temperature and air humidity in storages.
As a result, the speed in the chain decreases: climatic changes - mechanical destruction - chemical destruction of paper and texts. At the same time, individual documents and their groups (cases, groups of cases) behave as components of a single whole, their behavior is subject to the laws of behavior of the entire array, which is proved by experimental studies carried out in different buildings in different regions of the country. The organizational task of the archive is to ensure the stationarity of storage, that is, to create conditions for optimal behavior and very slow, over many years, preservation of the physical state of archive documents.
The stationary mode of storage also provides the most favorable conditions for checking the physical condition of documents, clarifying the general picture of the state of the archive funds, identifying documents with specific defects in media and texts. In accordance with the Rules, this work is carried out:
Target order, when the condition check is carried out in order of priority, taking into account the value of documents and state priorities, as well as in the order of verification of documents damaged in extreme conditions;
In the course of checking the availability and condition of documents;
When preparing archival documents for release from the archives, as well as in all other works related to sheet-by-sheet viewing of archival documents.
At the same time, the presence of defects in paper and text of individual documents, cases, funds is established. Defects are classified on the basis of a single alphanumeric indexing according to the typical features of paper defects (letter indexing) and text (numeric indexing) in accordance with the methodology and methodology developed in the industry.
Forced removal of documents from the dark stationary storage mode always transfers documents to the accelerated aging mode and is accompanied by a deterioration in the physical condition of the documents. This happens when documents are moved, when they are used, during special processing, which is associated with a sharp change in light, climatic, and deformation conditions for documents. Ceteris paribus, the most severe negative impact is experienced by old materials with a weakened structure of physical and chemical bonds that poorly resist deformation (kinks, turning, friction, movement, etc.), as well as documents with text that is not resistant to light or friction ( pencil, some printer texts; purple typewritten and handwritten texts).
Each type of work is specific in terms of risk factors and has a different negative effect on the physical condition of documents.
2.3. Moving documents.
Moving documents is an operation that precedes the performance of any archival work, including within the archive and beyond. In some cases, the transfer can be intra-archival, without special packaging and long-term transportation of materials, in other cases, the transfer is associated with the relocation of archive funds from old storage locations to new ones: from the archive to other organizations for use, etc.
Without detailing the variety of displacement operations, we note the main thing.
Transfer is a forced violation of stationary storage, the transfer of transferred documents into an environment with new conditions, including light, climatic, sanitary and biological ones. Moving, in addition, is always associated with physical and mechanical loads, shaking, moving documents, which is typical even for intraarchival movements, but especially for long-distance transportation within the city, for intercity transportation.
Archival documents are fragile, unstable material objects that are very vulnerable to any mechanical, physical stress, to the action of light and biofactor. It is known that at long-term storage paper first of all loses its flexibility, becomes rigid and brittle, therefore old documents are especially affected by movements.
Practice shows that the transportation of archival materials is rarely carried out according to the requirements and standards for the transportation of especially fragile, vulnerable and especially valuable objects. Meanwhile, documents, especially in their traditional forms of storage (files, boxes), are very sensitive to movements associated with longitudinal and transverse shifts of sheets in files, and files in boxes. This is due to the peculiarities of the formation of archival files from different sorts of papers with different smoothness and strength, as well as sheets of different sizes that fill the volume unevenly, with partial overlap or inconsistency of sheets. In addition, the sheets differ in thickness, strength, many have defects (folds, tears, inserts, etc.).
The archival files themselves are of various formats, differ in thickness and quality of binding, sometimes have several hundreds and thousands of sheets and are poorly formed into transport packages.
Thus, the movement of documents is always associated with the risk of damage, and this risk increases with a careless, unskilled attitude to this, at first glance, insignificant, routine operation.
This risk cannot be eliminated, but it must be minimized through proper organization of work, which is especially difficult when moving large amounts of documents, for example, when moving archive funds from old to new buildings. This is probably the most difficult relocation option, which breaks the stationary storage regime that has developed over the years in the old building; triggers a complex mechanism of accelerated aging during transportation in the outdoor environment; accompanied by a subsequent restructuring of the storage mode and the state of documents in a new place with the formation of a new microclimate.
The negative consequences of the transfer associated with the transportation and restructuring of the microclimate of documents appear in any case, including when funds are transferred from worse conditions to better ones, from buildings of one type to others.
When funds are moved to new premises (specially built, adapted), archives most often do not have the opportunity to preliminarily assess the suitability of new premises and, most importantly, check the operation of heating, ventilation and other life support systems of the building before transporting documents. In the future, this gives rise to many problems that require additional costs and effort. Unfortunately, the experience of our archives in relocating funds is not reflected in the literature in the same way as it is done on other issues. There are no scientific and methodological publications on this issue. Taking into account its relevance, on the instructions of the Russian Archive, the institute prepared a work in which the behavior of documents during their movement is analyzed; operating at the same time negative factors; organizational and technical measures to be taken when moving documents .
2.4. Use of documents.
Use is the most important type of archival work. However, it must be borne in mind that use is always associated with the inevitable deterioration of the physical condition of documents, which is the cause of their damage.
From the point of view of ensuring safety, use is a forced transfer of documents from the mode of stationary, dark, relatively safe storage to the mode of their temporary operation, when documents are subjected to simultaneous physical wear and light destruction.
These two factors - physical and mechanical wear and light - are the main risk factors, the causes of accelerated aging of documents during use.
The first, the physical-mechanical factor, acts mainly on paper, but also causes accelerated destruction of texts that are not resistant to erasure, for example, pencil, typewritten (copies), printer (laser) texts.
The second - the light factor - worsens the properties of paper, but is especially dangerous for texts (colored).
The physical and chemical factor begins to act from the moment the cases are removed from the boxes and further - when moving documents and working with them.
Use always takes place in the light, and rather long-term, direct illumination of the document (group of documents) with which they are directly working is accompanied by incidental illumination of other sheets of the file. It is no coincidence that practitioners note a noticeable weakening of the contrast in frequently requested documents, for example, materials of personal origin.
According to statistics, up to 2 million units are annually issued for use from storage facilities. ridge (about 400 million documents), mostly originals.
The terms for issuing documents from storages, i.e., the time spent in the mode of use, are significant: in reading rooms from 14 (for CSD) to 30 days; for fund-creators – up to 90 days; in the bodies of the judicial and legal profile - up to 180 days; in the open exposition - for the duration of the exhibition. The issuance procedures allow for extensions of time by agreement to extend the work.
Formally, all types and operations of use are stipulated by the rules and instructions - this is the only thing that archives can do, stipulating the responsibility of consumers for damage to documents, careless handling, etc.
In fact, the archives are not able to take into account and control the effect of the "human factor" and the specifics of negative conditions when using archives. There is no doubt only that the risk of deterioration of the physical state of documents during use is always proportional to the time of use, the time the documents are out of storage under the conditions of aggressive wear factors and light destruction of documents.
If the "human factor" and the wear factor cannot be quantified, then the effect of light can be tentatively estimated.
It is known that the fading of the text is proportional to the received light dose H, i.e. the product of the illumination of the object (E) by the time of illumination (t), i.e.:
Dose H (lux/hour) = Illumination E (lux) x Time t (hour).
Illumination in rooms can be different (from 50 to 500 lux), for example, in storage - 20-50 lux; on stairs and passages - 100 lux; in offices, workrooms, classrooms - 300 lux; in reading and computer rooms - 300-500 lux; in laboratories - 500 lux and above. Based on an average illumination of 300 lux and focus on extreme conditions documents when used in the light (6 hours daily for the entire period of use), then the document can theoretically receive a dose of:
In the reading room - up to 60 thousand lx / hour;
For fund creators - up to 170 thousand lx / hour;
In judicial and legal organizations - up to 350 thousand lx / hour;
In exhibition mode - 20-60 thousand lux / hour;
For restoration with one technological operation - 5-15 thousand lux / hour, and for the totality of operations - up to 20-50 thousand lux / hour (excluding additional lighting at workplaces).
It has been experimentally proven that the fading of the most light-sensitive objects - purple typewritten and handwritten texts - is noticeable “by eye” and is fixed by devices at doses of 10-50 thousand lux / hour and then proportionally increases with increasing doses. The doses received from different sources, at different times and with different light works, are summed up, and the destruction is proportional to the total dose. Catastrophically quickly gaining document critical doses in direct sunlight: a dose of 10 thousand lx / hour - in 6 minutes; 100 thousand lux / hour - for 1 hour; 1 million lux/hour - for 10 hours of single or repeated exposure.
These figures should guide the archives towards the mandatory improvement and tightening of organizational forms of use.
At present, the rules technical requirements, methodological guidelines impose a ban on the issuance of originals of especially valuable documents from the archives; the issuance of documents that are in poor physical condition is limited; the issuance for use of documents with a text that is not resistant to light and wear is personified; one-time issuance of materials to reading rooms, working premises of archives and other organizations is limited; control over the multiple exposure of the same cases and documents is personified.
These preventive measures to protect documents from destruction during use are especially relevant in modern conditions, when the use is increasing, the scale of light copying is growing, the range of lamps used is rapidly changing, including those simulating the spectrum of solar radiation.
2.5. Reproduction of documents.
Currently, the reproduction of documents is carried out using technical means of scanning, photocopying, reproduction photography, microfilming, digital cameras and video cameras with flash. All reproduction methods require the illumination of the original.
Light has always been regarded as a source heightened danger and the reason for the rapid destruction of the document. In accordance with this, the principle of obligatory dark storage, the extremely low level of illumination of storage facilities (20-50 lux) and other preventive measures of protection from light were postulated in the archives.
The emergence of new light reproduction technologies was of concern to archives, requiring special studies to assess the degree of risk of reproduction operations. Testing of various technical means of reproduction showed that during one-time scanning, photography or copying, changes in the optical density of texts are small and are not fixed visually and by means of technical monitoring. Noticeable initial changes in texts (changes in density, color distortions) can appear only after repeated light copying of the document, as shown in the table.
Table "Degree of light hazard of technological operations of reproduction of documents".
|
Technology playback |
Dose H, lux/hour with a single playback |
Number of operations causing initial test changes |
||
|
Microfilming |
1000 |
|||
|
Scanning |
||||
|
Photocopying |
||||
|
Photo reproduction |
||||
|
Shooting with flashes |
0,5 – 8,5 According to other estimates, the dose of a single flash does not exceed 0.15-0.3 lux / hour |
|||
Thus, the main risk factor is not a one-time use of technical means of reproduction, but multiple repetition of the reproduction operation. With such a practice, not only the total light effect of repeated copying will manifest itself, but also the consequences of physical and mechanical damage to documents that are inevitable during repeated selection, movement, copying. Therefore, copying should not be carried out uncontrollably, its repetition should be excluded on the basis of accounting for reproduction, the use of copies of frequently used documents, and the correct organization of copying itself.
2.6. Restoration of documents.
Restoration is a complex of works that require the coverage of a document, not only common to the entire premises, but also local - in the places where restoration operations are performed. Complex restoration operations require not only high equipment, but also a significant investment of time. Therefore, only during one technological operation, a document can receive an irradiation dose of at least 5-15 thousand lux/hour, and in the aggregate of operations up to 20-50 thousand lux/hour. In this case, the document may be in a wet state for a long time. Then the effect of light is greatly enhanced. It is impossible to avoid light risk during restoration, which, however, does not exclude the use of preventive measures: the use of different levels of illumination in rooms for different purposes (laboratory and auxiliary); the use of low illumination in areas of temporary placement of documents, their drying, etc.; use of additional lighting in the workplace in the optimal mode, etc.
2.7. emergency situations.
According to the rules emergencies, in particular, accidents of life support systems (heating, ventilation, etc.) are emergency circumstances requiring immediate operational action.
In practice, emergency situations most often occur when documents get wet directly (leaks in the building, groundwater rises), as well as when documents are moistened due to a sharp drop in temperature in the entire building or individual storage areas (wall cooling). A study of the physical state of the GARF and RGVA funds showed that almost all severe destruction of documents (defect group A) was localized in cases that fell into emergency situations and were exposed to water, chemicals contained in it, and flames. They are characterized by a very high degree of degradation, dilapidation of paper. Only in such cases is there a washout, spreading, disappearance of texts, especially ink ones. Against the background of a small number of group A defects in other archive materials (no more than 0.3-0.5%), wet cases are “concentrated destruction anomalies” directly related to the action of water. From this standpoint, prevention emergencies, immediate measures to dry wet documents, elimination of temperature and humidity differences are the most important and necessary set of measures to help avoid the catastrophic consequences of such accidents. This is confirmed by the experience of foreign and domestic archives that have experienced similar emergencies. Actions in such situations should be planned in advance, considered on training sessions on archival climatology and be carried out immediately in an operational manner.
2.8. biological pests. Biological damage to documents and their biosecurity.
The main biological pests - insects and mold fungi - are sources of constant danger of rapid, sometimes massive destruction of documents. An analysis of the literature shows that the degree of danger of mold fungi and insects has changed at different stages of the development of archiving. Until the 30s of the XX century, when storage in unheated, damp, unsuitable premises dominated, mold caused the main harm: mushrooms on wooden racks, building structures, etc. Today, mold appears only in rooms with constantly high humidity, as well as consequence of emergency situations or chronically poor condition of buildings. However, cases of this kind are not isolated.
With the transition to the regime of mass, mandatory heating of buildings, the danger of documents being damaged by insects came to the fore. This is due to a number of circumstances: the expansion of trade; an increase in the diversity of insects and their adaptation to new conditions; the use of porous types of cardboard and food packaging; climate change, insect migration, etc.
Biologists, specialists in archival climatology have clearly defined the causes of bioinjury, the boundaries of the biofactor and the rules of preventive bioprotection that are mandatory in archives.
The peculiarity of the process of biodestruction is in the specifics of living biocarriers, in that this process can be initiated anywhere in the chain: "territory - building - storage - documents" and further develop along the chain in accordance with the specifics of the biofactor (mushrooms, insects), climate and ecology .
Practice also shows that half-measures are not enough to eliminate the biofactor, for example, local decontamination of storage or documents without eliminating the root causes of the appearance of biological pests. In one case, the root cause is the poor condition of the territory; closely spaced trees; cluttered attics and basements of the building; the presence of catering units in the building; finding foreign materials and objects in the storage; uncontrolled acceptance for storage of pest-infected documents; the use of random containers in storage, etc. This is a real list: in each case, a biological survey revealed a focus (zone) of insects, qualifying it as the primary source of migration and infection. Therefore, the main rule of preventive protection against insect infestation is the normative sanitary and biological state of the territory, building, premises, storages and documents. This takes into account that insects are active at a temperature of 10-40 degrees. Humidity / dryness is not a severe limiter for them, and the climatic conditions of ordinary premises do not limit their vital activity.
Unlike insects, the vital activity of mold fungi directly depends on climatic conditions A: they can only function at positive temperatures (10-40 degrees) in conditions of high humidity (above 65%). With an increase in humidity, the time required for the development of a mold lesion is reduced from 120-150 days (humidity 70-75%) to 5-30 days (humidity 85-100%). It is especially violent in conditions of high air humidity (90-100%) in the presence of drop moisture on the surface of objects. When air humidity drops below a critical level (65%), the mold dies, forming massive colonies of spores in the places of mold.
According to experts, spores remain viable for up to 30 years, but do not function in conditions of low humidity. With a repeated increase in humidity, the likelihood of mold development is always higher in places where mold spores are concentrated. The increased concentration of spores, the storage of arrays of spore-infested materials, is not only a “delayed risk” of new mold with increasing humidity. This is a source of danger for people working with such documents: these documents must be kept in isolation in a "quarantine mode", planning and implementing their disinfection. Quarantine measures must be carried out without fail, and the “quarantine volumes” are different in different cases: in some cases, these are several cases with their isolation in plastic bags; in others, separate rooms where contaminated materials are concentrated, sequentially removed and processed; but in all cases, the objects of quarantine isolation are materials with non-functioning mold (spores), allowing them to be stored for a delayed time without the risk of their destruction. If the documents are damp and the mold is actively functioning, quarantine as a conservation measure is used to isolate materials sent for disinfection.
Once again, it must be emphasized that mold is viable and actively destroys documents only at high humidity of the paper (air). Reducing the humidity of the air in the room, drying the documents is a mandatory, first-priority measure used as a prompt, effective means of stopping mold. Reliable protection of documents from mold is the normal, normalized humidity regime in storages - at a humidity below 65%, mold does not occur. Archives must control the climate in the vaults, be aware that the microclimate in the vaults varies throughout the year in a sinusoidal manner and that the biological risk of mold increases in the spring and autumn periods, i.e., during periods when the heating in the building is turned off or is not yet functioning.
A person coexists with other living organisms, including insects, mold fungi, and microorganisms. Biodestruction of objects created by man is a natural consequence of this coexistence. But bioexpansion is activated and biodestruction begins only where the protection measures for these objects are insufficient.
2.9. Conditions for the creation of documents and archival problems of their safety.
Archival documents must be durable. However, there is no complex, costly state mechanism for the targeted creation and selection of durable documents. The archives and the state archival fund are formed on the basis of ordinary document flows, and it is the composition of the latter that determines the specifics, condition, properties, and potential durability of the documents selected for storage. Experimental data, statistical analysis shows that the physical state of documents, their durability depends on the time of their creation, and "anomalies of low durability" or "anomalies of poor condition" are not dispersed evenly over the years, but are concentrated in certain intervals. Most often, these are periods when transformations took place in society - political, economic, technical. Transformations are periods of rejection of the old and the imperfection of the new, and they affect all areas, including the area of creating documents. One of these transformations, which radically changed the paper document, is the period of the late 20th - early 21st centuries.
From the 30s to the 90s of the 20th century, typescript was official documentation - paper documents with black soot text - lightfast, waterproof, wear-resistant. The use of black typewriting ensured the durability of the text of a huge array of documents created during this period and deposited in archives in the 20th century.
In the last decade of the 20th century, the era of black typing ended. Instead of the reliable uniformity of black typewriting, which meets the requirements for the durability of the text, a huge variety of printer texts with different properties appeared, created on dot-matrix, inkjet, laser printers and copiers. The text became not lettered, but dotted; different modes of text application appeared - contrasting, normal, economical; the amount of ink in the text decreased, and the text itself began to be printed from ink ribbons using the method of dot needle application (matrix), sprayed with microdrops on paper (inkjet), fuse on paper (laser). Soot has disappeared from the recipes - a guarantee of durability. It has been replaced by synthetic dyes (jet, matrix). Studies have shown that each method - matrix, inkjet, laser - has its drawbacks, and in terms of reliability and the optimal combination of properties - light fastness, water resistance, wear resistance - all are inferior to traditional black typewriting. Large-scale research carried out in the archival industry made it possible to determine the specifics of new printer documents as objects of archival storage, assess trends in their properties, and give recommendations on the rational use of modern printers when creating documents.
2.9.1. According to the uniformity of the text, according to the optimal combination of text properties - light fastness, water resistance, wear resistance - traditional black typewriting meets the criteria of durability as a means of text application.
Modern typescript does not provide uniformity of properties; random choice of means of modern typewriting does not guarantee the durability of the text; the best tapes with carbon black or permanent black synthetic pigments are adequate in terms of durability of traditional typewriting, the rest have variable, often low light fastness.
2.9.2. Dot-matrix printers give black text the same as that of modern black typewriting; according to the totality of indicators, they can be used for the execution of documents of a permanent and temporary storage period; dot-matrix printer texts are waterproof, wear-resistant; The light fastness varies, but overall it is quite good.
2.9.3. Inkjet printers produce black text with varying lightfastness and water resistance; a random choice of black inkjet printing means does not guarantee the durability of the text; Ensures text longevity by using black cartridges with pigmented, lightfast inks, selected based on expert lab testing or branded warranties.
2.9.4. Inkjet printers with color cartridges do not guarantee the durability of the text in terms of light and water resistance; are not recommended for paperwork; it is not uncommon for color cartridges to be used for mixed dripping and producing black text on paper - such black text does not meet durability criteria.
2.9.5. Printer laser printing produces black text with low wear resistance; does not guarantee the durability of the text when used, which is already confirmed in practice; not recommended as a means of reliable durable text application.
It is advisable for archives to take into account these disadvantages of laser printing when preparing own documents- catalogs, inventories, etc., as well as references at the request of consumers.
2.9.6. When executing documents by means of printer technology, it is advisable to use multifunctional papers for copying and duplicating work that meet ISO requirements.
2.9.10. Modern printer text application tools are high-demand goods and, therefore, objects of falsification. The necessary properties of the text can be provided by using reliably guaranteed branded products or by expert verification.
2.9.11. A variety of manufactured modern means of printer text application gives the consumer the opportunity to choose products that meet archival requirements. This should be used in professional work archives - both in solving purely archival tasks, and in defending the interests of the industry, designed to ensure the long-term preservation of documents. Today, the mass of modern document flow is dominated by a variety of printer tools, and it is quite obvious that their properties and trends of change must be controlled in the experimental monitoring mode.
Rules for the organization of storage, acquisition, accounting and use of documents of the Archival Fund of the Russian Federation and other archival documents in state and municipal archives, museums and libraries, organizations of the Russian Academy of Sciences. M., 2007 (see also the Rules for the organization of storage, acquisition, accounting and use of documents of the Archival Fund of the Russian Federation and other archival documents in the bodies state power, local governments and organizations, approved. by order of the Ministry of Culture of Russia dated March 31, 2015 N 526. - Note. ed.).
Privalov V.F. The impact of moving documents on their safety: Scientific and methodological manual / VNIIDAD, M., 2008.