Records management in the archives creating agencies service
Users' service (by pre-arranged meeting)
Office number 332-2, IIIth floor of Old City Hall

Phone number: 024/626-863, 065/354-2373

Persons in charge of users' service:
Zoran Veljanović
zveljanovic@suarhiv.co.rs
Zoran Vukelić
zoran.vukelic@suarhiv.co.rs

Territorial jurisdiction

Being the proper institution for the protection of movable cultural property, The Historical Archives of Subotica is conducting the monitoring and protection of the active records and record in general on the territory of North Backa district – Subotica, Backa Topola and Mali Idos municipality.

The Archives is conducting professional supervising over records, their preservation, permanent preservation, weeding and elimination of ephemeral records. It also states the means for corrections of certain errors, offers professional help and initiates violation proceedings against active records creators if they do not perform their obligations.

In accordance with the jurisdiction law, The Archives gives authorization for Regulations about the archival operations and for List of categories of the records and date limits, and the approval for the elimination of ephemeral records.


Records/ Archival materials
The archival materials consist of original and reproduced written, drawn, digital, printed, photographed, filmed, microfilmed, phonographic or otherwise created documents, which have significant scientific or cultural value and which were created by the state authorities and organizations, territorial autonomy authorities, local self-governments, political organizations and authorities, institutions and other organizations, religious communities and individuals, regardless of when and where the documents were created and whether they are located inside or outside the institutions that preserve them.

Active records

Active records consist of documents, electronic, film or video recordings; TV shows' transcripts, motion pictures and video recordings, photographs, phonogram recordings and otherwise created documents; books and file records of those documents, radio shows' transcripts, recordings and microfilms which were accepted from and created by the state authorities and

organizations, territorial autonomy authorities, local self-governments, political organizations and authorities, institutions and other organizations, religious communities while they are still significant for their current activities or before the material was weeded in accordance with the Cultural Property Law.

Ephemeral records consist of written or otherwise created documents which lost their operational value with the creator and lost their validity for the current activities but haven't been evaluated as archival material.


Archival materials and active records takeover

According to the Cultural Property Law, classified records and the records entered in the protocol register are given to the proper institution for preservation – the historical archives – after 30 years, counting from the material's date of creation. The deadline for the takeover may be changed with the approval of the proper preservation institution. Records are handed over at the place set by the Archives and the creator of the material and active records bears the cost of the takeover.

Archival material and active records created by a legal entity are taken to the proper Archives in case the entity does not have a legal successor.

Archival material should be properly arranged before the takeover (packed in packaging units, arranged by type and by the date of creation and listed in records with all record elements; 5 copies of the list should be provided). The material can also be obtained as a gift or by purchase.


Način vođenja arhivske knjige
Arhivska knjiga vodi se po obrascu br. 21 Uputstva o kancelarijskom poslovanju organa državne uprave (Sl. gl. RS 10/1993) u obliku knjige ili elektronski na sledeđi način:
- u rubriku br. 1 'redni broj' upisuje se redni broj za svaku kategoriju (vrstu) registraturskog materijala; pod jednim rednim brojem upisuje se istovetni materijal nastao tokom jedne godine bez obzira na količinu; redni brojevi iz arhivske knjige se nastavljaju kontinuirano iz godine u godinu;
- u rubriku br. 2 'datum upisa' upisuje se dan, mesec i godina upisa;
- u rubriku br. 3 'godina, odnosno razdoblje nastanka' upisuje se godina, odnosno razdoblje u kojem je registraturski materijal nastao; za registraturski materijal koji je iz više godina upisuje se početna i završna godina odnosno raspon godina (npr. '1990-1994' ili '1989-1992,1994')
- u rubriku br. 4 'klasifikaciona oznaka' upisuje se redni broj iz Liste kategorija registraturskog materijala pod kojim se određena vrsta materijala nalazi u Listi;
- u rubruku br. 5 'kategorija registraturskog materijala' upisuje se kategorija (vrsta) registraturtskog materijala prema nazivu iz Liste kategorija registraturskog materijala sa rokovima čuvanja;
- u rubriku br. 6 'količina' upisuje se količina registraturskog materijala izražena u jedinicama pakovanja i u dužnim metrima (npr. 5 reg.=0,40; 6 knj.=0,12; 3 omota = 0,26);
- u rubriku br. 7 'broj i datum zapisnika' upisuje se broj i datum zapisnika po kome je izvršeno izlučivanje registraturskog materijala kojem je istekao rok čuvanja ili broj i datum zapisnika po kojem je izvršena primopredaja arhivske građe nadležnoj ustanovi zaštite;
- u rubriku br. 8 'rok čuvanja' upisuje se rok čuvanja koji je za tu vrstu materijala predviđen Listom kategorija registraturskog materijala sa rokovima čuvanja;
- u rubriku br. 9. 'primedba' upisuje se lokacija registraturskog materijala u arhivskom depou ili po potrebi drugi podaci

Obligation

The creators of the archival materials and active records are obligated to:

- enable the proper institution to supervise and to provide them with needed data,
- deliver Regulations about the archival operations (to establish the method of classification and a registry system) and create a List of active records categories and date limits and to deliver them to the proper preservation institution for approval,
- keep the records in an organized and safe manner, in appropriate storage space and in proper packaging units,
- keep record of the all active records and archival material in the protocol register and deliver a copy of the protocol register to the proper Archives,
- conduct weeding of the active records and elimination of the ephemeral documents, with the approval of the proper preservation institution,
- conduct a takeover of the records with the Archives, in accordance with the Regulations,
- Meet the Rules and Regulations which govern the processes concerning archival materials and active records.