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.
