meansofmonitoring thelife- cycleofa documentby … · 2019-08-26 · kamila madrova presentation...
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Means of Monitoring the Life-Cycle of a Document by Example of Tasks of the CTU ArchivesKamila MádrováCzech Technical University Archives
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My presentation
- Legislation of archives in CZ- Organization of university archives in CZ- Tasks of university archives- Records management- Discarding of documents- Obstacles for correct keeping of record management service- Personal documents
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LegislationArchival science and record management Act No. 499/2004 Coll.- 17 amendments – e. g.- Security Services Archive- Registry room- Document management system (DMS)- Basic Register Act- Digital archiving- Commercial registries- Civil Service Act- eIDAS regulation- > >> GDPR
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Ministry of Interior
(Archiving Administration and Filing Service Department)
PUBLIC ARCHIVES PRIVATE ARCHIVES
National Archives
Security Services Archive
State Regional Archives
Specialized Archives
Self-Governing Territorial Unit Archives (cities)
State District Archives
University Archives
Ministry of the Interior
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University Archives- Institute of History and Archive of Charles University- Czech Technical University Archives- Archive of the Masaryk University in Brno- Archive of the University of Technology in Brno- Archive of the Academy of Fine Arts in Prague- Archive of the Mendel University in Brno- Archive of the University of Veterinary and Pharmaceutical Sciences in Brno- Archive of Palacky University Olomouc- Archive of the Silesian University in Opava- Archive of the Technical University of Ostrava- Archive of the University of Hradec Králové
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Tasks of University Archives
a) supervision of record management of their foundersb) record keeping and ordering of archival filesc) scientific researchd) administration
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A) Records management
- Document Management system (DMS) or ElectronicRecords Management System (ERMS) (obligate since2009) – cooperation with IT-cooperation of the leadership of the university- creation of personal contacts with the management oforganizational departments of the university and administrative staff- effectiveness of GDPR
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Discarding of Documents
Documents of type A – ArchiveDocuments of type S – ShreddingDocument of type V – Selection („výběr“)
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Obstacles for correctKeeping of RecordsManagement Service- Self-governing of faculties, institutes etc.- Underestimating of records management and archiving- Low financial offences- Lack of space for storage
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B) Ordering of ArchivalFiles-PEvA – Archival Records Program: http://www.mvcr.cz/clanek/archivni-fondy-a-sbirky-v-ceske-republice-386553.aspx- Basic Rules for Processing of Archival Records: http://www.mvcr.cz/clanek/metodiky.aspx?q=Y2hudW09Mw%3D%3D- ELZA - http://elza-konference.lightcomp.cz/
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Personal Documents
- Addressing of the families of deceased university personalities
- Open call on the website or social networks- Oral history
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Thank You for AttentionKamila MádrováCzech Technical University Archive
Czech Technical University in Prague –Rector‘s Office
www.cvut.cz/archivehttps://www.facebook.com/archivcvut/