Archive request by e-mail. Archive: how to make a request related to the restoration of family ties and the creation of a family tree

Having identified the prospect of putting together a difficult document, it will be right in your mind to break the content into 3 groups. They will not necessarily be served in the same order. First you need to formulate exactly what you want in the end, then think about the reasons. These may be court decisions, business customs, local regulations. The introduction is a fundamentally important part that forms the impression. Also, one should not forget and realize to whom this claim document is addressed and who should react.

How to make a request to the registry office?

Name of the applicant

required document

date of entry

the purpose of obtaining the document

How to make a request to the registry office

Section: Civil law |

The registry office is a civil registry office, therefore, this institution collects, systematizes and stores all information about the birth and death of citizens, the conclusion and dissolution of marriages, the change of names and surnames, the facts of adoption and adoption. By law, the registry office is required to store data for 100 years, after which acts are adopted by special archives. Who can make a request to the registry office to obtain the information he needs? Any person who provides a passport and claims the right to receive information.

How to make a request to the registry office?

A request to the registry office can be made during a personal visit to this institution. For example, by providing a personal passport, it will be possible to obtain a duplicate birth certificate or marriage certificate. In general, upon presentation of identity documents, any information that is stored in the registers of the registry office will be available.

Another possibility is to make a written request to the registry office, which is geographically too remote. In such a request, it is necessary to reflect a request to send the necessary information to the address of the branch closest to the applicant in order to subsequently receive data or new documents already there. A sample request to the registry office can be downloaded on our website.

In your application, you must indicate:

the registry office that has the information, its address

Name of the applicant

address and passport details of the applicant

address of the registry office closest to the applicant

required document

Name to whom this document should be issued

date of entry

the purpose of obtaining the document

The reissuance of documents by the registry office is subject to state duty: for example, today a certificate from the archive will cost 50 rubles, and a new marriage certificate - 100 rubles.

How to make a request to the registry office for marriage via the Internet

A request to the registry office via the Internet is most often made by potential newlyweds who want to book a marriage registration date. To make a request to the registry office for marriage via the Internet, you must use the services of the public services website of your region. Such services provide an opportunity to choose a convenient date and time of marriage, provided that it is not busy. It must be remembered that the booking of the wedding day is carried out no earlier than 3 months and no later than 2 months before the planned date of registration.

How to make a request to the archive?

What do people do when it becomes necessary to restore lost information of a different nature or simply find out socially significant information (this can be information about relatives, obtaining copies of lost documents, restoring information about work, awards, the location of people or institutions, and other reference information)? Of course, they turn to the archive. True, in order to do this, it is important to know what kind of archive you need, and how to make a request to the archive. That is what we will talk about in this article.

A little about the archives

Let's start with the fact that the archive is a public (rarely private) institution in which official documents are stored under certain conditions that guarantee maximum security. At the same time, the archive is engaged not only in responsible storage, but also provides the available information to both state authorities and citizens.

Archival business appeared in time immemorial. This is evidenced by historical finds, confirming that all civilizations that have reached a certain level of development had state archives. Documents from the archives of Babylon, Egypt, the Assyrian kingdom, Ancient Rome (there was not only the archive of the Senate and consuls, but also the archive of priests, as well as individual archives of famous families), Byzantium, Ancient Greece, as well as from the archives of medieval Europe . It must be said that already many thousands of years ago the archives were subdivided on a territorial basis: into central archives and repositories, and those that were in the provinces. In Europe, there were first archives of overlords and vassals, and then - city and church archives.

Contemporary Archives

Today, archives are funded on a regional and departmental basis. This means that the documentation stored in them, which is handed over by organizations, and the information refers to a specific territory (region, city, district) or department, for example, the Ministry of Defense (which also has central and regional archives).

All archives are divided into:

federal, government, state, current, historical;

municipal and city;

public, private, communal.

Both individuals and organizations, as well as authorities (such requests, as a rule, are of an official nature) and persons living abroad (such requests are called consular) can make a request to the archive regarding the receipt of this or that information.

In addition, archives are not always requested for information relating to a particular individual, and historical documents are also often requested. This is done by those who need them by occupation, for example, screenwriters, writers, scientists. Archival documents are often used when writing dissertations or scientific papers. In the case when documents are needed for writing a scientific work, in addition to a passport and an application for their provision, a document from the organization where the applicant studies or works, confirming his status and the subject of work, will also be required.

Where exactly should you go?

Often, going to request some documents or information from the archive, people do not know exactly where they need to go. It all depends on what specifically interests you. For example, you can get general civil information (date, place of birth, death, marriage) in the archive of the regional registry office. But here it must be borne in mind that documents are stored in the district archive for a maximum of seventy-five years, so if you are interested in earlier information, you will have to contact the regional registry office archive, where all documents from the districts are transferred. If we are talking about restoring entries in the work book, then you need to contact departmental archives, for example, the Russian State Military Archive (if we are talking about military personnel or civilian personnel) or territorial archives in those settlements or regions where the enterprise is located, where man worked. For information about sailors, please contact the Central Naval Archive. If you are looking for information about someone, but do not know where to start searching for information, then it is better to contact the district or city archive at the place of the intended stay or work of this person.

You can also use the online guide to Russian archives - guides.rusarchives.ru. There you can search through 49 regional archives and 31 federal ones. You can also go to the official website of the Russian Archives.

Archive requests: classification and deadlines

As for archive requests, they are all divided into:

thematic - these are requests for information that relate to a specific event, fact or topic; by making such a request, you can establish information that clarifies the facts of the biography of a particular person;

genealogical - such requests imply obtaining information that will allow establishing kinship or clarifying the history of a particular family or clan;

socio-legal - such requests are usually associated with obtaining information that is needed to comply with the legitimate rights and interests of individuals or organizations; social and legal include service requests from authorities, consular requests, as well as requests from legal entities and individuals (the latter may relate to the state of health, wages, seniority, military service, education, repression, awards, acts of civil status, etc.).

Archival requests are executed in accordance with the established procedure, which is clearly stated in Federal Law No. 125-FZ “On Archival Affairs in the Russian Federation”. This means that thirty days may elapse from the moment a request is received and registered until a response is received. This period may be extended by the decision of the management of the archive, but not more than another thirty days. At the same time, the employees of the archive where the request was received are obliged to notify the applicant of the extension of the deadline for fulfilling the request.

But there are situations when people, without understanding, submit a request to the wrong address. In this case, it will be recognized as non-core and sent to another archive according to its affiliation within five days from the date of receipt. At the same time, archive employees must notify the applicant about the forwarding of the request and indicate the address of another archive.

Making a request

To make a request to the archive, you need to draw up an application in free form, since there are no strict requirements for this (although some institutions offer applicants their own form). But there are a number of points that must be reflected in the document. So, in the "header" (it is written in the upper right corner of the sheet) we indicate:

to whom the request is sent (you can specify the name of the organization and the name of its head);

Name and address of the applicant;

contact phone number of the applicant;

outgoing number, details of the institution, legal address (these data are indicated if the request is submitted by a legal entity).

what is the request about (here it is important to clearly, specifically and clearly state the essence of the issue, as well as indicate the time and territorial scope, which are very important, for example, when searching for relatives);

the reason why the information is requested;

the address to which the response to the request should be sent (this can also be e-mail);

the date the request was made;

signature of an individual, responsible officer or director of the institution (if the request is submitted by the organization).

How to apply?

A request to the archive can be submitted in several ways: in person (bring an application and register it by providing your passport), send it by registered mail with a notification, via the Internet (in the latter case, a notification from the archive will be sent to the email address about the receipt of the request).

What do the archives give out?

In response to a request, the archive issues either an archival certificate containing information related to the subject of the request, or an archival extract extracting the contents of the original archival document, or an archival copy of the requested document.

And if there is no information on request in the archive, then the applicant will receive a letter outlining the reasons for the lack of documents and recommendations for further action.

If you need to find relatives, restore a lost birth certificate, or study historical documents for writing a dissertation, you just need to make a request to the archive, correctly compiling an application.

How to make various kinds of requests to the registry office and archival institutions

Readers of my blog, I am glad to welcome you again on my page!

Today I will tell you about how to submit requests to the registry office, with the help of what documents this can be done.

What is a registry office?

According to Wikipedia, these are the Departments of Civil Status Records (abbreviated as ZAGS or ZAGS) - an executive authority in Russia and a number of other states that registers the facts of birth, paternity, adoption (adoption), marriage, divorce, death and change of name.

Firstly, I will say that you can request information about people who are no longer alive. If you submit a request for a living person, no one in the registry office will issue you documents.

It is necessary that this person himself appeared for requests with an identity document. Let me remind you that since the reign of President Yeltsin, in Russia, such documents have been the passport of a citizen (ki) of Russia. Of course, if you are not a military man in active service, then you can present a military ID (sailor's book) or an officer's book. Many people think that it is possible to present a driver's license. But we don’t live in the USA, watch Hollywood movies less, especially since your driver’s license gives you the right to drive vehicles of the corresponding category on the roads of Russia, and some actions of the traffic police require the driver to have a passport.

In the life of everyone, there may be a need to refer to archival documents. Citizens write requests in case of need to restore documents, recreate historical events, establish kinship or scientific research. An undoubted advantage is the widespread development of a network of archives on the territory of the Russian Federation. Along with the State ones, which have the richest documentary base, there are also private ones.

The need to submit applications is due to the complex structure of the archives. Thousands of funds, collections of documents, photographic material and other sources complicate the search for the necessary information. Therefore, you should describe the request as specifically as possible. The more you specify the facts known to you, the faster the employee will respond to the request.

Compilation features

Archives of Russia divided into types:

state;
municipal;
departmental;
archives of organizations;
private.

All citizens of the Russian Federation can apply to any organization for help, the main thing is to know how to apply correctly.

Request types:

socio-legal– to clarify the facts necessary while respecting the rights and interests of individuals or companies. These include requests from individuals and legal entities, consular (from foreign citizens, official);
genealogical- to clarify and clarify the facts of the biography of ancestors, in order to describe the genealogy of the clan, family;
thematic- is done in order to obtain documents on a separate fact of a person's history or life. Such requests are typical for research activities.

First you need to determine which of the categories the question fits into, in which archive the information of interest can be located.

You can apply:

at the registrar or at the MFC (passport required);
by letter by Russian Post;
electronically or through the portal of public services.

Modern technologies and the availability of the Unified State Portal allow you to send applications without leaving your home, simplifying work with the archives of Russian cities.

Information is provided free of charge, this is regulated by the Federal Law "On the organization of the provision of state and municipal services" dated July 27, 2010 N 210-FZ. The only thing for which the administration of the archive can set a price is the processing of information and the compilation of a new research work by employees based on the requested documents.

In addition to legislative acts, there are internal orders, charters and regulations that regulate the work of employees. The rules for the work of the archives of organizations drawn up by the Collegium of the Federal Archives regulate the work of small archives.

The general principle of the work of archives is accessibility and openness. They were created to preserve important documents in order to provide them to citizens upon request. However, there are restrictions on access to certain materials with a set period of secrecy. It can be documents of the Archives of the Ministry of Internal Affairs, the Armed Forces or nominal collections of famous people passed on by relatives.

If you need to restore any information about relatives or obtain information of a different nature, you need to write and send a request to the appropriate archive. But how to make a request to the archive? I must say that the archives have certain rules for processing requests from citizens, so when creating a request, you need to follow a few fairly simple rules. Now I will tell you how to make a request to the archive in such a way that it is accepted for consideration and, most importantly, that a positive response is received from archival workers, although it must be admitted that the archives may not respond to many requests. What to do in this case - read the last chapter of our article. Also, for your convenience, some materials are presented in the form of lists.

Request types

For those who have not yet encountered archive requests, it will be useful to know that there are three types of requests to archives:

thematic - associated with obtaining information on a specific problem or topic (biography of a particular person, historical information about something, etc.);
socio-legal - related to ensuring the legitimate interests and rights of a person or organization;
genealogical - inquiries on the history of a family or clan or on establishing kinship.

In addition, social and legal requests are also divided into three types:

from individuals or legal entities;
consular requests: from persons residing abroad;
official nature: from various authorities.

How to write a request to the archive

First of all, the request must contain information about the sender. If you are an individual, then it is enough to indicate your last name, first name and patronymic, and if you represent an organization, then indicate its name and legal address.
Be sure to include your return address in the text of the request, otherwise the archive workers will simply not physically be able to send you a response.

It is very important to formulate your question as clearly and precisely as possible. If you are collecting data about your ancestors, do not describe your family history in detail, and avoid vague language in your wish. The thing is that there is a regulation for working with requests and appeals from citizens and organizations, according to which, first of all, the request is submitted to the management of the archive for consideration. It is the leader who determines the classification of the request: thematic, socio-legal or genealogical. And then, according to the nature of the request, the manager transfers it to the appropriate department for execution. Therefore, the more vague your wording, the more likely the incorrect (for you, of course) definition of the nature of your request, and, accordingly, the appointment of its executor. A fuzzy request will be sent from department to department, and you can wait a very long time for a response.
Be sure to define the scope when requesting: temporary (chronological) or territorial. This is especially important if you are looking for people with a common last name. In this case, you simply won’t be able to find all your namesakes. Therefore, indicate the time period, as well as the territorial framework in order for the search for relatives to be successful.

Where to go

Many are also interested in which archives should be contacted with which requests. If your question is related to general civil information (for example, dates of birth or dates of death, dates of marriages), then the regional archive of the registry office will help you. Just keep in mind that all records are stored in it for 75 years. To search for older documents, you need to contact the state regional archive, where the registry offices transfer all documents after the specified period. To obtain data on a relative’s labor career, contact the archives of the relevant organizations or the RGVA - the Russian State Military Archive, if we are talking about the military. To search for information about sailors, there is TsVMA - the Central Naval Archive. It is better if you already have information about the unit number where the person served, as well as about the approximate years of his service in the relevant troops.

Documents and Services

In addition to family and personal information in the state. archives, you can also receive information about various historical events and even work with many historical documents. In the case when you collect information for the preparation of any scientific work, you need to take a special document from the scientific institution where you work or study, which is called "Attitude". The relation will indicate which scientific organization sent you and the subject of your request to this archive. If you apply to the archive on a personal matter related to the search for information about relatives, then you will only need a passport and an application, the form of which is usually issued by the archive workers themselves. In addition, when working in the archive, please note that in addition to free services (work in the reading room), there are a number of paid services that are not provided for by the rules for working in the archive. Thus, a fee may be charged for the preparation of archival references by the employees of the archive or for the accelerated preparation of various documents, scanning or photocopying services, etc. And what a sample request to the archive looks like, you can see here in this article: "If you came to the archive ..." - here you will find various requests and you can even see the answers of archive workers to requests from citizens and organizations. And one more question that often arises among people who turn to various archives. The question concerns the timing of consideration of requests. Here you can only answer this way: there are no specific deadlines for a response, unless otherwise provided by the procedure adopted in a particular archive. And in principle, you may not receive a response to your request at all, so two or three months after sending the request, it is reasonable to send another one.

To confirm kinship, work experience or property rights, to collect the missing fragments of the history of your family - archives can help in these and many other issues.

Related materials:

Which archive to contact

If you know exactly in which region the events you are interested in took place or the person you are interested in lived in, you can contact the regional department of archives.

For example, if you want to confirm your seniority at a metropolitan enterprise, you need to send a request to the Main Archive of Moscow.

If you don’t know exactly where to look specifically - for example, you need to trace the fate of a great-uncle who was born and raised in Moscow, but then left “somewhere to the north” - contact the Federal Archival Agency (Rosarchiv).

On what requests can I get information from the Rosarchive?

1. Socio-legal inquiries - information on the issues of social protection of citizens, necessary for registration and receipt of compensations provided for by Russian legislation and international obligations of the Russian Federation. It can be:

confirmation of work experience, salary;
confirmation in the armed forces, participation in hostilities;
confirmation of awards;
repression and rehabilitation;
Nazi persecution;
confirmation of education;
confirmation of vital records;
confirmation of social benefits.

2. Genealogical inquiries - information needed to restore family ties, establish kinship, study family history. Such a request can be executed both against you and against another person named in your application - unless this is limited by law, as, for example, with.

Based on the results of a genealogical inquiry, a document is issued in the form of a family tree, a genealogical list or a table, or a selection of archival references, extracts, copies of documents establishing family ties.

3. Subject queries - information on a specific topic, for example, a person's biography or some event. If searching for information and copying documents on demand requires a lot of time, the archive notifies you in writing of intermediate results.

Information on social and legal issues is provided free of charge, on thematic and genealogical - on a paid basis. The approximate order of prices can be found in the "Temporary regulation on the procedure for the performance of work and the provision of services on a paid basis by federal state institutions subordinate to the Federal Archives."

How to apply

In order to obtain the information of interest, you need to draw up an application-request and submit it to the Federal Archive. You can request:

send by letter to the address 103132, Moscow, st. Ilyinka, 12;
send by email [email protected]
submit through a special form on the website of the Federal Archives: http://archives.ru/feedback.shtml

Foreign citizens can also send their request through the Ministry of Foreign Affairs of the Russian Federation. Applications can be sent to the Consular Department at 119200, Moscow, 1st Neopalimovsky per., 12.

The request is made in free form. It must contain:

Information about the applicant - last name, first name, patronymic, full postal address, phone number, e-mail.
For legal entities - the name of the organization, full postal address, phone number, e-mail.
The topic of the request and the chronological scope of the information you are interested in.
The text of the request, written in a free style, and containing the maximum of information known to you on the topic - this will facilitate the work of the archive staff. The text should be clear and not contain obscene and other curse words.
If you have already addressed somewhere on this issue - specify where exactly.
How do you want to receive a response: by e-mail or by regular mail.
Response form.

According to 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 state and municipal archives, museums and libraries, organizations of the Russian Academy of Sciences", the form for receiving a response can be:

archival certificate - an archive document drawn up on an archive letterhead, having legal force and containing documentary information about the subject of the request, indicating archive ciphers and sheet numbers of the storage units of those archival documents on the basis of which it was compiled;
archival copy - a copy that literally reproduces the text of an archival document, indicating the archival cipher and sheet numbers of the storage unit, certified in the prescribed manner;
archival extract - an archive document drawn up on an archive letterhead, verbatim reproducing a part of the text of an archival document relating to a specific fact, event, person, indicating the archival code and sheet numbers of the storage unit;
informational letter - a letter drawn up on the form of the archive at the request of the user or at the initiative of the archive, containing information about the archival documents stored in the archive on a specific problem, topic;
thematic list of archival documents - a systematic short or annotated list of titles of archival documents, storage units / accounting units on a specific topic, indicating their dates and archival ciphers, compiled at the request of the user or at the initiative of the archive;
thematic collection of copies of archival documents - a systematic set of copies of archival documents or their parts on a specific topic, prepared by the archive at the request of the user or at the initiative of the archive. The thematic selection includes a title page, a thematic list of archival documents and, if necessary, a historical background on the topic;
thematic review of archival documents.

If the archival document for which you sent a request is intended to be sent to a foreign country, you must put . The state duty for affixing an apostille is 1,500 rubles for each document.

How long to wait for a response

An authorized employee of the Federal Archives will consider your application, and within 15 days will transfer it to the appropriate department for execution. If the documents, at your request, are stored in another archive or organization, the Federal Archives will transfer it to the address within 5 days from the date of registration of your application. After submitting your request to work or to another archive, you will be notified about it.

Deadlines for the execution of a thematic or genealogical request will be set by prior agreement with you - they depend on the complexity of finding the information you need.

You must respond to social and legal inquiries within a maximum of 30 days from the date of registration of your application. If for objective reasons this period is extended, you must be notified of this.

If the request was not accepted

In some situations, your request may not be accepted.

If you do not have the right to receive the requested information. This may be information containing state, military and commercial secrets, as well as information about the private life of third parties. When it comes to trade secrets, you need to provide permission to receive a request from the owner of the organization. When requesting personal data of an individual, permission to receive this information from this person or his heirs.
If the query does not contain the information needed to find the relevant information.
If you sent a request anonymously, without providing your data. An email address is not enough.
If the documents required to fulfill the request are not available in Rosakhiv and its subordinate archives.

In case of refusal, you must send a reasoned refusal to consider your request within 15 days.

You can appeal it by submitting an application to the head of the Rosarchive, to the Ministry of Culture of the Russian Federation or.

The complaint must include:

surname, name, patronymic;
the postal address to which the answer will be sent to you;
essence of the complaint.

As a confirmation of your words, attach to the application a copy of the refusal and other necessary documents on the subject of the request (if any).