What Is the Rulebook on Protection of Registry Material?
The Rulebook on Protection of Registry Material and Archival Materials is an internal act that every legal entity and entrepreneur in Serbia must adopt. This document defines how a company organizes, stores, protects, and manages its documentation — from creation to destruction or transfer to the archive.
The obligation to adopt the Rulebook is prescribed by Article 10 of the Law on Archival Materials and Archival Activities ("Official Gazette RS", No. 6/2020).
Who Must Have This Rulebook?
- All legal entities (LLC, JSC, public enterprises)
- Entrepreneurs
- Government institutions and bodies
- Associations and foundations
- Schools, hospitals, cultural institutions
Essentially — anyone who creates or possesses documentation as part of their activity.
What Should the Rulebook Contain?
1. General Provisions
Definition of subject matter, legal basis, terms (registry material, archival materials, classification mark).
2. Record-Keeping and Classification Methods
How documentation is received, registered, classified, and sorted by categories. References the Category List of Registry Material.
3. Storage and Protection
- Storage conditions (temperature, humidity, fire protection)
- Physical protection (locked room, shelves, binders)
- Digital protection (backup, encryption, access control)
4. Responsible Persons
Appointment of the person responsible for protection of registry material. The law requires every company to formally appoint this person.
5. Retention Periods
Reference to the Category List with retention periods.
6. Destruction Procedure
Procedure for destroying documentation with expired retention periods — including the obligation to obtain approval from the competent archive.
7. Transfer of Archival Materials
Procedure for transferring documentation of permanent value to the competent archive (mandatory after 30 years or upon company closure).
8. Transitional and Final Provisions
Effective date, obligation to familiarize employees with the Rulebook provisions.
How to Adopt the Rulebook
- Draft the document based on legal requirements and your company's specifics
- Customize it to your activity — an IT company and a construction company have different documentation types
- The director adopts the Rulebook by decision
- Inform employees about the Rulebook provisions
- Keep the Rulebook and make it available to the competent archive upon request
Connection with Other Obligations
The Rulebook is part of a broader document protection system that includes:
- Category List of Registry Material — classification and retention periods
- Archive Book — annual documentation records
- Appointment of responsible person — formal act
All these documents together form complete legal protection for your documentation.
Penalties for Not Having a Rulebook
If the archival inspection determines that a company does not have an adopted Rulebook, penalties are:
- Legal entities: 50,000 — 2,000,000 RSD
- Responsible persons: 5,000 — 150,000 RSD
Conclusion
The Rulebook on Protection of Registry Material is not a formality — it's the foundation of the entire document management system in your company. Without it, all other obligations (archive book, category list, destruction) lack a legal framework.
Arhivix helps you implement everything the Rulebook prescribes — from classification and storage to automatic retention tracking and archive book generation. Try it free.
