%%{init: {'theme': 'base', 'themeVariables': { 'fontSize': '24px', 'fontFamily': 'arial', 'lineWidth': '3px'}}}%% graph TD subgraph Preparation[" "] prep_title[" PREPARATION PHASE (Article 17) "] A([Start])-->B["Culling work begins
in early March
(Article 20/1)"] B-->C["Priority given to
older documents
(Article 17/2)"] C-->D["Retention schedules
are reviewed"] D-->E{"Documents
Exempt from
Culling?
(Article 18)"} E-->|"Yes"|F["Active records, unexpired
retention, litigation documents
are set aside
(Article 18/1)"] E-->|"No"|G["List of documents
ready for culling
is created"] F-->G end subgraph Commission[" "] commission_title[" COMMISSION FORMATION (Article 19) "] G-->H["Culling and Destruction
Commission is established
(Article 19/1)"] H-->I["Commission members
are appointed
(5 members or min. 3)
(Article 19/1-2)"] I-->J["Assignment letter
is prepared"] end subgraph Culling[" "] culling_title[" CULLING PROCESS (Article 20) "] J-->K["Commission meets
with full quorum
(Article 20/2)"] K-->L["Documents evaluated
(Administrative, financial,
legal, historical value)"] L-->M{"Uncertainty
Present?
(Article 20/2)"} M-->|"Yes"|N["Decision to retain
document is made
(Article 20/2)"] M-->|"No"|O["Decision made
by majority vote
(Article 20/2)"] N-->P["Culling decisions
are finalized"] O-->P end subgraph DestructList[" "] destruct_list_title[" DESTRUCTION LIST PREPARATION (Article 21) "] P-->Q["Destruction List (Annex-5)
is prepared
(Article 21/1)"] Q-->R["File codes, document
types, years
listed in schedule
(Article 21/1)"] R-->S["Each page signed by
commission chair
and members
(Article 21/2)"] end subgraph ApprovalProc[" "] approval_title[" APPROVAL PROCESS (Article 21/3) "] S-->T{"Central
Organization?"} T-->|"Yes"|U["Sent to State
Archives Directorate
(Article 21/3-a)"] U-->V["Directorate approval
is obtained
(Article 21/3-a)"] V-->W["Approved by institution's
top official or
authorized person
(Article 21/3-a)"] T-->|"No"|X["Institutional archives'
approval is obtained
(Article 21/3-b)"] X-->Y["Approved by unit's
top official or
authorized person
(Article 21/3-b)"] W-->Z["Destruction method
is determined
(Article 21/4)"] Y-->Z Z-->AA["Approved Destruction List
(Article 21/3)"] end subgraph Waiting[" "] waiting_title[" WAITING PERIOD (Article 21/5) "] AA-->AB["Documents approved
for destruction are
properly stored
(Article 21/5)"] AB-->AC["Wait until decision
becomes final"] end subgraph DestructProc[" "] destruct_proc_title[" DESTRUCTION PROCESS (Article 22) "] AC-->AD{"Document
Type?"} AD-->|"Paper"|AE["Documents shredded
(Unreadable and
irrecoverable)
(Article 22/1)"] AE-->AF["Sent for
recycling
(Article 22/1)"] AD-->|"Electronic"|AG["Removed from system
and destroyed
(Unreadable)
(Article 22/3)"] AD-->|"Special"|AH["Destroyed according
to specific regulations
(Article 22/2)"] AF-->AI["Destruction certificate
is prepared
(Article 21/6)"] AG-->AI AH-->AI AI-->AJ["Date, time, location,
quantity, method
are specified"] AJ-->AK["Commission members
sign certificate"] end subgraph RecordStorage[" "] record_title[" RECORD AND STORAGE (Article 21/7) "] AK-->AL["Destruction lists,
certificates, approvals
filed in archives"] AL-->AM["Digital copies
are backed up"] AM-->AN["File number
is assigned"] AN-->AO["Retained for
10 years
(Article 21/7)"] AO-->AP([End]) end %% Explanation notes E-.-N1["Exempt from Culling (Article 18):
1. Active records
2. Unexpired retention
3. Litigation documents"] I-.-N2["Commission Members (Article 19):
1. Archive unit head/doc. mgr. (Chair)
2. Two archive staff
3. Two unit representatives
(Article 19/2: Min. 3 members possible)"] L-.-N3["Evaluation Criteria:
1. Retention schedule compliance
2. Administrative, financial, legal value
3. Historical value
4. Archival characteristics"] Q-.-N4["Destruction List (Annex-5) - Article 21/1:
1. File codes
2. Document types and attributes
3. Years
4. Sample documents"] %% Style definitions classDef default fill:#f0f4f9,stroke:#233B87,stroke-width:3px,color:#233B87,font-size:24px classDef decision fill:#233B87,stroke:#233B87,stroke-width:3px,color:white,font-size:24px classDef start_end fill:#dfe6f2,stroke:#233B87,stroke-width:3px,color:#233B87,font-size:24px classDef note fill:#fff,stroke:#233B87,stroke-width:2px,stroke-dasharray: 6 6,color:#233B87,font-size:22px classDef title_style fill:none,stroke:none,color:#233B87,font-size:26px,font-weight:bold %% Apply styles class A,AP start_end class E,M,T,AD decision class N1,N2,N3,N4 note class prep_title,commission_title,culling_title,destruct_list_title,approval_title,waiting_title,destruct_proc_title,record_title title_style %% Subprocess styles classDef subgraph_style fill:#f8f9fa,stroke:#233B87,stroke-width:3px class Preparation,Commission,Culling,DestructList,ApprovalProc,Waiting,DestructProc,RecordStorage subgraph_style