Equipment and services certificate
The providers of services involving the collection and keeping of documentary materials in digital form and the providers of auxiliary services must protect the archived materials in digital form; therefore, they must only use equipment and services certified at the national archives.
Certification is a procedure used by the Archives of the Republic of Slovenia to acknowledge the conformity of the offered equipment or electronic storage services with the valid regulations. Equipment or services certification enables providers to operate with the public sector, at the same time, their users are guaranteed increased safety in the use of equipment and services.
The services of keeping archived material in digital form and auxiliary services in connection with the services of keeping archived materials in digital form for public entities and archives can be performed only by the provider who is accredited at the national archives.
The national archives conclude a contract on certification with the provider, thus regulating the relationship between the national archives and the provider of services in accordance with the general conditions for certification, determined by the national archives.
In the process of certification, the national archives verify the conformity of equipment and the services of collection, keeping and auxiliary services with legal requirements and in case the conformity is established, they certify the provider's equipment or service and enter it in the register of certified equipment and services.
The request may be submitted only by providers who are already entered in the register of providers of equipment and services.
The request for certification of hardware and software, the collection and keeping of materials in electronic form and auxiliary services is filed at the Archives of the Republic of Slovenia on the prescribed form for the certification of equipment and services for digital archiving in person, by post or electronically via the online application.
The request must contain the following data:
- the title or personal name of the applicant,
- head office or address of permanent residence of the applicant, identification number,
- postal address,
- website (if available),
- telephone number,
- fax number,
- data on the type of equipment or services,
- name of service/equipment as is entered in the register of providers of equipment and services,
- description of equipment or service,
- completed final version of the Uniform technological request version 2.1 for verifying the conformity of equipment or services with legal regulations that is published on the website of the Archives of the Republic of Slovenia.
Certification fees are:
a) Fee for accreditation is the cost of the Archives of the Republic of Slovenia for managing the accreditation procedure and differs with regard to the type of equipment or service:
- certification of individual series or unit of hardware: EUR 300;
- certification of infrastructural software: EUR 500;
- certification of applicative software that ensures only a certain functionality of the protection of documentary and archived materials in digital form: EUR 500;
- certification of applicative software that ensures a comprehensive set of functionalities of the protection of documentary and archived materials in digital form: EUR 2,000;
- certification of collection and archiving service: EUR 2,000;
- certification of auxiliary service: EUR 500.
b) Costs of procedure are costs that the Archives of the Republic of Slovenia or their external authorised advisor incur during the procedure or due to the certification procedure, and are carried by the provider. The costs of procedure are charged at each certification procedure separately. They are determined in the contract that is concluded for the purpose of certification procedure, i.e. between the Archives of the Republic of Slovenia or their external authorised advisor during the procedure or due to the certification procedure, and are carried by the provider.
The request must in electronic form comprise all documentation to which the request refers.
Individual attached documents should contain data on the date of confirmation, the confirming authority and the version. The reference field must determine where in the document is the text for which it applies that it is the appropriate answer for the selected request. Reference should refer at least to the page, chapter, article number or page.
- Judicial remedy: Appeal
- Competent authority: Archives of the Republic of Slovenia
The certification is obtained for a one year period and cannot be obtained for indefinite time. The provider can submit a request for the renewal of accreditation three months prior to the expiry of the contract deadline. The provider can file the request at the Archives of the Republic of Slovenia in person, by post or electronically.
Based on the provider's signing of the contract on certification, the Archives of the Republic of Slovenia in accordance with the contract and the general conditions for certification for the first time verifies and subsequently regularly at least once per year verifies the completion of requirements determined by the regulations in the field of archive activities and the consideration of professional rules.
If all conditions are fulfilled, the provider of equipment or services receives certification or the certification is extended, this fact is entered in the register of certified equipment and services.
The fee for certification extension, which does not cease to apply in the meantime, amounts one half of the fee for the first certification or one quarter of the fee for the first certification, if the extension of the certification of hardware or software is performed merely based on the provider's statement.
If the certification of hardware is extended, a statement must be submitted indicating that the hardware has not altered since the granting of the final certification and that all requirements, based on which the certification was granted, are fulfilled.
If the software certification is extended, self-assessment must be attached according to Uniform technological requirements 2.1. Section III, Chapter 3, i.e. the certification of software and the list with the description of all implemented modifications of software from the time when certification was granted.
If the collection and e-archiving or auxiliary services certification is extended, self-assessment must be attached according to Uniform technological requirements 2.1. Section II and the final valid version of internal rules with the list and description of all changes.