內政部役政署檔案閱覽作業流程圖

一、提出申請

(一)、閱覽、抄錄或複製機關檔案，應事先填具申請書後，向各機關提出申請，申請書應載明下列事項

1.申請人之姓名、出生年月日、電話、住所、身分證明文件字號。如係法人或其他設有管理人或代表人之團體，其名稱、事務所或營業所及管理人或代表人之姓名、出生年月日、電話、住所。

2.有代理人者，其姓名、出生年月日、電話、住所、身分證明文件字號；如係意定代理者，並應提出委任書；如係法訂代理者，應敘明其關係。

3.申請項目。

4.檔案名稱或內容要旨。

5.檔號。

6.申請目的。

7.有使用檔案原件之必要者，其事由。

8.申請日期。

二、本署收文至各業務單位

(一)、本署收受申請書後，應依權責，將申請書分文至受理業務單位辦理。

(二)、受理業務單位應依據申請書所載事項，確認其正確性，如有誤繕者，應以另紙方式補正檔號、檔案名稱或內容要旨相關資料。

三、審核結果驗證

(一)、受理單位檢查申請案件是否符合規定，如有不合規定或資料不全者，應通知申請人7日內補正；逾期不補正或無可補正者，得駁回申請。

(二)、受理申請，應儘速辦理，最遲應自受理之日起30日內，以書面通知申請人審核結果。如有補正資料者，自申請人補正之日起算。

四、調卷、陳核

(一)、經審核核准應用檔案者，受理單位應備妥審核通知書回覆申請人並將審核通知書影本送檔案管理單位。

(二)、經審核駁回者，受理單位除函覆申請人外，應將審核通知書影本併同檔案送交檔案管理單位並辦理還卷

五、閱卷

(一)、申請案件經核准者，受理單位應就核准應用項目於檔案應用約定日期前備妥檔案

六、影印資料

(一)、申請人如需檔案複製服務者，受理單位應先收取申請人繳交之複製費用，將檔案複製品併同收據交與申請人並辦理調案歸還。

七、還卷

(一)、檔案應用完畢，受理單位應當場檢視申請人歸還檔案之完整性及是否有不當破壞情形，如有下列情形，應於檔案應用簽收單註記後依相關規定辦理。

1.添註、塗改、更換、抽取、圈點或污損檔案。

2.拆散已裝定完成之檔案。

3.以其他方法破壞檔案或變更檔案內容。

The Flow Chart of Archive Viewing Application by Conscription Agency Ministry of the Interior

1. Application

(1.) Any act of archive viewing, copying, or duplicating shall file application and apply with associated organization. Application shall clearly indicate information below:

i. Applicant’s name, date of birth, phone number, address, and identification number. In the case of legal entity or any other group with manager or agent, its name, office, business manager or agent’s date of birth, telephone, and address shall be listed.

ii. In the case of agent, its name, date of birth, phone number, address, and identification number shall be listed. The designated agent shall bring with an authorization letter；The statutory agent shall bring with all the copies of verification documents.

iii. Item

iv. Archive name or subject

v. Archive number

vi. The application purpose

vii. Original use of the necessary files, and its subject

viii. Application date

2. Agency Document Retrieval and Undertaking Units

(1.) In accordance with the subject area, the agency will distribute the document to undertaking unit after the retrieval.

(2.) The undertaking unit shall base on matters contained in the application to confirm its accuracy and, in the case of applicant with misprint, shall replace document with corresponding archive number, name or the content of the relevant information.

3. Result of Verification

(1.) The undertaking unit to check whether the case is in line with the regulation. In case of any irregularities or incomplete information the undertaking unit shall notify the applicant within 7 days to make corrections. Any overdue correction or unable to make correction is subject to denial of application.

(2.) The result of the accepted application for archive viewing will be determined within 30 days of its receipt of the application whether it is approved or denied. Any incomplete information must be corrected prior to the start of the verification process.

4. Document Retrieval and Approval

(1.) Undertaking unit shall prepare notification and notify applicant once the applicant is authorized to archive viewing. Undertaking unit shall send duplicate of the notification to archive administration unit.

(2.) Undertaking unit shall prepare notification and notify applicant of any denied application. In addition, the undertaking unit shall send duplicate of the notification along with document to archive administration unit.

5. Archive Viewing

(1.) In the case of approved applicant, the undertaking unit shall prepare the inquired archived item prior to the agreed date.

6. Archive Duplicating

(1.) In the case of applicant who demands file replication service, the undertaking unit shall collect any duplicating fee from the applicant in advance. The undertaking unit shall deliver replicas of the archive along with a receipt and apply for archive restitution.

7. Archive Restituting

(1.) Undertaking unit shall inspect completeness of the restituted archive and check for any improper damage. If the following conditions have been inspected, undertaking unit shall note on the restituted receipt and applied with relevant regulations.

i. Annotated, altered, replaced, extracted, punctuated or defaced file

ii. Dismantled file

iii. Other methods that caused damage of the file or alter the contents of the file

一、內政部役政署（以下簡稱本署）為辦理檔案法第17條、第18條有關機關檔案之申請閱覽、抄錄或複製等規定事項，特訂定本須知

二、申請閱覽、抄錄或複製或攝影（以下簡稱閱覽）檔案，以案件或案卷為單位，應以書面方式向本署申請；未以書面申請者，受理業務單位應告知其應以書面申請。

三、受理業務單位受理申請後應審查是否合於檔案法第17條、第18條之規定。如依法令不得提供閱覽或應依其他法令申請閱覽者，應以書面敘明理由通知申請人。

四、受理閱覽之申請，應自受理申請書之日起30日內為准駁之決定。

五、經核准閱覽者，受理單位應於核准通知書中載明閱覽之時間、地點及應注意事項，通知申請人。

六、申請人至本署閱覽時，閱覽室專責人員應收驗其核准通知書及身分證明文件；身分證明文件應於檔案閱覽完畢點收後交還。

七、閱覽室專責人員應指導及監督閱覽人閱覽檔案，如有飲食、吸菸、破壞環境整潔或妨害安寧等情事，應予勸告制止，經勸告制止仍不聽從者，應終止其閱覽，並記錄之。

八、受理單位業務承辦人員應陪同閱覽人閱覽檔案。

九、閱覽人閱覽檔案如有下列情事之一，閱覽室專責人員或受理單位業務承辦人員應立即予以制止，告知其不得續閱後，停止其閱覽或抄錄，並記錄之。其涉及刑事責任者，移送該管檢察機關偵辦。

1. 有添註、塗改、更換、抽取、圈點或污損檔案之行為者。
2. 有拆散已裝訂完成檔案之行為者。
3. 以其他方法破壞檔案或變更檔案內容之行為者。

十、閱覽室專責人員或業務承辦人員應告知閱覽人，抄錄檔案時不得使用墨汁或墨水。

十一、閱覽抄錄及複製檔案，依檔案管理局訂定之「檔案閱覽抄錄複製收費標準」收費。

十二、檔案光碟、微縮片等特殊資料或卷宗，其閱覽規定亦同。

一、 The regulation is enacted by Conscription Agency (hereinafter referred to as “the agency”) to exercise Article 17 and Article 18 of Archive Act related to the application for viewing, copying, duplicating and so on.

二、 The application for viewing, copying, duplicating or filming (hereinafter referred to as “viewing”) archives shall be submitted in writing to the agency in unit of a case or file; the department in charge shall announce the applicant if the application is not presented in writing.

三、 The department in charge shall review the qualification of Article 17 and Article 18 of Archive Act after accepting the application. If the archive is not allowed to be viewed under the law or the application is based on the other law, the applicant shall be announced the reason(s) in writing.

四、The result of the accepted application for archive viewing will be determined within 30 days of its receipt of the application whether it is approved or denied.

五、Once the accepted application is approved, the department in charge shall indicate the time, location and needed information for archive viewing on an approval notice and inform the applicant

六、The reference room staff shall collect and verify the approval notice and identification documents when the approved viewer visits the agency in person; the identification documents shall be returned after the archives viewing is done.

七、 The reference room staff shall guide and monitor the viewer while the archives are being viewed and some inappropriate behaviors such as eating, smoking, mussing, noising or so on shall be dissuaded and the archive viewing will be stopped and recorded if the viewer ignores the dissuasion.

八、The department staff in charge shall stay with the approved viewer while archives are being viewed.

九、If the following actions happen while an approved viewer is viewing archives, the reference room staff or the department staff in charge shall immediately stop the archive viewing. The archive viewing or duplicating will be suspended and recorded after the discontinuance is announced.

（一）Adding annotations, altering, changing, removing, marking or damaging the content of the archives.

（二）Unpicking the bound archives

（三）Destroying or altering the content of the archives by other methods.

十、The reference room staff or the department staff in charge shall announce all approved viewers that inks are not allowed to use while archives duplicating are proceeding.

十一、Access fees to view,copy or duplicate archives are applicable in accordance with”The Fee standards to View,Copy or Duptcate Archives” per National Archives Administration Decree.

十二、The particular stored data and files such as disk files or microfiche files are under this regulation as well