Frequently Asked Questions
What is your policy regarding access to archival material
by foreigners? According to the new National Archival Law adopted in December 2001, foreigners have the same rights to access and use of the national archival records and the same obligations as Ukrainian citizens.
Is there a specific time span before records are made available to the public?
The archival records are available to the public from the time of their acquisition; however, if the documents contain personal information, then access is restricted for 75 years, according to law. In this event, a person (or relative) whose interests and rights may be violated must give written permission to access these records.
What is the relationship between the State Committee on Archives of Ukraine and the oblast archives?
State regional (oblast) archives and state archives of cities of Kyiv and Sevastopol are structural subsections of local bodies of executive power - State oblast administrations. These archives preserve documents of the National Archival Fund (NAF), which have local significance, and execute functions of local governing bodies in archival affairs and records management on the oblast (city) level. At the same time, local State archival institutions are an integral part of the State archival system and the oblast archives are subordinate to the State archival service. The Committee is providing the normative and legal basis for these archives, ensuring their scientific/informational and practical activities, organizing the formation of the National Archival Fund, state registration, calculation and preserving of its documents, usage of archival information, and in general, controls their activity according to legislation relating to the National Archival Fund and archival institutions.
What is the system of ZAHS offices throughout Ukraine?
The system of RAHS (registration acts of civil state
[formerly ZAHS]) state archives is under the jurisdiction of the Ministry
of Justice of Ukraine and is based upon the same structure as the state
archives system under the State Committee on Archives. There are district
(raions) archives of RAHS, city archives and oblast archives. The network of RAHS archives numbers over 700 institutions. They work as structural subsections of the local administrations of justice and exist in each administrative-territorial unit (oblast, district, city) in districts of Kiev and Sevastopol'.
Is there a specific time period after which records are transferred from a ZAHS office to the state archive?
The RAHS's archival system holds their records for 75 years. After this time period, according to law, all documents must be transferred to the state archives. At this time (2002), the RAHS archives have holdings not earlier that 1925-1927. This rule was confirmed by the latest normative document entitled The Rules of Work of Archival Subsections of State Power Bodies, Local Self-government, Enterprises, Institutions and Organizations, confirmed by the order of State Committee on Archives of Ukraine from March 16, 2001 and registered by Ministry of Justice of Ukraine on May 8, 2001.
Sometimes an individual book covers many years. For example, birth records in small towns. Therefore, until the last year included in the book is more than 75 years old, the book remains in the ZAHS office.
Are there other archives in Ukraine beside the State Historical archives and the oblast archives that hold documents that could be useful for genealogists?
Yes, in addition to the two national historical archives (Central State Historical Archive in Kyiv and the same in Lviv) that include unique sources reflecting the national history from ancient times (since the 12th century) until 1917 (in Kyiv) and 1939 (Lviv), there are other archives useful for genealogists:
Additionally, there are family papers, and other genealogical records in archival divisions of major libraries under the Academy of Sciences of Ukraine in Kyiv and Lviv; scientific libraries in Odesa and Kharkiv; archives of the academic institutes of archaeology; art studies, folklore and ethnology; literature. Many personal papers and photos are kept in the manuscript divisions of museums.
Are there any restrictions or requirements for genealogists who want to research records in Ukrainian archives to discover their ancestral past?
Genealogists included among the ordinary users of the
Ukrainian archives. They have the same rights as all other users. However,
there is the 75-year restriction on private records, so the user must
have permission from the person who ordered the research about his ancestral
past. The research process in RAHS archives is regulated by the Ministry
of Justice. Should researchers with roots in Ukraine expect to find genealogically useful records in the archives in Moscow and St. Petersburg? For example, where would the czarist (Imperial Russian) army records of soldiers from the Ukrainian gubernias be? Of course, the National Archival Fund of Ukraine does not contain all information about citizens and other peoples who lived in Ukraine. Many records including military, census, merchant's and nobility of the 18th – 19th centuries are held in the former Central Archives of USSR (now Federal Russian Archives), including:
A comprehensive two-volume guide by Patricia Kennedy
Grimsted was published in 2000: "Archives of Russia: A Directory and
Bibliographic Guide to Holdings in Moscow and St. Petersburg." An abbreviated
and updated version is available in electronic form: ArcheoBiblioBase
Archives in Russia. See also the Russian website for archives and archival affairs throughout the Russian Federation: (in Russian). What procedures should be followed by someone who wants to obtain information from Ukrainian archives by correspondence? What is the fee structure for research conducted by archives? What is the present situation regarding methods of payment? Someone who wants to obtain genealogical information
by mail, contact the contact
list of archives including postal addresses, e-mail addresses, tax
numbers of Ukrainian State Archives.
The inquirer should write to the appropriate regional archive and provide the following information: In his inquiry, he should provide the following information:
The research fee depends on the time and complexity of
research and is determined by the general price list (Prejiskurant;
see: Information Bulletin of State Committee on Archives of Ukraine entitled Visnyk
derzhavnoho komitetu arkhiviv Ukrainy, No 4(8), 2001; full
text in Ukrainian). In General, the average fee for an uncomplicated
research does not exceed $500 (excluding copy costs). Payment of fees
are by bank (wire) transfer to the State Archives' account or by mail
remittance. An alternative payment method may be a wire money transfer
to a charitable foundation associated with the State Archives or to the
account of the Society of Ukrainian Archivists (24 Solomians'ka Street,
Kyiv, 03680). Please contact: sau@archives.gov.ua. Has the State Committee on Archives of Ukraine any plans to publish an inventory of metrical records? The publication of archival guides is part of the State Committee on Archives of Ukraine publishing activity and is among the first priority tasks. Since 2000, we have launched an extensive publication program entitled Archival Repositories of Ukraine with two sub-series, one is Archival Guides (Putivnyky) and another is Special Reference Books (Spetsialni Dovidnyky), i.e., different directories, inventories, surveys, catalogues etc. (for more information see above mentioned Visnyk, No 4, 2000; in Ukrainian). There are some recently published guides within the first series, i.e., "guides of the new generation", including:
The main distinctive feature of the new series' guides is the full list of archive's fonds and collections included in each of them (this was absolutely impossible during the Soviet times). Visitors can view summaries and contents of these guides at our website (www.archives.gov.ua). Electronic versions (in a database form) soon will be available through the Internet. While preparing to visit Ukrainian archives one should consult the available guides (in English), for example,
For the last ten years, archivists in Ukraine have been
cooperating with the Routes to Roots Foundation, Inc. headed by Miriam
Weiner to compile a town-by-town inventory of archival documents available
in a searchable database (at no cost to inquirer). Since May 2002 this
database is posted at the foundation website: www.rtrfoundation.org.
This website includes extensive information about our archival documents
as well as several chapters written by Ukrainian archivists. Many visitors to Ukraine who are interested in their roots have never been to an archive. What advice can you give them so that their research can be effective and so that they are not a burden to the archive staff? If visitor comes to 24 Solom'ianska Street, how can he or she proceed from there?
There is no special reception. The simple way to proceed from the door at 24 Solom'ianska Street is to ask for assistance from the security officer.
There are two central state archives in the building (Central State Historical Archive of Ukraine in Kyiv, Central State Archive of the Higher Organs of Power and Government of Ukraine) and another one in a separate building inside the court at the same address (Central State CinePhotoFono Archive of Ukraine).
If I come to the archive to do this research personally, is there an archivist fluent in English who can help me?
In many larger archives, there are archivists who speak English, but they may not be available to assist researchers because of their other duties. In any event, they could only spend a brief amount of time during the research process. If the researcher is not fluent in Russian/Ukrainian, they must provide their own translator for the research process, preferably someone who is experienced with archival research.
In the archives, are there any indexes to records or finding aids in English?
Unfortunately there are no finding aids in English. You should ask someone in the archive for (limited) assistance in translating the available materials or bring your own translator.
Where can I find a town-by-town inventory of archive documents, in English?
The only known town-by-town inventory of archive documents in English is the book by Miriam Weiner "Jewish Roots in Ukraine and Moldova: Pages from the Past and Archival Inventories" (Secaucus, NJ/New York, 1999). Please view the Routes to Roots Foundation website (www.rtrfoundation.org).
Do the archives hold documents that relate to particular religious groups, for example, Jewish records?
Yes, there are many records that relate to religious groups The comprehensive survey of church archives in Ukrainian repositories will be published on our website soon in a chapter "On-line Resources" (on Ukrainian website). The main groups of Jewish records in the archives of Ukraine are listed in Jewish Roots in Ukraine and Moldova (see above).
What is the actual process for a researcher upon arrival in an oblast archive?
The process is the same as in the central archives in Kyiv and Lviv. The visitor is asked to complete a registration form in the reading room, then place an order for indexes or books from the archival library. Usually, it takes less than one hour to receive indexes, surveys or books from the library. Major guides and many inventories are available in the reading room and are accessible immediately. The specific files of documents requested will be delivered next day or the time may be shortened, if possible, to accommodate the visitor's schedule. However, the general procedure is to deliver actual files of documents or books the day after the order is placed.
Please note there are new Rules of work of reading rooms in the state archives of Ukraine adopted in 2001 (full text in Ukrainian).
Is it possible for the visitor to bring his own electronic and photographic equipment to the archives (including laptop computers, scanners, portable copy machines, cameras, video cameras)?
According to the new Rules (since 2001) the only restriction regarding equipment are items that may damage documents (scanners or portable copy machines) because of the unique medieval documents or book bindings. In any event, the researcher is requested to consult the specialist in the reading room before using this equipment. Any other equipment (including laptop computers, cameras and video cameras) is permitted. Visitors who plan to use equipment that operate on both battery and electricity, should be prepared to use the batteries rather than electrical outlets.
We would like to encourage visitors to come to our archives. There are very skilled and qualified people, most of them working as archivists for many years, so any request will be met by staff with extensive knowledge and experience. Younger archivists have some language skills that would be helpful for those who do not speak Ukrainian or Russian. We are doing our best to help researchers and visitors.
Genealogical Research
Genealogical Research are an important part of the Ukrainian States Archives' activity. Each year more than 1,000 inquiries are received from those whose ancestors lived in Ukraine and want our assistance in searching their family history. The State Archives of Ukraine, particularly the Central Historical Archives in Kyiv and Lviv, have unique genealogical sources including the Metrical Books (vital record registrations) of different religions (Russian Orthodox, Catholic, Uniats, Evangelical, Jewish) from the 18th-20th centuries, Census Documents, Military Records, lists of house owners (from 19th to early 20th century) etc. The State Archives conduct genealogical research on individual basis. For the purpose of serving you in conducting genealogical research the Ukrainian Center for Genealogical Research was organized. The Center associated with the State Archives would assist you in searching your roots in Ukraine and coordinate all research work within the Ukrainian Archives. Please visit the Center's website www.genealogicaltree.org.ua for more detailed information or contact the Center directly: genealogicaltree@ukrpost.net The State Archives conduct genealogical research on a fee basis. The research fee depends on the time and complexity of research and is determined by the price list. In general, the average fee for an uncomplicated research does not exceed $500. Payment of fees are by bank (wire) transfer to the State Archives' account directly or via the Ukrainian Center for Genealogical Research. Someone who wants to obtain genealogical information by mail, should consult the Contact list of Ukrainian Archives. The inquirer should write to the appropriate regional archive or to the Ukrainian Center for Genealogical Research and provide the following information:
The precise data on historical region of Ukraine (Galizien, Bucovina, Transcarpathian, Volhynia, Podillia and so on) where the inquirer's ancestors lived is very important for a successful search. Each inquirer should be prepared to sign an individual research agreement with the State Archive. While preparing to visit Ukrainian archives personally one should consult the available guides (in English), for example:
Jewish GenealogyA town-by-town inventory of archival documents is available in a searchable database (at no cost to inquirer) on the Routes to Roots, Inc. website at www.rtrfoundation.org. This website includes extensive information about our archival documents as well as several chapters written by Ukrainian archivists, maps and map resources for Ukraine and other valuable information. The website consists of two parts: (1) a 275-page book and (2) a searchable database of archive inventories for towns in Belarus, Poland, Ukraine, Moldova and Lithuania. After you locate documents for the town that interests you, you can then click on "archive name" which will take you to a page where you can find the archive addresses and other contact information. See the Site Map on the Home Page which will give you a detailed outline of the website. The Home Page also includes information about what versions of browsers work best with this website. Also, there are instructions about Adobe Acrobat Reader for viewing PDF files on the website. If you have questions, please see the FAQ section (the button is last on the Menu). The database may be searched in three ways: by current spelling, by "soundex" system and by "begins with" - all explained on the "Archive Database".
Archives in Ukraine Following is a brief extract of the ArcheoBiblioBase information system for archival repositories in Ukraine with a bibliography of their general published guides. Since the State Committee on Archives of Ukraine (Derzhkomarkhiv) launched its own website at the end of 2000, these files have been updated to coordinate with that coverage, which was based on listings in the short directory of Ukrainian archives (Kyiv, 2000).
The present edition of the English-language files draws on the data in that Ukrainian-language directory, the Derzhkomarkhiv website, and related sources.
TABLE OF CONTENTS
The brief coverage below, provides an abbreviated listing of the seven national-level state archives under the State Committee on Archives of Ukraine. Secondly, it covers oblast- and municipal-level archives in Kyiv and Lviv. Third, it lists state oblast archives in other oblasts (which now include the holdings of the earlier oblast-level Communist Party archives) together with a bibliography of their published guides, most of which are now available in microfiche editions. Finally it lists manuscript repositories in the two major libraries and one institute under the National Academy of Sciences of Ukraine.
The present coverage was updated for the Ukrainian Research Insearch Institute of Harvard University by Dr. Grimsted (with the assistance of Natasha Maslova in Moscow) on the basis of the earlier ArcheoBiblioBase files in Kyiv in consultation with colleagues at Derzhkomarkhiv and data at the current website "Arkhivy Ukrainy." The last two previous names and acronyms of the repositories listed are given in both Ukrainian and Russian, since researchers are likely to find citations in both languages. For major archives a brief paragraph explains the nature of holdings and, where appropriate, the historical basis and major reorganization of each repository since Ukrainian independence in 1991. Included here in terms of bibliography are only the major repository-level guides available. Since independence, many of the vast holdings in Ukrainian archives have been declassified and opened for public research. The extensive archives of the Communist Party of Ukraine under Soviet rule have been incorporated into the state archival system, and most of their holdings are now also open for research. Even many formerly top-secret files held by the security services in Ukraine have been made available to families of the repressed, and some categories of records have been opened to the research public. However, at the same time a severe economic crisis has produced shortages of staff, lack of technical facilities, storage space limitations, and deteriorating physical condition of many archival repositories. Worries abound regarding the adequate preservation of the Ukrainian archival heritage for future generations. The relative decrease in government funding for archives, libraries, and academic institutions, has also meant the curtailment of many vital processing and public reference services that would normally be found in open public archives in other parts of the world.
Despite economic hardship, Ukrainian archives have nonetheless kept their doors open for public research and are ready to welcome scholars and other researchers from throughout the world. Now that Ukraine has been independent for twelve years, and now that Ukrainian historical research and publishing facilities have been freed from centuries of ideological straightjackets, it is possible to conduct open research on Ukrainian history and culture. The present English-language electronic information from ArcheoBiblioBase, supplementing the Derzharkhiv website, should help alert researchers to the wealth of holdings and research opportunities in Ukrainian repositories.
The Harvard Ukrainian Research Institute (HURI) welcomes comments and suggestions regarding this coverage. However, HURI regrets that staff limitations make it impossible to answer reference inquiries. Inquires should be addressed directly to Derzhkomarkhiv or individual Ukrainian archives as indicated at their website.
All of the repositories listed below are described in more detail in Ukrainian at the Derzhkomarkhiv website, which is considerably updated and expanded from the latest printed (2000) directory:
Arkhivni ustanovy
Ukrainy: Dovidnyk.
Holdings in all of these repositories as organized before 1990 are described in much more extensive detail in English, together with a comprehensive annotated bibliography of their finding aids and other general archival reference literature, in the 1988 directory by Patricia Kennedy Grimsted:
The electronic files from which that volume was prepared were incorporated in the ArcheoBiblioBase information system for updating and expansion. Comprehensive, annotated listings of earlier guides and more specialized finding aids, including articles (through 1986 imprints) can be found in the 1988 Grimsted directory, and in Ukrainian in the 2000 Derzhkomarkhiv directory and subsequent website. Accordingly, page references to those directories (PKG Archives: Ukraine [1988]; and Arkhivni ustanovy Ukrainy [2000]) are provided in each case, along with links to the website coverage. In many cases, unfortunately, no new guides have been prepared since 1991, and the earlier published guides are inadequate in covering the holdings now open for research. Nevertheless, they provide a general orientation, and describe many of the holdings. While earlier guides are now all out of print, microfiche editions are available through IDC Publishers (formerly Inter Documentation Company) in Leiden, the Netherlands (http://www.idc.nl) and in a few cases through East View Publications (http://www.eastview.com); appropriate notations in the bibliographic data identify those reprint sources.
In fact almost all of the bibliographic entries in Dr. Grimsted's 1988 directory were issued in microfiche editions, and a special IDC catalogue of these Ukrainian finding aids was issued simultaneously with the publication of that directory. The IDC order numbers for all items filmed are listed as part of the bibliographic entry in the Grimsted directory. The separate IDC catalogue, as well as a microfiche edition of the Grimsted directory, are now available directly from IDC (at the web address mentioned above).
Genealogical Research/Family History
Family history and/or genealogical inquiries should not be addressed to HURI nor to Dr. Grimsted, but can be addressed directly to several more specialized sources, as explained at the Derzhkomarkhiv website:
http://www.genealogicaltree.org.ua/. For those interested in family history research in Ukraine, the handbook prepared by Miriam Weiner is particularly recommended:
Weiner, Miriam, Jewish Roots in Ukraine and Moldova: Pages from the Past and Archival Inventories. Secaucus, NJ/New York, 1999.
Although emphasis is on Jewish-related sources, the volume will be helpful for others interested in family history. Further notes regarding genealogical research and associated website of the firm Routes to Roots, Inc.: http://www.rtrfoundation.org.
That website provides town-by-town inventory of archival documents in a searchable database (at no cost to inquirer), as well as several chapters written by Ukrainian archivists, maps and map resources for Ukraine and other valuable information. Additional sources of information are listed and described in the Resource Guide at the website of the Federation of East European Family History Societies: http://www.feefhs.org .
Archival Legislation of Ukraine Archival
Legislation of Ukraine: 1991-2003. 2d ed. Kyiv, 2004. 152
p. Arkhivy Ukrainy:
Arkhivni ustanovy Ukrainy. Zakonodavcha ta normatyvna baza.
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