国际档案理事会东亚地区分会会章

国际档案理事会东亚地区分会会章
（本会章于1993年7月7-10日在北京召开的成立大会上被通过，并于1998年9月22日在中国苏州召开的特别会议上做了第一次修改，在2002年12月4日澳门召开的全体大会上做了第二次修改）
有鉴于国际档案理事会会章第42条规定，各地区档案机构和档案工作者希望加强所在地区合作者可组成国际档案理事会地区分会；
有鉴于在1993年7月7-10日在中国北京成立的国际档案理事会东亚地区分会的目标和作用将与国际档案理事会的会章和活动保持一致；有鉴于本会各会员希望在增进相互了解，保护和丰富本国文化，促进档案教育和研究方面加强合作，为国际和本地区和平，以及东亚地区人民的共同幸福做出贡献；
因此，成立大会特通过下列章程：
I名称
1、本组织的名称为国际档案理事会东亚地区分会（EASTICA）II、宗旨和职责
1、EASTICA的宗旨是实施国际档案理事会的总目标，并且：A．建立、维护并加强本地区档案工作者之间，以及致力于档案保管和管理的所有机构和专业组织之间的联系；
B．采取一切措施保护和保管好本地区的档案遗产，防止一切危害的发生，进一步促进档案管理和保护的发展；
C．通过提供信息、广泛宣传和鼓励开放等方式促进对档案的利用；D．促进、组织并协调本地区档案领域的活动；
E．主办本地区档案工作者的专业培训；
F．同致力于用文献记录人类经验并利用文献为人类谋利益的其他组织和机构开展合作；
G．就本地区各成员国共同感兴趣的主题组织研讨会、座谈会和其他会议；
III会员资格
1、会员资格仅限于东亚地区国家和地区，分为下列四类：
A类：国家/地区级档案指导机构；
B类：国家/地区级档案工作者协会；
C类：与档案文件的管理与保护有关的机构，或档案工作者专业培训机构；
D类：个人会员：档案机构、部门或培训中心的在职或退休人员；
E类：为档案事业做出杰出贡献，或在档案专业中工作突出的东亚地区国民可由执行局选为EASTICA的名誉会员。

2、被国际档案理事会终止行使会员权利和特权的A、B两类会员，在国际档案理事会的要求下，其EASTICA会员的权利和特权也将被终止；
3、任何会员可通过给主席的书面通知退出EASTICA。

此通知从递交之年的12月31日起生效。

此退出在有效之日前应不对EASTICA的财务义务起不良影响。

4、执行局负责选出名誉会员，并在全体大会上授予其称号。

5、根据第七章第六条的规定，并经执行局同意，东亚地区以外的国际档案理事会会员都可以成为EASTICA的会员。

但国际档案理事会的会员不能同时参与两个地区分会的领导机构。

IV会费
1、会员的会费由全体大会确定；
2、名誉会员不交会费。

V 组织
1、EASTICA包括全体大会、执行局和秘书处。

执行局可根据EASTICA的工作计划要求建立专业委员会。

VI 全体大会
组成
1、所有会员都有权参加EASTICA全体大会。

职责
2、全体大会决定EASTICA的方针和活动，并就执行局提交的计划作出决定；
3、全体大会将根据执行局的要求接受并讨论会员们定期提交的报告；
4、任何会员都有权通过执行局向全体大会提出建议。

5、全体大会负责选举执行局成员并经执行局推荐任命主席。

法定人数
6、出席全体大会的有选举权的多数会员（A类和B类会员）构成法
定人数。

投票
7、每个国家/地区级档案机构在全体大会上有两票。

每个国家/地区档案工作者协会有一票。

如果一个国家有一个以上的B类会员，可以有第二票。

B类会员有责任制定程序以推举两个代表行使投票权。

全体大会的决定由简单多数通过产生。

8、如果某会员已拖欠会费一年，全体大会将阻止其投票。

程序
9、全体大会每两年召开一次。

全体大会可自行决定，或根据执行局的召集，或在至少三分之二有选举权的会员的要求下，召开特别会议。

10、在每次全体大会上决定下次会议的会址。

特别会议的会址，除非已经由全体大会提前决定，否则将由执行局决定。

观察员
11、全体大会可在执行局的建议下，邀请或吸收国际组织、其他国家政府、档案组织或机构和个人作为观察员参加大会的某次会议。

观察员没有投票权。

VIII 执行局
1、执行局由全体大会从有选举权会员任命的代表中选出。

它由一位主席、一位副主席、一位秘书长和一位司库，以及认为需要的其他委员组成。

2、除秘书长和司库之外的执行局委员的任期从他们当选的全体大会的闭幕之日算起，为期四年。

在职委员可再次当选同一职位，但在同
一职位连续任职不得超过两届。

秘书长和司库可以在同一职位连任两届以上。

3、如遇执行局委员去世或辞职，其职位所剩任期将由执行局与他所代表的组织协商后，经该组织推荐后任命的人选补充。

职责
4、执行局将为全体大会准备议程，并提出工作计划和相应预算；
5、执行局负责实施全体大会通过的计划；
6、执行局负责批准吸收新会员；
7、执行局可根据全体大会的决定制定自己的程序规则，并有权制定决定全体大会召开方式的规章制度；
8、执行局将至少一年召开一次会议，并可以在主席的召集下，或在执行局大多数成员的要求下召开特别会议；
9、执行局应将自上届国际档案理事会代表会议召开之后所进行的活动写出工作报告，在下一届代表会议召开前三个月寄给国际档案理事会秘书长。

10、执行局的委员可代表EASTICA行使全体大会授予的各种权利。

法定人数
11、执行局会议的法定人数为总人数的三分之二。

VIII秘书处
1、秘书处由其所需要的人员组成。

秘书处的地址由大会决定。

2、秘书长是秘书处的行政领导，对主席和执行局负责。

3、秘书处管理并保管EASTICA的所有财产。

IX预算
1、执行局负责批准预算并确定EASTICA各成员的经济分担额。

2、司库在执行局的同意下可直接从国际和其他组织、基金会、团
体、协会或个人接受捐款、礼品、馈赠和援助。

3、司库应向执行局提交年度帐目说明，并向EASTIC国家和地区
有投票权的会员提供副本。

4、司库将向大会提交一份财务报告。

X出版物
1、EASTICA将至少每年出版一份档案杂志或通讯。

2、执行局将任命一位编辑。

他可以是或不是执行局的成员。

该编
辑可以任命一个编辑委员会来协助工作。

XI与国际档案理事会的关系
1、EASTICA将在实现他们的共同目标的过程中与ICA及其机构紧密合作。

2、EASTICA在本地区代表ICA。

3、EASTICA将邀请ICA的主席参加执行局会议和全体大会。

XII修改
只有在全体大会三分之二多数通过之下，建议修改的会章才生效。

建议修改的文本将由秘书长在全体大会召开前至少三个月送给各国家和地区会员。

XIII说明
1、本会章的英文文本具有权威性。

2、在解释本会章的过程中引起的任何疑问和争议须由EASTICA全体大会根据其通过的程序规则来解决。

Constitution of the East Asian Regional Branch of the
International Council on Archives
(Constitution of EASTICA as adopted at the Inaugural Conference in Beijing on 7-10 July 1993, and as amended by the Extraordinary Session of General Conference in Suzhou, China on 22 September 1998.)
Whereas Article 42 of the Constitution of the International Council on Archives provides that archives and archivists wishing to strengthen their collaboration within the geographical area to which they belong, may group themselves into regional branches of ICA; and
whereas at the Inaugural Conference held in Beijing, China, 7-10th July 1993, it was resolved to form a regional branch of the International Council on Archives for the East Asian region with objectives and functions consistent with the Constitution and activities of the International Council on Archives; and
whereas the Parties of this Constitution desire to contribute to international and regional peace and the common welfare of the peoples of the East Asian region by promoting collaboration among them in the mutual advancement of knowledge and understanding, the preservation and enrichment of indigenous cultures and the promotion of education and research;
now therefore the Inaugural Conference hereby adopts the following Constitution:
I. Name
The name of this Organization shall be the East Asian Regional Branch of the International Council on Archives (EASTICA).
II. Objectives and Functions
1. The purpose of EASTICA shall be to carry out the general objectives of the International Council on Archives, and to :
a.
establish, maintain and strengthen relations between archivists of the region and between all institutions, professional bodies and organizations which are concerned with the custody and administration of archives;
b.
take all measures for the preservation, protection and defence against all hazards of the archival heritage of the region and to further the progress of all aspects of the administration and preservation of these archives;
c.
facilitate the use of archives in the region by providing information, by making them more widely known and by encouraging greater ease of access;
d.
promote, organize and coordinate activities in the field of archives in the region;
e.
sponsor professional training of archivists in the region;
f.
cooperate with other organizations or institutions concerned with the documentation of human experience and the use of that documentation for the benefit of mankind;
g.
organize seminars, symposia and other meetings, on specific themes of mutual interest to the members in the region;
III. M embership
1. Membership, which is confined to the countries and territories in East Asia, is divided into the following five categories;
a.
Category A: national/territorial archives directorates
b.
Category B : national/territorial associations of archivists;
c.
Category C: Institutions concerned with the administration or preservation of records and archives, or with the professional training of archivists;
d.
Category D: Individual members: present or past staff members of any archival institution, service or training centers;
e.
Category E: Honorary Members: Nationals of East Asia who have made outstanding contributions in the archival field or who have rendered significant service to the archives profession may be elected as Honorary Members of EASTICA by the Executive Board.
2. Voting members of EASTICA suspended from the exercise of the rights and privileges of Category A or B membership of the International Council on Archives shall, upon the request of the latter, be suspended from the rights and privileges of EASTICA.
3. Any member may withdraw from EASTICA by written notice addressed to the Chairman. Such notice shall take effect on 31st December of the year during which notice is given. Such withdrawal shall not adversely affect the financial obligations owed to EASTICA on the date withdrawal takes effect.
4. Honorary Members shall be nominated and elected by the Executive Board and the award shall be made in the General Conference.
IV. Membership Fees
1. Membership dues shall be determined by the General Conference.
2. No dues shall be paid by Honorary Members.
V. Organization
EASTICA shall include a General Conference, an Executive Board and a Secretariat. The Executive Board may establish professional committees as required by the program of EASTICA.
VI. General Conference
Composition
1. All members have the right to attend the General Conference of EASTICA.
Functions
2. The General Conference shall determine the policies and activities of EASTICA.
It shall take decisions on program submitted to it by the Executive Board.
3. The General Conference shall receive and consider the reports submitted periodically by members as requested by the Executive Board.
4. Any member has the right to submit proposals to the General Conference through the Executive Board.
5. The General Conference shall elect members of the Executive Board and on the recommendation of the Board, shall appoint the Chairman.
Quorum
6. The presence of a majority of the voting members (Categories A and B) at the General Conference shall constitute a quorum.
Voting
7. National/territorial archives directorates shall have two votes in the General Conference. Each national/territorial association of archivists shall have one vote. In any country there is more than one member in Category B, a second vote will be allocated. It is the responsibility of members of Category B to establish procedures for agreeing the appointment of the two delegates to exercise their votes. Decisions shall be made by a simple majority of the members present and voting.
8. The General Conference may prevent a member from voting if dues are one year in the arrears.
Procedure
9. The General Conference shall meet in ordinary session biennially. It may meet in extraordinary session, if it decides to do so, or if summoned by the Executive Board, or on the demand of at least two-thirds of the voting members.
10. At each General Conference the venue of its next meeting shall be designated. The venue of an extraordinary session, unless pre-designated by the General Conference, shall be decided by the Executive Board.
Observers
11. The General Conference, on the recommendation of the Executive Board, may invite or admit as observers at specified sessions of the conference, representatives of international organizations, other state governments, archives organizations or institutions and individuals. Observers shall not have the right to vote.
VII. E xecutive Board
1. The Executive Board shall be elected by the General Conference from among the
delegates appointed by the voting members. It shall consist of a Chairman, a Vice-Chairman, a Secretary General and a Treasurer, and as many other members as considered necessary.
2. Members of the Executive Board shall serve from the closing of the session of the General Conference which elected them for four years. The incumbent officers shall be eligible for re-election to the same office, but shall not serve consecutively for more than two terms in the same office.
3. In the event of the death or resignation of a member of the Executive Board, the vacancy for the remainder of that term shall be filled by appointment of the Executive Board after consultation with and upon the recommendation of the organization represented by the member.
Functions
4. The Executive Board shall prepare the agenda for the General Conference and shall recommend the work program and corresponding budget estimates.
5. The Executive Board shall be responsible for carrying out the program adopted by the General Conference.
6. The Executive Board shall approve the admission of new members to EASTICA.
7. Subject to decisions of the General Conference, the Executive Board shall adopt its own rules of procedures, and shall have the power to make rules and regulations governing the procedures for the conduct of the General Conference.
8. The Executive Board shall meet in regular session at least once a year and may meet in special session if called by the Chairman on his own initiative or upon the request of the majority members of the Executive Board.
9. The Executive Board shall send a report on its activities since the last General Assembly of the International Council on Archives to reach the Secretary General of the International Council on Archives three months before the date fixed for the next General Assembly.
10. Members of the Executive Board shall exercise the powers delegated to them by the General Conference on behalf of EASTICA as a whole.
Quorum
11. The presence of two-thirds of the members at the meeting of the Executive Board shall constitute a quorum.
VIII. Secretariat
1. The Secretariat shall consist of such staff as may be required. Its location shall be decided by the General Conference.
2. The Secretary General shall act as the executive head of the Secretariat, and shall be responsible to the Chairman and the Executive Board.
3. The Secretariat shall administer and be the custodian of all the properties of EASTICA.
IX. Budget
1. The Executive Board shall approve and give final effect to the budget and shall apportion the financial obligations of members of EASTICA.
2. The Treasurer, with the approval of the Executive Board, may receive any donations, gifts, bequests and subventions directly from international and other organizations, foundations, institutions and associations or from individuals.
3. The Treasurer shall present to the Executive Board an annual statement of accounts, copies of which shall be furnished to voting members of EASTICA.
4. The Treasurer shall present a financial report to the General Conference. X. Publications
1. EASTICA shall publish an archives journal or newsletter at least once a year.
2. The Executive Board shall appoint an editor who may or not be a member of the Executive Board. The editor may appoint and be assisted by an editorial committee.
XI. Relations with the International Council on Archives
1. EASTICA shall work in close collaboration with the International Council on Archives and its organs in the pursuit of their common aims and objectives.
2. EASTICA shall represent the International Council on Archives in the region.
3. EASTICA shall invite the President of the International Council on Archives to
attend the meetings of the Executive Board and the General Conference.
XII. A mendments
Proposals for amendments to this Constitution shall become effective upon receiving the approval of the General Conference by a two-thirds majority. The draft texts of proposed amendments shall be communicated by the Secretary General to the national/territorial members at least three months in advance for consideration by the General Conference.
XIII. Interpretation
1. The English text of this Constitution shall be regarded as authoritative.
2. Any question or dispute concerning the interpretation of this Constitution shall be determined by the EASTICA General Conference under its adopted rules of procedure.
1。