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File Access ServiceGuidelines for Processing File Access Applications

Last updated:2023/04/06 Print

Chunghwa Post Co., Ltd.
Guidelines for Processing File Access Applications

I.  Chunghwa Post Co., Ltd. (hereinafter “the Company”) has formulated the Guidelines for Processing File Access Applications (hereinafter “the Guidelines”) to process applications for viewing, transcribing and duplicating the Company's files in accordance with Articles 17 to 22 of the Archives Act.
II.  Procedures for processing applications for viewing, transcribing and duplicating the Company's files:
(1) Method of Application:
  1. To access the Company's files, the applicant shall fill out an application form (refer to Appendix 1 for the document's format). If it is desirable for the applicant to designate an agent to file the application on his or her behalf, a separate power of attorney must be submitted (refer to Appendix 2 for the document's format). The applicant may either submit the application to the Company in person, or have the application delivered by mail.
    1.  Mailing address (if delivered in person or by mail): No. 55, Sec. 2, Jinshan S. Rd., Da-an District, Taipei City 106409, Taiwan; or
    2.  Fax number: 02-23979333; or
    3.  Online application form: Chunghwa Post Co., Ltd. website/News Center/Bulletin Board/File Access Service/Online Application for File Access.
  2. If the application does not comply with the procedures or does not include the required information in its entirety, the applicant shall be required to rectify the situation within seven days after receiving the Company's notification. In the event that the applicant fails to do so before the prescribed deadline, his or her application may be rejected by the Company.
  3. The Company shall proceed with an application as follows: the Company will determine whether an application is approved or denied within 30 days of receiving a valid application or a rectified application. The applicant will be notified of the decision in writing (refer to Appendix 3 for the document's format),along with the following matters:
    1.  If the application is approved: How, when, where the file(s) can be accessed; notes and instructions; applicable fee standards; and the required identification documents.
    2.  If the application is denied: The reason(s) of the denial.
(2) Applicable Fees and Payment Methods
  1. Applicable fees: Fees shall be assessed based on the provisions of the Fee Standards for Viewing, Hand-copying or Duplication of Archives (refer to Appendix 4), established by the National Archives Administration, National Development Council.
  2. Payment Methods
    1.  If the requested files are to be delivered to the applicant via the postal service, a money order should be mailed or submitted in person to the Company along with the application.
    2.  If files are accessed on site, the Company's staff shall charge the applicant the appropriate fees after the files have been accessed and returned.
    3.  As proof of receipt of the above fees, the Company shall issue a Uniform Invoice to the applicant, except for the postage, for which a proof of purchase for the postal services rendered shall be issued.
III.  Viewing, transcribing or duplicating files by the applicant:
(1) The applicant should arrive at the designated premises at the time specified by the Company, present the Approval/Denial notification letter and a personal identification document, sign or affix his or her seal on the File Access Register (refer to Appendix 5 for its format), and sign the Consent Form (refer to Appendix 6 for its format) to agree to comply with the applicable regulations before being allowed into the file viewing chamber.
(2) The file viewing chamber is open 9:00 am – 12:00 noon, 1:30 pm – 5:00 pm, Monday through Friday, except on regular and public holidays.
(3) If it is necessary to leave the premises temporarily, return the file(s) to the Company's staff for safekeeping. No files are allowed to leave the premises.
(4) If the applicant desires to have a file photocopied, the Company's staff shall charge the applicant the appropriate fees and make copies on his or her behalf.
Failing to comply with the above procedures may result in the denial of service by the Company.
IV.  When viewing or transcribing a file, the applicant must do so at the file viewing chamber and accompanied by the Company's staff. The applicant is prohibited from the following:
(1) Annotating, altering, replacing, extracting, marking or defacing the file.
(2) Unraveling a file or archive that has been bound.
(3) Damaging or changing the content of the file by other means.
(4) Eating, drinking, smoking, chewing betel nuts, creating excessive noise, or failing to maintain the cleanliness of the environment.
In the event that the applicant is found to have engaged in one of the above activities, the Company may stop him or her from continuing to view or transcribe the file; if the offense also involves criminal liability, the offender shall be referred to the competent prosecutorial agency for investigation.
V.  When a member of the Company's staff hands over the requested file to the applicant, the applicant shall be required to provide his or her signature or affix his or her seal on the File Access Receipt Acknowledgement Form (refer to Appendix 7 for its format) to acknowledge receipt of the file.
VI.  A requested file should be returned to the Company on the same day it is accessed. If the use of the file cannot be completed on the same day, the file should be officially returned to the Company, and another date to access the file again may be arranged.
VII.  All devices and equipment located in the file viewing chamber must be used properly. In the event that a device or a piece of equipment is damaged due to improper use, the user shall be held responsible for the repair costs and/or indemnifying the Company for the damage caused.
VIII.  After the applicant has finished viewing the requested file, he or she shall return it to the Company's staff, who will then verify that the correct file has been received, after which the file should be marked “Returned” on the File Access Receipt Acknowledgement Form. The Company shall make one photocopy of the File Access Receipt Acknowledgement Form and hand it to the applicant, along with his or her identification document.
IX.  A foreign national is eligible to apply for access to the files in accordance with applicable laws, provided that his or her native country's laws do not prohibit the nationals of the Republic of China from applying to provide said foreign national with information about the government of his or her country.
X.  These Guidelines shall be implemented after being approved by the supervising Vice President (or a supervisor of comparable rank). The same shall apply when amendments are made.