Operating a records repository (registry)
Field of activity No. 17 under the Trade Licensing Act.
What you need: Expertise plus a state authorisation — a concession from the trade licensing office.
- Koncesovaná živnost
- Field No. 17
- See conditions below
- 8 activity examples
Operating a records repository is a licensed (concession) trade (Annex 3 to the Trade Licensing Act) under which an entrepreneur manages, stores and disposes of documents for other persons. A concession granted by the Trade Licensing Office in administrative proceedings and proof of professional qualification are required. The trade licence comes into existence only on the date on which the decision granting the concession becomes final.
Professional qualification (one of the following variants of education and the corresponding experience in administration suffices):
1) university education + 1 year of experience in administration;
2) higher professional education + 2 years of experience in administration;
3) secondary education with a maturita examination + 3 years of experience in administration;
4) a retraining certificate or other proof of professional qualification issued by an accredited institution + 4 years of experience in administration.
Granting of the concession in administrative proceedings (decided by the Trade Licensing Office under Section 50 et seq.). The trade licence comes into existence on the date on which the decision granting the concession becomes final. Clean criminal record: yes. Medical fitness: no. Liability insurance: no. The professional qualification may also be met through a responsible representative under Section 11.
Examples of activities
- Receiving, registering and sorting documents handed over by the originator to the records repository
- Keeping the documentary and archival records of documents (registration aids)
- Storing and physically holding documents for the duration of the disposal periods
- Conducting the disposal procedure and preparing disposal proposals
- Disposing of documents and handing over archival records to the relevant archive
- Ensuring the safe storage and protection of the entrusted documents
- Retrieving and lending documents from storage at the originator's request
- Managing electronic and paper documents within the records management service
What this trade is and what it is for
Operating a records repository is a licensed (concession) trade classified in Annex 3 to the Trade Licensing Act. Its content is the expert management of documents for other persons (originators) - that is, receiving, registering, storing, protecting, retrieving and subsequently disposing of paper and electronic documents for the duration of their disposal periods. A records repository is the place where an organisation stores processed and closed documents before they are disposed of or handed over to an archive.
This activity is used by companies, public authorities and other originators who wish to have the management of their documents handled externally. The entrepreneur assumes responsibility for the proper storage and registration of the documents in accordance with the rules of the records management service.
What this trade covers (and what it does not)
The trade covers in particular:
- receiving and registering documents from the originator,
- keeping registration aids (documentary and archival records),
- physically storing documents for the duration of the disposal periods,
- retrieving and lending documents,
- preparing and conducting the disposal procedure,
- disposing of documents and handing over archival records to the relevant archive.
The boundary with neighbouring activities: Operating a records repository is not the same as operating an archive as a public archival institution - that is governed by a separate Archives Act (No. 499/2004 Coll.) and its own accreditation regime. Ordinary administrative work, scanning or the provision of office services without managing a records repository fall under an unqualified (free) trade. If you are unsure how to classify a particular activity, we recommend verifying its scope with the Trade Licensing Office.
Conditions for obtaining the trade under the law
The applicant must satisfy the general conditions under Section 6 of the Trade Licensing Act - full legal capacity and a clean criminal record.
Professional qualification is also required. The regulating legislation is Sections 6 to 8 and Section 27 of Act No. 455/1991 Coll. One of the following variants suffices (education + corresponding experience in administration):
| Education | Required experience in administration |
|---|---|
| university | 1 year |
| higher professional | 2 years |
| secondary with a maturita examination | 3 years |
| retraining certificate / other proof from an accredited institution | 4 years |
Because this is a licensed (concession) trade, the licence does not come into existence by mere notification. The granting of the concession is decided by the Trade Licensing Office in administrative proceedings under Section 50 et seq. of the Trade Licensing Act; the trade licence comes into existence only on the date on which the decision granting the concession becomes final. The time limit for a decision is normally 30 days.
If you do not meet the professional qualification conditions in person, you may appoint a responsible representative under Section 11, who will demonstrate the qualification on your behalf.
How to notify or obtain the trade step by step
- Complete the Unified Registration Form (URF) - for a concession you submit a concession application.
- Submit the application to any municipal Trade Licensing Office, electronically via the rzp.gov.cz portal, or at a Czech POINT contact point.
- Provide documents proving professional qualification (education and experience) and a clean criminal record.
- Pay the administrative fee - CZK 1,000 for a concession application on first entry into business, CZK 500 for a further concession.
- Await the decision - the Trade Licensing Office decides normally within 30 days; the licence comes into existence when the decision becomes final.
The detailed procedure can be found in the guide How to start a trade.
Documents and fees
- The completed URF (concession application).
- Proof of professional qualification (education + experience per the table above).
- Proof of a clean criminal record (usually obtained by the office from the criminal records register).
- Proof of identity.
- Administrative fee: concession application CZK 1,000 (first entry into business), further concession CZK 500.
Frequently asked questions
Is operating a records repository an unqualified (free), regulated or licensed (concession) trade?
It is a licensed (concession) trade classified in Annex 3 to the Trade Licensing Act. It therefore requires a concession granted in administrative proceedings, not merely a notification.
How long does it take to obtain the concession?
The Trade Licensing Office decides normally within 30 days. You may trade only from the date on which the decision granting the concession becomes final.
Do I need a university degree?
No. Any of the variants suffices - for example, secondary education with a maturita and 3 years of experience in administration, or retraining and 4 years of experience.
What if I do not meet the professional qualification myself?
You may appoint a responsible representative under Section 11, who will demonstrate the qualification on your behalf.
How does operating a records repository differ from operating an archive?
It does. A public archive is governed by the Archives Act and its own accreditation; operating a records repository is the management of an originator's documents for the duration of the disposal periods.