Organisational rules of the Auschwitz-Birkenau State Museum

Appendix to the Regulation of the Director of the Auschwitz-Birkenau State Museum in Oświęcim No. 16/2007 of December 27, 2007, as amended by Regulation No. 19/09 of June 15, 2009 - consolidated text.

ORGANISATIONAL REGULATIONS
of the Auschwitz-Birkenau State Museum in Oświęcim

Chapter I
General provisions
 

The objectives of the Auschwitz-Birkenau State Museum in Oświęcim, hereinafter called the "Museum", in particular include as follows:
1) the commemoration and documentation of extermination and martyrdom of the Nations in the German concentration and extermination camp of Auschwitz (KL Auschwitz);
2) the collection, maintenance, storage and preservation of the history of KL Auschwitz, as well as the maintenance of grounds and buildings;
3) making available the land, buildings and Museum collections;
4) conducting research in areas related to the activities of the Museum;
5) developing and disseminating the history of KL Auschwitz.

 

The Museum operates on the basis of:
1) the Act of 2 July 1947 on the commemoration of martyrdom of the Polish Nation and other Nations in Oświęcim (Journal of Laws of 1947, No. 52, item 265, as amended);
2) the Act of 21 November 1996 on museums (Journal of Laws of 1997, No. 5, item 24, as amended);
3) the Act of 25 October 1991 on organising and conducting cultural activities (consolidated text Journal of Laws of 2001, No. 13, item 123, as amended);
4) the Act of 7 May 1999 on the protection of former Nazi extermination camps (Journal of Laws of 1999, No. 41, item 412 as amended);
5) the Act of 23 July 2003 on the protection of historic monuments and care (Journal of Laws of 2003, No. 162, item 1568, as amended);
6) the Act of 21 January 1988 on the Council for the Protection of Memory of Combat and Martyrdom (Journal of Laws of 1988, No. 2, item 2, as amended);
7) The statute issued by the Ministry of Culture and National Heritage, upon decree No. 34 of October 04, 2007.
 

1. The Auschwitz-Birkenau State Museum in Oświęcim is a state cultural institution, entered in the register kept by the minister responsible for culture and national heritage protection under the number: P-0276015-34000000 53-1-831-07225, according to the data listed in the register book RNiK 22/92.
2. The area of the former German Nazi concentration and extermination camp Auschwitz-Birkenau at Oświęcim (Auschwitz) and Brzezinka (Birkenau), along with historic fences, all the buildings and devices that were related to the functioning of the camp, and are located on a land covered by the entry to the register, within the borders belonging to the Auschwitz-Birkenau State Museum, have been entered in the register of historic monuments of the Bielsko province under the number A-714/95.
3. In 1979 the relicts of KL Auschwitz were inscribed on the list of the UNESCO World Heritage Sites.
4. Upon the decision of the Minister of Culture and Art of July 06, 1998 No. DM-IV/PRM/25/98, the Auschwitz-Birkenau State Museum was entered in the National Register of Museums.
5.Under the current rules, the Auschwitz-Birkenau State Museum received the following identification numbers:
- NIP (Tax-ID): 5490005549, and
- REGON (Company ID): 000276015.

Chapter II 
Terms and conditions of managerial functions
 

1. The activities of the Museum are managed by the Director, appointed in accordance with applicable regulations by the minister responsible for culture and national heritage protection.
2. In the absence of the Director, in his/her absence, the Deputy Directors are authorised to perform the functions specified in paragraph 1.

 

Under current statutes, the scope of the activity of the Director of the Museum, in particular, includes the following:
1) The management of the Museum and representation of the Museum on the outside, including - making declarations of intent and legal actions on behalf of the Museum, in accordance with the principles of representation stipulated in the statutes;
2) leadership in matters of scientific, educational, organisational and administrative matters;
3) supervision over the collection and property of the Museum;
4) providing the competent institutions and supervisors with the physical and financial plans, reports, and financial and investment proposals;
5) approving the financial expenditures within amounts of available funds;
6) creating the conditions for improvement of professional qualification of employees;
7) issuing regulations in the current mode, the internal regulations and other legal acts referred to in § 14;
8) concluding and terminating the employment contracts with employees of the Museum and making the decisions arising out of employment.
 

The Director performs the managerial operations with the help of three deputy directors, appointed in accordance with applicable statutes, as well as with the help of the department heads and managers of organisational units.
 

1. The deputy directors shall carry out the tasks designated by the Director of the Museum - in particular, they supervise all subordinate departments and other organisational units as defined in Section IV of these Rules, and - in the absence of the Director - shall be entitled to represent the Director in the activities described in § 4 and § 5 item 1 to 6.
2. In terms of make the declarations and legal actions performed on property rights and obligations of the Museum, the Museum may be represented by deputy directors acting as the substitute of the Director of the Museum, but the principles laid down in the statute must be kept, and such representation must be kept within a specific authorisation granted in writing. 
 

The Chief Accountant shall act as a head of the Financial and Accounting Department and performs the tasks, the scope of which includes the following actions:
1) keeping the accounts of the Museum;
2) execution of the funds available;
3) preparation of the financial plan for each year;
4) initial inspection of the compatibility of economic and financial transactions with the financial plan;
5) initial inspection of the completeness and accuracy of the documents relating to economic and financial operations;
6) preparation of financial statements for each financial year;
7) reporting to the Ministry of Culture and National Heritage, the Tax Office and the Central Statistical Office (GUS);
8) the countersignature and representation of the Museum, together with the Director or an authorised deputy director, in case of making the declarations of intent and carrying out legal actions relating to property rights and obligations of the Museum;
9) the control of compliance of invoices and other documents with concluded agreements,
10) analysis of costs, revenues and earnings;
11) analysis of the funds for salaries;
12) the planning and organisation of the physical inventory of property, assets and liabilities;
13) becoming acquainted with current regulations.
 

1. The responsibility of managers and other organisational units shall include:
1) preparation of plans and reports on the core business of the organisational department and unit, as well as development plans, financial and physical resources plans;
2) organising the workflow for people employed in the department or organisational unit;
3) the collection and storage of documents related to the work of a department or organisational unit;
4) submitting the proposals on enhancing and improving the organisation of work, including the improvement of professional qualifications of employees;
5) compliance with applicable regulations under the laws, regulations or ordinances and Regulations;
6) proper use and management of budgetary resources allocated;
7) determination of the forms and methods applied to implementation of tasks;
8) overseeing the work of subordinate employees and enforcement of work discipline in the department or organisational unit,
9) the signing of outgoing correspondence to the extent specified in § 17;
10) appropriate protection of property put at the disposal and being the equipment of a department or organisational unit, including, in particular, adherence to the procedures for opening and closing the facilities, and facilities made available to the department or organisational unit;
11) execution of other orders and instructions issued by the Director.

2. The detailed scope of duties, powers and responsibilities of managers of departments and other organisational units, as well as other employees, resulting from the specificity of the given department or organisational unit is a part of the individual areas of responsibilities.

Chapter III
The internal structure of the Auschwitz-Birkenau State Museum in Oświęcim
 

1. The departments established in accordance with applicable statutes constitute the basic organisational units accomplishing the tasks of the Museum.
2. Within or outside the departments, the Director shall appoint other organisational units like the sections, offices and independent workplaces, as defined in § 11 of these Regulations, by the existing organisational structure.
3. Upon the ordinance, the Director may create integrated, temporary or permanent organisational units other than those referred to in paragraph 2, including the units the nature of which goes beyond the department (task forces).
 

1. All departments and other organisational units shall have their suitable symbols and numbers, which should be used in outgoing correspondence, as well as for internal circulation.
2. The structure of the Museum includes the specified departments below and other organisational units with their symbols : 

1) The Department of Archive (I or Arch)
2) The Collections Department (II or Zb)
3) The Department of Conservation (III or Kon):
     a) The Conservation Section (III/K or Kon/K)
     b) The Repair and Construction Section (III/RB or Kon/RB)
4) The Research Department (IV or Nauk)
5) The Exhibition Department (V or Wyst) 
6) The Department of Publishing (VI or Wyd)
7) The Department of Library (VII or Bibl)
8) The Department - International Centre for Education about Auschwitz and the Holocaust (VIII or MCE):
     a) The Programme Section (VIII/P or MCE/P)
     b) The Visitor Services Section (VIII/O or MCE/O)
     c) The e-learning Section (VIII/E or MCE/E)
     d) The Volunteering Bureau (VIII/W or MCE/W)
9) The Economic Department (IX or Gosp):
 a) The Economic Section at Brzezinka/Birkenau (IX/B or Gosp/B)
10) The Financial and Accounting Department - (X or Fin)
11) The Museum Protection and Security Department (XI or Ochr)
12) The Administrative Department (XIII or Adm):
      a) IT Section (XIII/I, or Adm/I)
      b) HR Section (XIII/F or Adm/K)
      c) The Secretariat Section (XIII/S or Adm/S)
      d) The Legal and Office Section (XIII/PK or Adm/PK)
      e) The Bureau of Cooperation with Former Prisoners (XIII/BW or Adm/BW)
      f) Independent work position: the Civil Defence Officer (XIII/OC or Adm/OC)
13) The Digital Repository Section (XII or RC)
14) Independent work position - the Office Lawyer - Legal Counsel (XIV or RP)
15) The Section for Public Relations and Communication (XV or WK)
16) Independent work position: the Fire Protection Officer (XVI or PP)
17) Independent work position: the OSH Inspector (XVII or BHP)
 

1. Under the command of the Director of the Museum are directly placed the departments and other organisational units specified in § 11 section 2 point 4, 10 and 14 to 17. 
2. Under the command of the Deputy Director of Education are directly placed the departments as defined in § 11 section 2, points 5 and 8.
3. Under the command of the Deputy Director are directly placed the departments and other organisational units:
1) as defined in § 11 section 2, points 1 to 3, 11 and 13,
2) as defined in § 11 section 2 points 6, 7, 9 and 12. 
4. An organisation chart of the Museum constitutes Appendix 1 to these Regulations.

Chapter IV
The scopes of tasks and activities of departments and other organisational units.
 

The below mentioned scopes of the basic tasks of the various departments and other organisational units are determined as follows:

1. The Department of Archive (I or Arch) 

1) the exploration, collection, storage and preservation of archival materials relating to KL Auschwitz and victims of the Auschwitz concentration camp,
2) development and management of the catalogue of archival materials,
3) development of archival materials and conducting archival research,
4) making available, with the consent of the Director, to other institutions, associations and individuals, especially former prisoners of the camp, the content or copies of archival materials held,
5) production of microfilms, photocopies and photographs of documentary materials for the Museum’s own needs and to the order of third parties,
6) administration of the audio-video studio for Museum needs,
7) administration of the film and audio library,
8) participation in science conferences and events,
9) cooperation with other departments and organisational units of the Museum,
10) preparation of draft contracts and other documents related to the scope of tasks performed by the Department of Archives,
11) execution of other orders and instructions issued by the Director.

2. The Collections Department (II or Zb):
 
1) search for, collect, store and secure all items, including museum exhibits, and artefacts related to the history of the Nazi concentration camps, in particular, the history of KL Auschwitz,
2) development and administration of a catalogue of collections,
3) creation of necessary documentation relating to research development, records, maintenance and rental of museum exhibits,
4) with the consent of the Director - making available the collections for research purposes, and lending Museum exhibits to institutions and organisations for exhibition, 
5) making available the collections due to internal needs of the Museum for scientific, exhibition and publishing purposes,
6) participation in science conferences,
7) cooperation with other departments and organisational units of the Museum,
8) preparation of draft agreements and other documents of the tasks pursued by the Collections Department,
9) execution of other orders and instructions issued by the Director.

3. The Department of Conservation (III or Kon):

1) maintenance and upkeep of buildings, historic ruins, the site and all technical equipment and utilities, both historical and contemporary, as well as maintenance and protection of mobile museum exhibits being a part of Museum collections and archives,
2) maintenance and operation of the water supply, sewerage, electricity, telecommunication, fire alarm systems and burglary protection systems, central heating, ventilation and air conditioning,
3) maintenance and care of low-greenery areas, trees and shrubs, as well as weeding the site,
4) organisation of maintenance work (development of the necessary documentation before and after restoration),
5) preparation of draft agreements and other documents related to the scope of tasks performed by the Department of Conservation,
6) cooperation with the Provincial Conservator of Monuments,
7) keeping in touch with consultants for the preservation of various specialties,
8) physical and financial settlement of performed tasks, including determining the cost of planned maintenance and construction work,
9) monitoring and managing all the conservation work, including preparation of conservation plans, with the necessary historical documentation, inventory and conservation documentation (development of archival queries, architecture and construction research and testing, field studies and laboratory tests), and also determination of the scope of any maintenance, repair and investment-related work,
10) keeping under permanent review the condition of museum facilities,
11) administration of technical workshops and conservation laboratories, 
12) administration or inspiration of research for maintenance,
13) participation in scientific conferences,
14) admission to the public or closing of facilities – administrative decisions based on the conducted checks of conservation status,
15) issuance of opinions or solutions to make architectural or spatial modifications, in order to maintain the historical landscape, space arrangement and layout of the former camp,
16) cooperation with other departments and organisational units of the Museum,
17) execution of other orders and instructions issued by the Director.

3a. Conservation Section (III/K or Kon/K):

1) planning and implementing the actions of restoration in all maintaining original post-camp objects and facilities, i.e. stationary facilities (architecture, ruins, land with all intact infrastructure) and mobile facilities and objects (archives and collections),
2) administration of current and preventive conservation actions,
3) supervision over and management of restoration work,
4) preparation of technologies and selection of means used for conservation,
5) development of programmes, projects and conservation guidelines, including the preparation of the schedule of planned maintenance work, record keeping, reporting, preparation of required documents for applications, permits and agreements associated with the performance of the work of conservation, performing necessary laboratory tests,
6) preparation of facilities for storing and exhibition,
7) selection and planning of investments associated with the development of conservation laboratories,
8) carrying out systematic checks on the condition of former camp facilities, especially the check of the preservation state of historic substance,
9) development of new methods of preservation,
10) close cooperation with the renovation and construction section, particularly in matters relating to general assumptions, methods or selection of resources.

3b. Repair and Construction Section (III/RB or Kon/RB):

1) planning and execution of work of a building nature, especially building renovations and investments, including development of schedules, preparing the necessary documents to applications, permits and agreements related to the execution of construction works, supervision over the execution of work entrusted to external entities, working with contractors in the design and execution, preparation of as-built documentation, annual summaries of completed tasks, and close cooperation with the conservation section on matters relating to general assumptions, methods, and selection of the means,
2) on-going maintenance of buildings and equipment to ensure the proper working condition, removal of faults and making current technical inspections of buildings,
3) maintenance and operation of water supply, sewerage, electricity, telecommunication, fire protection signalling system and anti-burglary security system, central heating, ventilation and air conditioning, as well as the gas systems,
4) performance of periodic checks of the technical condition of former camp sites,
5) preparation of guidelines for renovation and construction work,
6) preparation of reports on work carried out,
7) development of construction projects and working plans and specifications.
 
4. The Research Department (IV or Nauk):

1) creation of research plans,
2) administration of research and studies on the history of KL Auschwitz,
3) presentation of research results through publications, lectures and readings,
4) participation in scientific conferences,
5) providing information on the history of KL Auschwitz,
6) cooperation with institutions and research institutes, 
7) cooperation with other departments and organisational units of the Museum in order to exchange information and for consultation on the history of KL Auschwitz,
8) cooperation in the development of scenarios of exhibitions,
9) cooperation with the International Centre for Education about Auschwitz and the Holocaust, in particular regarding the training of guides and conduct the lectures for students of various educational activities,
10) preparation of draft agreements and other documents regarding the scope of tasks performed by the Research Department,
11) execution of other orders and instructions issued by the Director.

5. The Exhibition Department (V or Wyst):

1) care for proper condition of the main permanent exhibition, national exhibitions and any information available on the Museum site,
2) creation of temporary exhibitions,
3) keeping all documentation related to the organisation of exhibitions and substantive information on the Museum site,
4) supervision over the organisation of permanent exhibitions,
5) participation in scientific conferences,
6) preparation of draft agreements and other documents related to the scope of tasks performed by the Exhibition Department,
7) cooperation with other departments and organisational units,
8) execution of other orders and instructions issued by the Director.

6. The Department of Publishing (VI or Wyd):

1) development of plans for publications,
2) organisation of the activity of the Editorial Board,
3) publishing the studies on the history of KL Auschwitz on different media: e.g. scientific papers, popular science papers, memoir literature, albums, films, postcards and posters,
4) contacts with printing and publishing houses,
5) doing negotiations on agreements concluded with authors, translators, printing houses and other publishing houses,
6) participation in scientific conferences,
7) organisation of the sale of publications,
8) preparation of draft agreements and other documents related to the scope of tasks performed by the Department of Publishing,
9) cooperation with other departments and organisational units,
10) execution of other orders and instructions issued by the Director.

7. The Department of Library (VII or Bibl):

1) collecting, storing and sharing the books possessed by the library,
2) development of the library,
3) development and administration of the library directory,
4) providing the necessary documentation for the library's work,
5) analysis of the publishing market in order to purchase new books related to subjects which are interesting for Museum,
6) collection of newspaper cuttings relating to the activities of the Museum,
7) conducting  interlibrary loan activity,
8) administration of the reading room,
9) making available bibliographic information,
10) preparation of draft contracts and other documents related to the scope of tasks performed by the Department of Publishing,
11) cooperation with other departments and organisational units,
12) execution of other orders and instructions issued by the Director.

8. The International Centre for Education about Auschwitz and the Holocaust (VIII or MCE):

1) initiation and conduct of international cooperation in teaching about Auschwitz and the Holocaust,
2) establishment of contacts and preparation of agreements for cooperation with universities, national and international institutions and organisations in learning about Auschwitz and the Holocaust,
3) organisation, in particular for pupils, students, teachers and other educators: teaching courses, seminars, conferences, workshops and studies on topics related to the history of KL Auschwitz and commemoration of the victims, as well as aimed at education "after Auschwitz" for a future free of anti-Semitism, racism and xenophobia, which guarantees respect for human rights and freedom from prejudice,
4) preparation of teaching materials and publication of specialised educational issues,
5) administration of the specialised programmes such as the programmes for professional groups, teachers, educators, organisers of public life, etc. in teaching the history of KL Auschwitz and associated broad social issues, philosophical, moral and legal questions,
6) conducting specialised training for international experts working in institutions and organisations involved in the resolution of ethnic and armed conflicts, keeping the peace and charity missions, as well as dealing with the protection of human rights and combating prejudice and stereotypes,
7) conducting the educational website, 
8) cooperation with other institutions and universities in organising research and studies via the Internet,
9) administration of volunteer work office, in particular the organisation of training,
10) organisation of the ceremonies commemorating the victims of KL Auschwitz,
11) participation in scientific conferences,
12) organisation of visitor services,
13) recruitment, training and visitations (inspections) of guides,
14) coordination of work and substantive care covering film production teams and TV crews,
15) preparation of draft agreements and other documents related to the tasks performed by the International Centre for Education about Auschwitz and the Holocaust,
16) cooperation with other departments and organisational units,
17) execution of other orders and instructions issued by the Director.

8a. The Programme Section (VIII/P or MCE/P):

1) preparation and implementation of educational projects arranged i.e. as the training, popular science sessions, museum lessons, competitions, postgraduate studies, seminars and thematic conferences, study tours, courses, academic camps, practices, workshops and other educational projects promoting awareness about KL Auschwitz and the Holocaust for different social and occupational groups, in particular pupils, students, teachers and educators,
2) cooperation with universities and colleges in organising and conducting the post-graduate studies, doctoral studies and other forms of education,
3) cooperation with NGOs, educational centres and institutions for organising joint educational projects,
4) care for people who write theses, dissertations based on the museum collections, as well as the archival and research base maintained by the Museum,
5) participation in training courses and conferences.

8b. The Visitor Services Section (VIII/O or MCE/O):

1) organising the recruitment, training and visitations (inspections) of guides and constant supervision over their work,
2) organisation of museum visitor services and provision of required information, including:
 a) receiving applications,
 b) allocation of guides,
 c) preparation of schedules,
 d) organising film showings,
 e) keeping records and statistics of visitors,
3) organising the stay of official delegations,
4) photographic and film documentation of important events, visits and events at the Museum, 
5) support for TV and film crews in the production of documentary films. 

8c. The e-learning Section (VIII/E or MCE/E):

1) preparation of the ICEAH informational materials, including editing of the ICEAH newsletter,
2) creating and maintaining the Internet-based education service and distance learning (e-learning), 
3) provision of the technical support for users of e-learning system, i.e. lecturers, course participants,
4) preparation of educational materials published on electronic media,
5) moderating the newsgroups (discussion groups), the Internet forums and support for the ICEAH mailing lists.

8d. The Volunteering Bureau (VIII/BW or MCE/BW):

1) conducting volunteer projects and student practices (trainings),
2) preparation of materials for volunteers, apprentices and trainees,
3) cooperation with volunteer work organisations, schools, universities, educational institutions, the NGOs, in particular in the area related to provision of volunteers interested in cooperation,
4) organising and preparing recruitment and conducting projects based on volunteerism and student practices (trainings), including the organisation of training and visits of volunteers and trainees,
5) publication of information about volunteering and practices (trainings).

9.The Economic Department (IX or Gosp):

1) operation and management of the tangible assets of the Museum, in particular, the buildings, premises, company dwellings, guest rooms, rented premises, equipment, 
2) managing the transport matters of the Museum,
3) administration of the management of materials (storage, supplies),
4) administration of telephone systems and local telephone switchboard operation,
5) maintaining proper order in exhibition buildings, offices, warehouses, garages, residential buildings and guest rooms, as well as in the open areas of the Museum in Oświęcim and Brzezinka, with the exception of specialised cleaning work in some areas (e.g. in the archives 
premises and collections storage areas), 
6) preparing the works site for social economic and order work (cleaning works), supervision over execution of this work and the securing of all needs related thereto,
7) implementation of fire protection tasks under the supervision kept by the fire protection officer,
8) preparation of draft agreements and other documents related to the tasks performed by the Economic Department,
9) cooperation with other departments and organisational units,
10) execution of other orders and instructions issued by the Director.


9a. The Economic Section located in Brzezinka (IX/B or Gosp/B):

1) maintaining the proper state of cleanliness of the Birkenau Museum site, buildings and historic ruins,
2) ensuring the compliance of entities engaged in execution of work included in the scope of the department's tasks at the Birkenau Museum with internal rules and recommendations, 
3) supervision over the cleaning works done by volunteers and groups of people engaged on the basis of social work.

10. The Financial and Accounting Department - (X or Fin):

1) preparation of annual and quarterly financial plans and monitoring their implementation,
2) keeping financial and accounting records (synthetic accounting, analytical accounting),
3) preparation of an annual balance sheet and related statements,
4) settlement with Inland Revenue and Social Insurance (ZUS),
5) inspection and verification of documents in terms of accounts - acceptance of payment,
6) organisation of physical inventories and settlements related thereto,
7) administration and execution of salary payments to employees,
8) handling the cash and non-cash financial operations of the Museum,
9) assuring compliance with any rules governing accounting and financial matters, as well as on-going analysis of new legal regulations,
10) collection and administration of financial records relating to the implementation of tasks financed with the financial means received from external assistance,
11) transferring the properly described and packaged financial and accounting documents into the company archives,
12) control of activities related to financial management of the Museum,
13) collecting and administration of documentation related to the civil contracts, 
14) preparation of draft agreements and other documents related to the tasks performed by the Financial and Accounting Department,
15) cooperation with other departments and organisational units,
16) execution of other orders and instructions issued by the Director.

11. The Museum Protection and Security Department (XI or Ochr):

1) organising and conducting activities to protect the property and facilities of the Museum,
2) compliance with applicable laws, i.e. the laws, regulations, ordinances and orders,
3) cooperation with the Police and the Government Security Office (BOR), Fire Department, Municipal Police and Civil Defence, in consultation with the Civil Defence Officer and the OSH Inspector and fire protection inspector,
4) preparation of draft agreements and other documents related to the scope of tasks performed by the Museum Protection and Security Department,
5) cooperation with other departments and organisational units,
6) execution of other orders and instructions issued by the Director.

12. The Administrative Department (XIII or Adm):

1) Conducting the administrative and clerical affairs of the Museum,
2) organising the circulation of documents and legal acts of the Director,
3) administration of the management's work schedules,
4) providing the Secretariat office functions,
5) administration of the personnel policy and social issues,
6) cooperation with former prisoners,
7) handling issues related to Civil Defence (OC),
8) administration of the secret office,
9) conducting office and legal matters, including opinions on the content of legal acts issued by the Director,
10) handling cases related to public procurement,
11) preparing draft contracts and other documents related to the scope of tasks performed by the Administrative Department and giving opinions on draft contracts managed by other departments or organisational units,
12) cooperation with other departments and organisational units,
13) execution of other orders and instructions issued by the Director.

12a. IT Section (XIII/I, or Adm/I):

1) supporting the Museum in matters related to software, hardware, the internal network and the Internet,
2) assuring the protection of hardware, networks and data deposited in servers against external interference,
3) training employees on proper use of software and hardware,
4) consultancy services offered during the selection, purchase and implementation of specialised software,
5) determining, in the case of non-standard cases that occurred in consultation with the target user, the needs for the purchase of hardware and software, assistance in the purchase and installation, as well as configuration of hardware and software,
6) monitoring of new technologies and the IT solutions to the extent possible for use in the Museum, planning the IT development of the Museum in terms of computer hardware, software and computer networks.

12b. HR Section (XIII/K or Adm/K),

1) performing tasks associated with the employment and personnel policy of the Museum, including activities associated with taking on new employees, directing them for training, and also staff promotions, transfers, reclassification of personnel, discharges from employment, 
2) preparation of reports, 
3) keeping statistics,
4) storage of documents, 
5) cooperation with the financial and accounting department,
6) keeping the proper records for personnel issues. 
 
12c. The Secretariat Section (XIII/S or Adm/S):

1) receipt, recording and internal distribution of correspondence incoming to the Museum,
2) organisation and administration of the correspondence circulation between departments,
3) registration and expedition of general correspondence,
4) registration and filing of correspondence of the Museum Management,
5) registration and archiving of internal orders and other documents of the Management of the Museum as well as consultative and advisory bodies,
6) keeping a register of external audits,
7) creating the correspondence sent/directed by the Management and the Office Lawyer,
8) translation of correspondence, especially from/to English and German,
9) provision of information,
10) directing secret and confidential mail (without opening) to the secret office,
11) drawing up protocols and memos,
12) keeping company archives,
13) administration of social affairs.

12d. The Legal and Office Section (XIII/PK or Adm/PK):

1) supervising the observance of regular formal and legal procedures relating to the activities of the Museum,
2) administration of formal and legal correspondence,
3) preparation of model contracts,
4) review and approval of draft agreements submitted by the organisational units performing the said contracts, 
5) conducting supervision over proper procedures for the award of public procurement contracts, including the verification of documentation required by the applicable provisions, submitted by the organisational units performing the individual public procurement contracts,
6) providing information on law provision enforcement,
7) preliminary opinions on legal acts issued by the Director and other documents related to the activities of the Museum,
8) preparation of draft legal acts of the Director and other documents,
9) cooperation and consultation with the company lawyer to the extent specified in paragraphs 1 to 8,
10) formulation of questions to the company lawyer regarding the requests for legal opinion,
11) the storage of legal acts related to the organisation and activities of the Museum, in particular, the existing laws and regulations, statutes, an entry in the National Register of Museums, the registration of state cultural institutions, as well as an entry in the register of monuments.

12e. The Bureau of Cooperation with Former Prisoners (XIII/BW or Adm/BW):

1) keeping a record of living prisoners (with addresses),
2) administration of contacts with former prisoners,
3) caring for former prisoners and families of the victims of KL Auschwitz coming to visit the Museum,
4) cooperation with organisations of former prisoners,
5) preparation of draft agreements and other documents related to the scope of tasks performed by the Bureau of Cooperation with Former Prisoners,
6) cooperation with other departments and organisational units,
7) execution of other orders and instructions issued by the Director.

12f. The Civil Defence Officer (XIII/OC or Adm/OC):

1) for the protection of cultural property in the event of specific threats:
- developing and updating the plans of protection and evacuation of cultural goods and substance,
- periodic training of departments and sections managers in the field of organisation of protective measures,
- training of persons appointed to perform ancillary activities to the protective measures,
- control and verification of the equipment needed to prepare for the evacuation of cultural property,
- preparation of an appropriate marking of the Museum sites as cultural property,
- storing the documentation related to these tasks.
2) for supervision over Civil Defence (OC) formation:
- determining the manpower of Civil Defence formation (constantly updating),
- contacts maintained with the appropriate Military Recruitment Office (WKU) regarding the completion of draft cards related to appointment to Civil Defence formation,
- contacts with municipal Civil Defence formation and participation in training,
- shared training on the organisation of cultural property protection, arranged in cooperation with the Civil Defence Commander,
- storing the documentation related to above mentioned tasks.
3) for the conduct of a secret office and carrying out the duties of the Representative for Non-Public Classified Information:
- Developing a plan for dealing with materials containing classified non-public information constituting state secrets or business secrets.

13. The Digital Repository Section (XII or RC):

1) creating an integrated digital database containing the digitised scans of documents and data derived from such documents, obtained from the Archives of the Museum or other sources, 
2) development of document sets, their analysis, interpretation and statistics,
3) providing information about the victims of the camp in digital form, both via the Museum network and online,
4) cooperation with other institutions in the creation and sharing of databases,
5) preparation of draft agreements and other documents related to the scope of tasks performed by the Section,
6) cooperation with other departments and organisational units,
7) execution of other orders and instructions issued by the Director.

14. The Company Lawyer - Legal Counsel (XIV or RP):

1) providing opinions on the legality of documents sent by the Director, his deputies and the head of the Legal and Office Section, including, in particular, legislative proposals, draft contracts and agreements,
2) legal services and legal advice,
3) representation in the court and administrative proceedings and before any other adjudicating authorities,
4) creation of legal documents,
5) providing legal advice on business matters,
6) preparation of written legal opinions on the basis of proposals from the management.

15. Section for Public Relations and Communication (XV or WK):

1) Museum image research and analysis, and coordination of work on image evolution,
2) developing and implementing the communication and social media strategies related to the evolution of the image of the Museum, and coordination of activities related to the above mentioned issues,
3) analysing and relevant responding to media information about the Museum and matters related thereto,
4) cooperation with journalists and editors,
5) keeping the institution of museum spokesman,
6) the chief edition of the Museum's website and administration of the news section on the website,
7) creating of the Museum’s reports and other important publications of the Museum, important in terms of communication,
8) developing and implementing fundraising strategies and other forms of external fundraising, networking and establishing the relationship, maintenance and development of cooperation with donors,
9) administration and development of the address databases, which are considered as a strategic tool for the Museum,
10) creating and coordinating the flow of information relating to some institutions and individuals relevant to the adopted PR policy.

16. The Fire Protection Officer (XVI or PP):

1) performing duties in the field of fire protection within the powers under the existing rules and regulations,
2) monitoring of compliance with fire protection regulations in the Museum,
3) submission of proposals and comments to the Director and the heads of departments and sections in matters related to fire protection,
4) preparation of reports and analyses for fire protection matters,
5) opinions on the content of instruction and participation in the development of internal regulations concerning fire protection,
6) keeping a register of accidents related to fire protection, and storage of required documentation,
7) conducting investigations regarding fire protection,
8) organisation of preliminary training on fire protection,
9) participation in the work of ad hoc committees dealing with fire protection matters,
10) obtaining the knowledge related to applicable rules, and communication of these regulations to the Management and heads of departments and sections
11) organising trainings on fire protection,
12) keeping the necessary documentation for fire protection,
13) preparation of draft agreements and other documents related to the tasks performed by the Fire Protection Officer,
14) cooperation with other departments and organisational units,
15) execution of other orders and instructions issued by the Director.

17. The OSH Inspector (XVII or BHP):

1) the performance of duties related to occupational safety and health within the powers under the existing rules,
2) audit of the compliance with OSH regulations at the Museum,
3) submission of proposals and comments to the Director and the heads of departments and sections regarding OSH matters,
4) preparation of reports and analysis of OSH matters,
5) preparation of the opinions on the content of instruction, and participation in the development of internal regulations concerning OSH issues,
6) keeping a register of accidents and keeping the accident records and documentation,
7) conducting investigations of accidents,
8) providing initial OSH training,
9) participation in the work of ad hoc committees dealing with health and safety issues,
10) obtaining the knowledge related to applicable rules, and informing the Management and heads of departments and sections about these rules,
11) organising OSH trainings,
12) keeping the necessary documentation for OSH matters.
13) preparation of draft agreements and other documents related to the scope of tasks performed by the Inspector,
14) cooperation with other departments and organisational units,
15) execution of other orders and instructions issued by the Director.

Chapter V
Rules of conduct in the preparation of legal acts of the Director of the Museum.
 

1. For the purposes of these Regulations, the legal acts of the Museum's Director shall include, in particular:
- Internal orders,
- Regulations,
- Instructions,
- Circular Letters.
2. The acts referred to in paragraph 1 are only binding on the activities of the Museum.

 

1. A draft of the legal act shall be prepared by the department manager or a manager of other organisational unit in matters arising under the terms of reference of these units, upon the instruction of the Director of the Museum or on his/hers own initiative.
2. The legislative proposal must be submitted for approval by:
- Chief Accountant, if the proposal is applicable to financial issues,
- the head of The Legal and Office Section.
3. In cases of special character, the management shall consult the company lawyer (legal counsel) regarding these cases.
4. As soon as the legal act is accepted by the persons mentioned in paragraphs 2 and 3, the act shall be submitted for signature by the Director of the Museum.
5. Signed legal acts have to be registered with the Secretariat and shall be sent to the attention of and to be executed by relevant departments, sections and other organisational units.

Chapter VI
The rules applicable to signing documents and writings.

 

The Director of the Museum, and within the scope resulting from § 7 par. 1 and 2 - the deputy directors acting under the authority of the Director, shall sign all documents of a formal and legal nature, financial documents and outgoing correspondence, in particular:
1) the legal acts referred to in § 14 par. 1,
2) the papers, including: information, standpoints and opinions, requests, applications, appeals and complaints submitted to the superior instances and institutions or equivalent,
3) the letters addressed to the consultative and advisory bodies of the Museum,
4) the certificates issued on the basis of the camp archival materials,
5) the plans and financial statements countersigned by the chief accountant,
6) documents relating to the conduct and administration of public procurement (e.g. specifications, announcements, invitations, corrections, information and statements).

 

1. The department managers and managers of other organisational units shall sign the outgoing correspondence, as part of their activities, on matters not reserved to the competence of the director and his deputies, and in matters beyond this range - within the limits of authority.
2. In exceptional circumstances or in circumstances having exceptional significance in the cases specified in paragraph 1, the department managers and managers of other organisational units shall consult the Management.

 

1. Documents submitted for signature by the Director shall be initialled by the head of department or section or by the person authorised to edit the letters.
2. In matters of a financial nature, the documents referred to in paragraph 1 should be initialled by the chief accountant.
3. In matters of a formal and legal nature, the documents referred to in paragraph 1 should be initialled by the head of the Legal and Office Section.
4. The documents submitted for the signature of the Director and containing legislative proposals, plans, reports or analyses - should contain the name of the person who developed these written documents.
5. The writings submitted for signature by the Director or his deputy shall be accompanied by copies and any attachments and filed in the main secretariat. 
6. As soon as the documents or writings are signed and registered, the copies shall be returned to the author of the letter.
7. Individual departments and other organisational units have a duty to record and keep the copies of outgoing and incoming letters.

Chapter VII
Principles and procedures for the circulation of letters and dealing with certain matters.

 

1. The Museum staff must respect the provisions of office instructions with the following principles:
1) Correspondence directed to the Museum, including the entire received correspondence, is subject to registration done by the main Secretariat in the daily correspondence register;
2) The incoming documents are recorded in the daily correspondence register in accordance with the substantive characteristics of departments, sections, or directed to the attention of and at the command of the Director and his deputies;
3) The incoming correspondence in the various departments and sections are received by the department or section managers or by employees designated by them confirming the date of receipt with the signature;
4) The department and section heads shall keep a separate record of documents that require the timely settlement of the case or timely respond or giving the information;
5) The department and section heads are responsible for the timely handling of issues or answering the questions referred to in paragraph 4;
6) Letters concerning the administration of housing, office buildings and storage rooms and warehouses, as well as the follow-up protocols, fire protection and OSH recommendations, are recorded in the Economic Department, which coordinates the implementation of the task by the appropriate department or other organisational unit. 
2. Outgoing letters must be compulsorily labelled with outbound symbol identifying the department or other organisational unit, and in the event of answering the letters that have already been registered - also with the number of the letter registered at the main secretariat.

 

1. In case of emergency (fire, flood, burglary, etc.), the Museum Protection and Security Department, in order to eliminate the risks and threats, may enter into the given object (facility), without the presence of these employees of departments or organisational units who are responsible for property, in order to assure immediate protection of the facility with the use of available means and resources.
2. The Museum Protection and Security Department assumes responsibility over a secured facility until the arrival of the head of the department or other organisational unit.
3. The Museum Protection and Security Department is obliged to immediately document the performed operations referred to in paragraph 1 and 2 with the protocol.
4. On the next day, upon the request of the head of department or organisational unit in which the event occurred as defined in paragraph 1, the Director or his deputy shall give the order to conduct an inventory in this department or organisational unit.


Chapter VIII
Final provisions
 

The Director of the Museum, by regulation, may establish temporal or permanent committees consisting of Museum personnel.

 

Any changes to the provisions of these Regulations shall be made under the order of the Director of the Museum, after consultation with the Minister responsible for culture and national heritage protection, as well as the trade unions and authors/creators associations which are active within the Museum.

 

Every employee of the Museum is obligated to read the contents of these Regulations and its use.