Regulations for the Open Application of Files at Keelung Prison, Ministry of Justice Correctional Agency

1. Keelung Prison, hereinafter referred to as "the Prison," establishes these regulations to handle matters related to the open application of files in accordance with Articles 17 to 21 of the Archives Act.

2. The term "files" in these regulations refers to textual or non-textual data and their attachments that are submitted to the Prison for archival management in accordance with document processing procedures.

3. When individuals apply to view, copy, or reproduce files at the Prison, they should complete the "Application Form for the Use of Files at Keelung Prison, Ministry of Justice Correctional Agency" (Attachment: doc file) and provide the following information in their application:
   (a) Name, date of birth, telephone number, address, and identification document number of the applicant. If the applicant is a legal entity or a group with a manager or representative, provide the name, office or business address, and the name, date of birth, telephone number, and address of the manager or representative.
   (b) If there is a representative, provide the name, date of birth, telephone number, address, and identification document number. If the representative is an intended representative, a power of attorney should be submitted. If the representative is a legal representative, their relationship should be stated.
   (c) The purpose of the application.
   (d) The file name or summary of its content.
   (e) The file number.
   (f) The purpose of the application.
   (g) If it is necessary to use the original file, state the reason.
   (h) The application date. The application mentioned in the preceding paragraph can be submitted in person or through written communication.

4. If the Prison deems an application to be non-compliant or incomplete, the applicant shall be notified to make corrections within seven days. If the applicant fails to make corrections within the specified period or is unable to do so, their application may be rejected. After the application is received, the file management unit will request the business unit to review and approve or reject the application and provide opinions. The result of the review should be notified to the applicant in writing within thirty days from the date of acceptance. The date of correction shall be counted from the date of the correction. The written notification mentioned in the preceding paragraph, except for rejected applications, should include the following information:
   (a) The purpose of approving the application for file use.
   (b) The method, time, and location of file use.
   (c) Precautions and fee standards for file use.
   (d) Relevant supporting documents to be carried.

5. The Prison may reject applications to view, copy, or reproduce files in the following cases specified in Article 18 of the Archives Act:
   (a) Matters related to state secrets.
   (b) Information related to criminal records.
   (c) Matters related to trade secrets.
   (d) Information related to academic skills testing and qualification review.
   (e) Personnel and salary information.
   (f) Obligations of confidentiality according to laws, regulations, or contracts.
   (g) Other cases necessary to protect public interests or legitimate rights and interests of third parties.
   When copying or reproducing files that involve copyright issues, the Copyright Act and related regulations should be followed.

6. Application for viewing, copying, or reproducing files shall be done on a case or file basis. Only the parts of the file that do not contain the restricted items mentioned in the previous point shall be provided. The principle of file usage is to provide copies. If there is a need to use the original documents, the reasons should be stated in the application.

7. The location of the file application office is on the second floor of 199 Dongguang Road, Xinyi District, Keelung City. The office hours are from 9:00 AM to 11:30 AM and from 2:00 PM to 4:30 PM, Monday to Friday. It is closed on national holidays. If there are any special reasons for temporary closure, it will be announced separately.

8. Individuals who are not personnel of this institution entering the file application office should present identification documents and register. Applicants for file usage should also present the approval notice and be accompanied by designated personnel from this institution.

9. When entering the file application and viewing area, the following should be observed:
   (a) Eating, smoking, making noise, or engaging in behaviors that disrupt others are prohibited.
   (b) When copying files, the use of pencils or portable computers is allowed. When reproducing files, the instructions for operation should be followed, and the use of self-owned photocopying equipment is the principle.
   (c) The cleanliness of the environment and the equipment in the application area should not be damaged.

10. Applicants for file usage should keep the files intact and refrain from the following actions:
    (a) Adding, altering, replacing, extracting, highlighting, or damaging the files.
    (b) Disassembling completed bound files.
    (c) Damaging or altering the content of the files by other means. Violation of any of the above provisions will result in the suspension of file usage.
    If it involves criminal responsibility, it will be referred to the prosecutor's office for investigation.

11. The files requested for application should not be taken out of the application area. If it is necessary to leave the application area, the files should be handed over to the personnel designated by this institution for safekeeping. They should be returned on the same day, and after verification by the personnel of this institution, the applicant's identification documents will be returned.

12. For approved applications for file usage, this institution will charge fees according to the "File Viewing, Copying, and Reproduction Fee Standards" (attached doc file) and issue a receipt to the applicant.