Regulations on File Access and Usage at Keelung Prison, Correctional Agency, Ministry of Justice

1. These regulations are established by Keelung Prison, hereinafter referred to as "the Prison," to address matters related to file access and usage in accordance with Articles 17 to 21 of the Archives Act.

2. The term "file" in these regulations refers to written or non-written data and their attachments submitted to the Prison for archival management according to document processing procedures.

3. To apply for file access, viewing, transcription, or copying, individuals should complete the "Application Form for File Usage at Keelung Prison, Correctional Agency, Ministry of Justice" and provide the following information when submitting the application to the Prison:
   
   (a) Applicant's name, date of birth, phone number, address, and identification document number. For legal entities or groups with managers or representatives, provide the name, office or business address, and personal information (name, date of birth, phone number, address) of the manager or representative.
   (b) If there is a proxy, provide the proxy's name, date of birth, phone number, address, and identification document number. In the case of authorized representation, a power of attorney should be submitted. In the case of legal representation, the relationship should be stated.
   (c) Application items.
   (d) File name or summary of contents.
   (e) File number.
   (f) Purpose of the application.
   (g) If the original file is necessary for usage, state the reasons.
   (h) Application date.
   
   The application can be submitted in person or by written communication.

4. If the Prison finds that an application does not comply with the regulations or lacks necessary information, the applicant shall be notified to make corrections within seven days. If the applicant fails to make corrections within the specified period or cannot make the necessary corrections, the application may be rejected. After accepting an application, the file management unit will request the operational unit to review and approve or reject the application, providing review comments. The results of the review shall be communicated to the applicant in writing within thirty days from the date of acceptance. The date of correction shall be counted from the day of correction. The written notification shall include the following information, except for rejected applications:
   
   (a) Purpose of approving file usage.
   (b) File usage method, time, and location.
   (c) File usage precautions and fee standards.
   (d) Required supporting documents.

5. The Prison may reject an application for file access, viewing, transcription, or copying if it falls under any of the following circumstances specified in Article 18 of the Archives Act:
   
   (a) Relates to state secrets.
   (b) Relates to criminal records.
   (c) Relates to trade secrets.
   (d) Relates to knowledge and skill assessment or qualification review.
   (e) Relates to personnel and salary information.
   (f) Subject to legal obligations or confidentiality agreements.
   (g) Necessary to protect public interests or legitimate rights of third parties.
   
   When copying or reproducing files that involve copyright matters, the regulations of the Copyright Act and related provisions shall be followed.

6. For file access, viewing, transcription, or copying applications, files shall be provided on a case or file basis. If the file contains items subject to restrictions specified in the previous clause, only the other parts will be provided. The principle of providing copies shall be followed for file usage at the Prison. If there is a need to use the original file, the reasons should be stated at the time of application.

7. The file usage location at the Prison is located at 2F, No. 199 Dongguang Road, Xinyi District, Keelung City. The opening 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. In case of other special circumstances that require the suspension of file access, separate announcements will be made to inform the public.

8. Individuals who are not staff members of the Prison entering the file usage premises must present identification documents and register their entry. Applicants for file usage should also present the notification of approval and will be accompanied by designated personnel from the Prison.

9. When entering the file usage and viewing area, the following rules must be followed:
   
   (a) Eating, smoking, making noise, or disturbing others is prohibited.
   (b) When transcribing files, only pencils or portable computers may be used. When copying files, the operation instructions should be followed, and the use of photocopying equipment is the general practice.
   (c) The cleanliness of the environment and the equipment in the file usage premises must not be damaged.

10. Applicants using files should ensure the integrity of the files and must not engage in the following behaviors:
    
    (a) Adding annotations, altering, replacing, extracting, underlining, or damaging the files.
    (b) Disassembling completed bound files.
    (c) Damaging or altering file content by other means.
    
    Violation of any of the above behaviors may result in the suspension of file usage by the Prison. If it involves criminal liability, it will be referred to the prosecuting authority for investigation.

11. Applicants are not allowed to take the files out of the file usage premises. If it is necessary to leave the premises, the files should be entrusted to designated personnel from the Prison for safekeeping and must be returned on the same day. After the Prison staff confirms the return without discrepancies, the applicant's identification documents will be returned.

12. Upon approval of the application for file usage, the Prison will collect fees according to the "File Access, Viewing, Transcription, and Copying Fee Standards" and issue a receipt to the applicant.