U-LEAD experts reminded the procedure for restoring identification documents at the info session “Handling documents in local self-government bodies: requirements for their creation, systematisation, storage and recovery under martial law” to representatives of local self-government bodies of the southern regions.
“In wartime and during an emergency evacuation, people can lose their documents or have them destroyed. Our team has compiled and tested step-by-step procedures in case of loss of the most important identification documents,” said Olena Tertyshna, Head of the Regional Office of U-LEAD with Europe in the Dnipropetrovsk region. She also stressed the advice to create and upload copies of identification documents of all family members to the cloud storage.
“Remember that the recovery of documents involves the production of their duplicates, which are produced on the same form as the original copy and contain information identical to the information in the original copy. It is affixed with the seal of the body and bears the signatures of officials authorised to sign these documents at the date of the duplicate. The mark ‘Duplicate’ is added in the upper right corner of the document,” Ms Tertyshna said.
So, what to do if you need to restore your identification documents?
Passport. To restore a passport of a citizen of Ukraine or a travel passport, contact the Administrative Service Centre (if it provides such a service) or a territorial body or division of the State Migration Service.
TIN. In case of a lost or damaged individual tax number (TIN), a new document marked with ‘DUPLICATE’ will be issued. To obtain it, contact any tax authority with an application according to Form No. 5DR (5ДР) and present the original and a copy of your passport. The service is provided free of charge. The term of issue is from 1 to 10 days.
Education documents. The first step is to check the entry on the issue of a diploma in the Unified State Electronic Database on Education (EDEBO) at info.edbo.gov.ua. The second step is to order a duplicate document at the educational institution. If the first and second steps did not work, try to get an extract from the archive or appeal to court to establish the legal fact of obtaining an education.
Employment history. To recover this document, contact the place of last employment or the archival services of the company or its successor. You can also get information (Appendix 9) about labour relations and insurance experience at the Diia portal (https://guide.diia.gov.ua/view/vydacha-dovidky-pro-trudovyi-ta-strakhovyi-stazh) or using the electronic cabinet of the Pension Fund of Ukraine.
Driver’s licence. If you lost it, notify the territorial service centre of the Ministry of Internal Affairs, and in the case of theft, notify the territorial body of the National Police. You can recover your lost driver’s license online. Order the service of online replacement of a driver’s license using the electronic cabinet on the website of the Ministry of Internal Affairs (https://hsc.gov.ua/elektronnij-kabinet-vodiya/).
Birth certificate. Contact the operating departments of the State Register of Civil Status regarding the recovery of the lost document. Please note that under martial law, the state fee for the re-issuance of a certificate of state registration of certificates of civil status and certificates issued in connection with the amendment and renewal of records of civil status is waived.
Land plot documents. If the state land deed is lost, contact the territorial office of the State Service of Ukraine for Geodesy, Cartography and Cadastre and obtain a copy of the state deed or a statement that the original has not been preserved. In case of loss of the sales agreement, to obtain a duplicate, contact the notary who executed the land transaction. If no duplicates can be issued, file a claim with the court to recognise the title to the real estate or to establish a legal fact.
Real estate documents. The steps are similar to the recovery of land plot documents. The only difference is that you can also contact the archive of the local self-government body to obtain a copy of the decision on the transfer of land for development or real estate into ownership.
During the info session, the participants were reminded of the rules for the creation, systematisation, storage and recovery of documents under martial law. Experts also explained the procedures for documenting management information under martial law.