Civil registries, archives and authorities, duplicate documents and certificates, apostille, legalisation, retrieval and delivery from different countries
Countries: Russia, Ukraine, Belarus, Kazakhstan, Armenia, Moldova, Georgia, the Baltic states and other former USSR countries, European archives
01
Civil registry documents
From the civil registry (ZAGS) or another civil registration authority, we obtain duplicate certificates, statements and extracts of birth, marriage, divorce, death, change of name and other records
You get: the requested document delivered to you, with an apostille, legalisation or translation where needed
How the work goes
Review of the initial information
Identifying the competent authority and the procedure
Preparing and sending the request
Following up on the request
Receiving the document
If needed — apostille, legalisation, translation
Delivery to the client
02
Archival certificates and copies
We find and obtain documents from state, regional, municipal and departmental archives: we locate where they are held, choose the archives and record groups and send the requests
You get: the archival certificate, extract, copy or file that was found — and a review of what it contains
How the work goes
Review of what is known about the person or event
Identifying where the records are likely kept
Selecting archives and record groups
Sending requests
If needed — arranging research in the archive
Receiving the document or archival file
Review of the result
03
Departmental archives
We request records from Interior Ministry and military archives, archives of the repressed, filtration files, pension, employment, education and other departmental collections
You get: documents or archival information from the agency concerned
How the work goes
Identifying the type of document and the agency
Establishing where it may be kept
Preparing the request
Confirming the right to receive the information, where required
Handling the correspondence
Receiving the documents or archival information
04
Complex document search
We continue the search when the location is unknown, first requests came back negative or records may have moved between archives and agencies: we check the earlier route and find alternative sources
You get: the results of the work with alternative sources and a strategy for the next stage of the search
How the work goes
Review of the replies received
Checking the route of the earlier search
Identifying alternative sources
Working through archives and agencies one by one
Review of the results
Planning the next stage of the search
05
Apostille and legalisation
We prepare documents for use in another country: we check the requirements, arrange an apostille or legalisation and a translation where needed
You get: documents prepared to the requirements of the destination country
How the work goes
Checking the requirements of the destination country
Deciding whether an apostille or another form of legalisation is needed
Arranging the paperwork
If needed — translation
Handing over or delivering the finished set of documents
Civil status records, archival certificates and extracts, personal and registration files, departmental archive records, education, employment, repression and military service documents and more — depending on country, period and repository
Can a document be obtained without a power of attorney?
It depends on the document type, degree of kinship, country and institution. Some documents need no power of attorney; others require proof of kinship or authorisation. We assess this before starting
What if I don't know which archive holds the document?
We first determine the likely repository by territory, period and record type. If necessary the search proceeds through several archives or authorities in turn
Can Soviet-era documents be found if the person lived in what is now another country?
Yes. The repository is determined not by present citizenship but by where and by which body the record was created and where the fonds was later transferred
What if the archive already said there are no records?
That doesn't always mean the search is exhausted. We check whether the archive, fonds, period and record type were correctly identified and whether alternative sources exist
Can you arrange an apostille, legalisation or translation?
Yes, if required for further use of the document. The method depends on the issuing country and the country where it will be presented
What do I get if the search yields nothing?
If the result is negative, the scope of the search and sources checked are documented; where prospects remain, next directions are identified
