DEPARTMENT OF THE ORGANIZATION OF OFFICE-WORK

The department of the organization of office-work is structural division of Management of organizational-legal work and joint-stock company office-work «T.Ryskulov Kazakh Economic University» (further the Society).

The department purposes:

Formation and introduction of a uniform order of document circulation and office-work on the Society.

Achievement of an order of documenting by each worker of the Society.

Problems:

• Maintenance of observance of principles and order of office-work and documentary maintenance in the Society.
• The organization of timely and qualitative documentary maintenance and office-work.
• Maintenance of qualitative conducting archival business and organizational-methodical management on conducting document circulation and the account of external documents, and also drawing up of the nomenclature of affairs of the Society.
• Maintenance of control of commissions of the Chairman of the board of the Society-rector and pro-rectors on incoming documents.
• Maintenance of translations from Russian on a state language, with state on Russian of orders, orders and other documents on Society primary activity.

Functions:

Incoming documents processing on a management: reception, registration and its direction on consideration to the Society management. After consideration of a management mailing and a document transfer with the resolution in structural divisions of the Society;

Incoming documents registration on divisions;

Registration, reproduction and mailing of orders and orders according to mailing lists;

Outcoming documents processing: check of observance of requirements to registration, reference number assignment. Register drawing up under archive letters, formation of packages, sending special communication, through Almaty Department of mail transportation and by mail;

Realization of reception-document transfer by a fax communication;
 

Control of a timely performance of documents:

Kazakhstan Republic Presidential Administration;

 Offices of Premieres - the Minister of Kazakhstan Republic;

The ministries and other central executive powers;

 Commissions of the Chairman of Board-rector, pro-rectors on incoming documents;

Commissions of the structural divisions of the Society given to heads;

Generalization of data on a course and results of a performance of documents;

Regular informing of a management on these questions;

Preparation of service records about default of the document and their removal from control.

Control of dates of performance of documents, complaints, references and statements.
Realization Russian-Kazakh and kazakh-Russian of transfers of orders, orders and other documents in the Society;

Actualization of standard documents on office-work.

Working out of the summary nomenclature of affairs, Instructions on office-work with coordination CGA, realization of a methodical management in drawing up of the nomenclature of affairs by structural divisions of central office of the Society.

Maintenance of safety, the account and delivery to structural divisions of the documents stored in departmental archive of the Society.

Control of delivery of archival inquiries.

Together with a commission of experts of the Society carrying out of examination of value and processing of documents, allocation to destruction of the affairs which terms have expired, drawing up of the summary inventory opening structure and the maintenance of affairs, subject to storage in the Central state archive of Kazakhstan Republic.

According to the nomenclature reception, the account, processing, the organization of storage and use of the documents of the Society finished by office-work in archive and preparation of documents for delivery on the state storage according to operating standard legal certificates of Kazakhstan Republic (including regulatory legal acts of establishments of the Central State archive of Kazakhstan Republic) has put.

Consideration of projects of orders and Society orders.

The account of the external documents applied in activity of the Society.

Check of structural divisions of the Society concerning office-work, documentary maintenance and archival affairs, and also state language introduction.

The organization and maintenance of copying of documents, and also mailing of electronic copies on structural divisions

For achievement of the problems put before Department, and for effective performance of functions the Department enters information interaction with all structural divisions of University.

ARCHIVE

The archive is independent structural division of Department of the organization of office-work.
The organizational-methodical management of archive activity carries out the State archive.

Problems:

Reception finished in office-work documents of constant storage, on staff and a long-term period of storage.

Acquisition by the documents, which structure it is provided in Position about archive by section 5.

The account, safety maintenance, explanatory notes creation, use of the documents stored in archive.

Preparation and the timely document transfer, carried to structure of National archival fund of Kazakhstan Republic, on the state storage in CGA with observance of the established requirements.
 

Functions:

Instructing of workers of structural divisions of the Society about an order of formation, preparation and delivery of documents in archive;

The account and control over timeliness of receipt in archive of the documents finished by office-work, not later than in a year;

Carries out the account and provides safety of the documents accepted on storage and affairs;

Develops and coordinates with CGA schedules of representation of inventories of affairs, certificates about allocation to destruction of documents with the expired periods of storage and the document transfers, carried to structure of National archival fund of Kazakhstan Republic, on the state storage;

Develops and gives on later, than in a year after end by office-work annual sections of inventories of affairs of constant storage and on staff on consideration of the Commission of experts of the Center and Ekspertno-verifying commission TSGA;

Creates, fills up and improves explanatory notes stored in archive;

Work on examination of value of archival documents, formation of documents in affairs of constant and time storage;

Drawing up of inventories of affairs for a document transfer in the state archives, certificates about destruction of the documents which periods of storage have expired;

Control over observance in premises of archive of the conditions necessary for maintenance of safety of documents;

Informs a management on work of departmental archive and document circulation improvement at university;

Working out of positions and instructions on the organization of archival business;

Gives out when due hereunder, documents or copies of documents with a view of office and scientific use for work in archive;

Work on protection of the information making the state, commercial and office secret;

Check of correctness of the account and storage of forms of the strict reporting;

Working out and the coordination with the authorized body of schedules of representation of inventories of affairs on consideration of the ekspertno-verifying commission and a document transfer on the state storage.

Executes inquiries of the foreign organizations and statements of citizens for a seniority establishment, acknowledgement of training and on other questions of socially-legal character, when due hereunder gives out copies of documents and archival inquiries on the basis of the data which is available in documents of archive;

Inspects presence and a state of affairs of constant storage - isn't more rare than an once in 5 years, time (over 10 years) storage and affairs on staff – 5 years, establish their actual quantity, eliminates lacks of the account, will organize search of absent affairs.

When due hereunder transfers to the state storage in CGA the documents carried to structure of National archival fund Kazakhstan Republic.
 

 The archive stores:

The documents of constant storage having social, economic, scientific, historical, cultural value finished by office-work, carried to structure of National archival fund of Kazakhstan Republic;

Documents long-term (over 10 years) and time (till 10 years inclusive) a period of storage, necessary in practical activities;

Documents on staff of University and on staff of the liquidated structural divisions;

Departmental editions.

Explanatory notes to archive documents.
 

For performance of functions and realization of the rights provided by Position about archive, the Archive cooperates:

With office on questions:

Office-work conducting;

Preparations and representations of documents on storage in archive;

Receptions and deliveries of the documents which are subject to copying and reproduction;

Maintenance with office equipment, the equipment, stationery, forms of documents;

Maintenance of repair of office equipment, the multiple copying equipment.

With all structural divisions on questions:

Document transfer and their copies, inquiries for use in work of structural divisions;

Search of the necessary information.