Document Management Department of the Ministry of Industry and Construction of the Republic of Kazakhstan
Regulations on the Department of Documentation Support of the Ministry of Industry and Infrastructure Development of the Republic of Kazakhstan
General provisions
The Department of Documentation Support (hereinafter referred to as the Department) is a structural subdivision of the Ministry of Industry and Infrastructure Development of the Republic of Kazakhstan (hereinafter referred to as the Ministry).
The Department is guided in its activities by the Constitution of the Republic of Kazakhstan, laws, acts of the President and the Government of the Republic of Kazakhstan, other regulatory legal acts, as well as this Regulation.
The structure and staffing of the Department are approved by the Executive Secretary of the Ministry in accordance with the procedure established by the legislation of the Republic of Kazakhstan.
The Department consists of:
1) Management of documentation support;
2) Management of control over the execution of official documents;
3) State Language Development Department;
4) Document Authenticity Management;
5) Management of informatization.
The main tasks, functions, rights and responsibilities of the Department
Task: organization of a unified document management system in the Ministry and its improvement.
Functions:
1) organization of reception of documents, including appeals of individuals and legal entities, received by the Ministry in paper format and their registration in the Unified Electronic Document Management System in the relevant databases (hereinafter referred to as the EDC);
2) ensuring the reception and registration of documents received from higher state bodies, ministries, departments and other organizations, appeals, video messages of individuals and legal entities received in electronic format in the EDC;
3) ensuring the daily registration of outgoing correspondence of the Ministry in the ESED and sending them in electronic format via the ESED, on paper – to the addressees by compiling appropriate registers and on purpose through a courier;
4) organization of the duty of the staff of the Documentation Support Department to receive urgent documents, telephone messages and fax messages, register them in the EDC database and bring them to the leadership of the Ministry on working days from 18-30 to 20-00 hours, on Saturdays from 9-00 to 17-00 hours;
5) organization of the work of the departmental archive of the Ministry and the formation of a Central expert commission to make decisions on the transfer of documents for state storage and destruction of documents that have no historical or other value and have lost practical significance;
6) organization of the development of the Nomenclature of affairs of the Ministry, the implementation of its coordination with the authorized bodies in the field of documentation and ensuring its approval;
7) providing methodological and practical assistance to structural units and departments of the Ministry on electronic document management and archival affairs;
8) organization of training of employees of structural divisions on compliance with the requirements of documents regulating the activities of the Administration of the President of the Republic of Kazakhstan, the Government of the Republic of Kazakhstan and the Ministry of Document Management and monitoring of the execution of official documents.
6. Task: organization of reception of individuals and representatives of legal entities in the Ministry.
Functions:
1) drawing up a quarterly schedule of reception of citizens on personal issues from the Minister, the Executive Secretary of the Ministry, the First Vice-Minister and Vice-ministers, sending the schedule of reception to the Office of the Prime Minister of the Republic of Kazakhstan;
2) organization of personal reception and online reception by the leadership of the Ministry through the means of a local computer network and the Non-profit Joint Stock Company "State Corporation "Government for Citizens";
3) filling out admission cards for individuals and representatives of legal entities, ensuring monitoring of decisions made based on the results of admission, reporting on the results of receptions;
4) preparation of quarterly and annual reports on the organization and conduct of the reception of individuals and representatives of legal entities by the leadership of the Ministry.
7. Task: organization of control over the execution in the Ministry of appeals of individuals and legal entities, including appeals received on the "e-Government Portal" and video messages.
Functions:
1) monitoring the timely consideration by structural divisions and departments of the Ministry of appeals of individuals and representatives of legal entities;
2) providing monthly reconciliation with the Committee on Legal Statistics and Special Records of the Prosecutor General's Office of the Republic of Kazakhstan on the number of received appeals and the results of their consideration;
3) ensuring the compilation of weekly lists of control documents on the appeals of individuals and representatives of legal entities, for structural divisions of the Ministry, with deadlines for the next two weeks.
4) verifying the authenticity of an electronic digital signature when registering applications received from the portal of "Electronic Government", ensuring their registration, control, organization of their timely consideration and removal from control.
8. Task: organization of control over the execution of control documents in the Ministry, including instructions from the President of the Republic of Kazakhstan, the Administration of the President of the Republic of Kazakhstan, the Parliament of the Republic of Kazakhstan and the Government of the Republic of Kazakhstan.
Functions:
1) implementation of daily control of official documents in the ECEDO database;
2) ensuring the development of schemes for the movement of official documents and lists of control of official documents;
3) organization of work with performers to ensure timely execution of documents;
4) ensuring that control points of resolutions, orders, orders, minutes of meetings, meetings, instructions and other documents of the Presidential Administration and the Office of the Prime Minister of the Republic of Kazakhstan are entered into the EDC database as they are received, in accordance with the management resolution;
5) provision of operational work with reminders of the Presidential Administration and the Office of the Prime Minister of the Republic of Kazakhstan posted on the Intranet portal of state bodies (hereinafter - the IPGO);
6) ensuring operational work with the information system of reminders of control documents;
7) ensuring the preparation of weekly reports - reminders on control documents for structural divisions and departments of the Ministry, with deadlines for the upcoming period.
9. Task: to provide the Ministry's management with analytical and statistical data on document management and execution of control documents.
Functions:
1) ensuring the preparation of summary reports on document management and execution of control orders, deputy requests and appeals, requests and letters from ministries and departments, appeals from individuals and legal entities to staff meetings with the Minister and meetings with the Executive Secretary of the Ministry;
2) ensuring the preparation of weekly reminder lists for documents under control with deadlines for the upcoming week;
3) ensuring the preparation of weekly lists of outstanding documents with deadlines for execution in the current week;
4) ensuring the preparation of a monthly summary report on documents executed in violation of deadlines for conducting a rating assessment of structural divisions and departments of the Ministry;
5) ensuring the preparation of quarterly and annual reports on document management and performance discipline for the leadership of the Ministry and the Office of the Prime Minister of the Republic of Kazakhstan;
10. Task: organization of registration of orders on the main activity of the Ministry.
Functions:
1) the registration of orders on the main activities of the Minister and the Executive Secretary of the Ministry in the database of the ESEDO, IPGO.
11. Task: implementation in the Ministry of the requirements of the Constitution of the Republic of Kazakhstan, the Law of the Republic of Kazakhstan "On Languages in the Republic of Kazakhstan", the State Program of functioning and development of languages, execution of Decrees, resolutions and other legal acts of the President of the Republic of Kazakhstan, the Government of the Republic of Kazakhstan on language policy, terminology and onomastics. Introduction and development of the state language in the structural divisions and departments of the Ministry.
Functions:
1) ensuring the implementation of a unified state policy in the field of the development of the state language, as well as the implementation of public administration functions in the field of language policy in the branches of the Ministry;
2) coordination of the activities of the structural divisions and departments of the Ministry, as well as their territorial divisions and subordinate organizations, on the implementation of the Law of the Republic of Kazakhstan "On Languages in the Republic of Kazakhstan";
3) formation and development of an action plan for the implementation of the state program for the development and functioning of languages and ensuring its implementation;
4) monitoring the implementation of program documents for the development of the state language;
5) organization of the development and implementation of proposals to improve the effectiveness of state policy in expanding the spheres of public functioning and development of the state language;
6) coordination of courses on the study of the state language in the branches of the Ministry;
7) organization of courses on the level study of the state language for advanced training of employees of the Ministry;
8) providing advisory assistance on record keeping in the state language, registration of visual information in the branches of the Ministry;
9) monitoring compliance with the legislation of the Republic of Kazakhstan on languages regarding the placement of details and visual information in the branches of the Ministry, territorial divisions of the Ministry, as well as subordinate organizations;
10) control over the implementation of the legislation on languages is carried out in the form of verification and other forms, examines the facts of its violation and makes decisions on them within its competence;
11) carrying out activities for the organization and management of office work in the state language (checking the structural divisions and departments of the Ministry and making proposals for improving the work);
12) organization and holding of seminar-meetings, round tables on improving the quality of regulatory legal documents in the state language, as well as on the development of the state language;
13) assistance in the implementation of the legislation of the Republic of Kazakhstan on languages in the fields of activity of the Ministry;
14) development and submission of proposals to improve the effectiveness of the state language policy;
15) coordination of onomastic and terminological work;
16) ensuring the activities of working groups on onomastics and terminology in the Ministry;
17) organization of work on the development and improvement of terminology in the fields of activity of the Ministry;
18) organization of work on onomastics and transcription in the branches of the Ministry;
19) monitoring of incoming and outgoing document flow in the state language in the Ministry.
12. Task: implementation of the requirements of legislation on language policy in the Ministry.
Functions:
1) conducting an examination for authenticity and approval of documents of structural units sent to higher state bodies;
2) conducting an examination on the authenticity of the texts of official documents, as well as regulatory legal acts, agreements developed by the Ministry for authenticity;
3) conducting an examination for authenticity and approval of internal orders of the Ministry, cover letters of structural units sent to higher state bodies, state bodies and organizations, individuals and legal entities in the state language signed by the executive secretary;
4) provision of methodological assistance and coordination of activities on the development of regulatory legal documents in the state language;
5) organization and conduct of internships for specialists of the state language of subordinate organizations of the Ministry of document editing;
6) control over the implementation of high-quality preparation of documents in the state language.
13. Task: Ensuring the smooth functioning of the computing and organizational equipment of the Ministry.
Functions:
1) organization of operational system maintenance of hardware and software of the Ministry;
2) providing practical and methodological assistance to employees of the Ministry of Informatization;
3) organization of equipping the departments of the Ministry with hardware and software, control over the correctness and efficiency of use;
4) accounting of computer and office equipment of the Ministry;
5) ensuring participation in the planned inventory of computer and office equipment, server and communication equipment of the Ministry;
6) organization of providing access to the Internet for employees of the Ministry;
7) ensuring participation in tenders for public procurement of services and goods within the competence of the Department, preparation of technical specifications regarding software, computing and office equipment;
8) ensuring the coordination of technical specifications and other regulatory legal acts in the field of informatization;
9) organization of technical support for the online reception of citizens by the leadership of the Ministry through the means of the local computer network and the NAO "GKPG".
14. Task: organization of participation in the evaluation of the use of information technology in the Ministry.
Functions:
1) ensuring coordination of the activities of the structural units of the Ministry on the effectiveness of the use of the Internet resource, the effectiveness of departmental information systems;
2) ensuring the coordination of user work in the IPGO;
3) ensuring control and coordination of the work of structural divisions and committees on filling in documents of the Internet portal "Open NPAs", "Open dialogues".
15. Rights and Obligations:
15.1. The Department has the right to:
1) submit proposals for consideration by the Ministry's leadership on issues within the scope of the Department's responsibilities;
2) participate in discussions with the leadership of the Ministry on issues related to the competence of the Department;
3) represent the Ministry, on behalf of the leadership, in all state, public and other institutions and organizations of the Republic of Kazakhstan, including in foreign countries on issues within the competence of the Department;
4) request and receive from the structural divisions and departments of the Ministry, subordinate organizations of the Ministry documents, reports, certificates and other materials necessary to perform the tasks and functions assigned to the Department;
5) organize and hold events, meetings on issues within the competence of the Department;
6) provide methodological assistance, as well as carry out inspections in the structural divisions and departments of the Ministry, subordinate organizations of the Ministry and enterprises, territorial divisions on issues within the competence of the Department;
7) involve, with the consent of the heads of structural divisions, departments of the Ministry and subordinate organizations of the Ministry, as well as subordinate organizations of their employees to participate in the organization of events held by the Department in accordance with the tasks assigned to it;
8) exercise other rights assigned to the Department by the Minister and the Executive Secretary of the Ministry in accordance with the legislation of the Republic of Kazakhstan.
15.2. The Department performs the following duties:
1) provides explanations on issues within the competence of the Department;
2) allocates the employee(s) of the Department, if necessary, his (their) participation in advisory bodies or to provide other relevant service assistance in interaction with structural units of the Ministry;
3) submit the necessary materials and certificates within its competence and within the framework of legislation in case of an official request for this by structural divisions and departments of the Ministry and state bodies;
4) ensures the safety of state property;
5) ensures that employees of the Department comply with the ethics standards of administrative civil servants;
6) bring to the attention of the leadership of the Ministry or to law enforcement agencies about cases of corruption offenses that have become known;
7) does not allow gender discrimination in the performance of functional duties by employees of the Department.
8) exercise other rights in accordance with its competence and the legislation of the Republic of Kazakhstan.
15.3. The Department's responsibilities include ensuring compliance with the rule of law in the activities of the Ministry.
Organization of the Department's activities
16. The Department has the powers necessary for the implementation of its main tasks and functions, in accordance with legislative acts, acts of the President of the Republic of Kazakhstan, other regulatory legal acts of the Republic of Kazakhstan.
17. The Department is headed by a Director appointed and dismissed in accordance with the procedure established by the legislation of the Republic of Kazakhstan.
18. The Director of the Department carries out the general management of the Department's activities and is personally responsible for the fulfillment of the tasks assigned to the Department and the implementation of its functions.
19. The Director of the Department submits proposals on the structure and staffing of the Department to the leadership of the Ministry.
20. For these purposes, the Director:
1) defines the duties and powers of the deputies;
2) defines the duties and powers of the heads of departments that are part of the Department;
3) exercise other powers in accordance with the laws and acts of the President of the Republic of Kazakhstan.
21. Documents sent on behalf of the Department to other structural divisions on issues within the competence of the Department are signed by the Director of the Department, and in case of his absence – by his replacement.
22. The Director of the Department, his deputies and heads of departments of the Department are obliged to counteract corruption and are personally responsible for compliance with the legislation of the Republic of Kazakhstan on combating corruption.
23. The rights and duties of employees of the Department are determined by their job descriptions approved in accordance with the established procedure.