The Department of documentation support is a structural division of the district akim's office. In its activity the Department is guided by the Constitution and laws of the Republic of Kazakhstan, acts of President and Government of the Republic of Kazakhstan, decisions, orders of akim and district akimat of oblast and rayon, the position of district akim, regulation of the akimat of the district, these regulations, orders of the chief of staff and other instructions and regulations on the organization of office work.
The work of the Department is based on the work plans of the district akim's office and the Department.
The division is headed by a Director appointed by the Governor of the district. The head of the Department determines the responsibilities of the Department's specialists.
Main tasks and functions of the documentation support Department
the main tasks of the documentation support Department are:
1) improvement of forms and methods of working with documents in the office of the district akim;
2) ensuring a unified procedure for documenting, organizing work with documents, monitoring the execution of documents and preparing documents for transfer to the departmental archive of the district akim's office;
3) reducing the volume of document flow;
4) introduction of new technological processes with documents and document information based on the use of organizational and computer technology, including the ordering of documents and information indicators.
In accordance with the main tasks, the documentation support Department performs the following functions:
1) performs initial processing, preliminary review, registration, accounting, storage, delivery and distribution of documents;
2) organizes timely review of documents by the management, controls the execution of documents submitted for signature to the district akim, his deputies, and the head of the district akim's office;
3) advises employees of the office on the preparation of draft decisions and orders of the district akim, resolutions of the district akimat, and organizes registration, issuance, and communication to the executors of adopted regulatory legal acts;
4) participates in the preparation and conduct of meetings of akimat of the district meeting, held by akim of the district, as well as in the design of protocols and the issue of Protocol solutions;
5) organize the record keeping in the office in the Kazakh and Russian languages in accordance with the Law "On languages in the Republic of Kazakhstan" carries out translation of documents of akim and akimat of district, akim machinery of district from Russian into Kazakh and from Kazakh into Russian language, carries out expertise of draft legal acts on the authenticity of the texts in Kazakh and Russian languages;
6) provides accounting and consideration of appeals of legal entities and individuals, organizes personal reception of citizens and representatives of legal entities by the management, conducts analysis, control of execution and reporting on appeals of legal entities and individuals;
7) make a consolidated list of cases of the district akim's office, ensure prompt storage of cases and their use before transferring them to the departmental archive in accordance with the established procedure;
8) develops measures to improve the forms and methods of working with documents, improve performance discipline;
9) carries out control over the correctness of design and formation of structural units, organizes the expertise of value of documents in order to transfer them to the departmental files in a timely manner;
10) to arrange training of employees documentation service holds meetings-seminars and consultations akimats of rural districts, village Karabalyk, the district departments on the issues of documentation and records management;
11) carries out the registration, use, storage and disposal
printing of blanks, seals, stamps, eligible for protection and protection documents;
12) carries out control of correctness of formation and preparation of cases for transfer of their departmental archives, provides methodological assistance in the formation of the cases of structural divisions of akim of the district;
13) organizes the transfer of cases from divisions of the archive ensures the safety and accounting of documents stored in departmental archives, provide documents for temporary use, available in the archive;
14) performs record keeping of official information marked "For official use".
Rights and responsibilities of the Department
The documentation support Department has the right to:
1) monitor and require the heads of structural divisions to comply with the established rules for working with documents;
2) request from the structural divisions of the district akim's office information necessary for the work of the documentation service;
3) monitor the reduction of the volume of document flow in the office of the district akim;
4) check the organization of documentation and document management in structural divisions and bring the results of these checks to the head for action;
5) in coordination with the management to conduct internal investigations on the facts of violation of the requirements of the instructions on office work;
6) return for revision documents prepared in violation of the established rules;
7) control the organization of work with documents and appeals of legal entities and individuals in the offices of akims of rural districts and the village of Karabalyk, district departments and make suggestions for improving work with documents;
8) make suggestions to the head of the district akim's office on encouraging employees of the Department and imposing penalties on them.
Relationship of the documentation support
Department with other structural divisions
The Department of documentation support of the district akim's office interacts with the structural divisions of the district akim's office:
1) on issues of documentation and documentation management;
2) on legal issues related to the preparation of documents;
3) on issues of ensuring the protection of information of limited distribution, preventing the loss of official documents;
4) on the selection and placement of personnel of the documentation service and their professional development;
5) on material and technical supply and economic services - on issues of providing computer and organizational equipment, forms of organizational and administrative documents and office supplies.