State Archive of the East Kazakhstan Region (Ust-Kamenogorsk)
The State Archive of the East Kazakhstan Region, within the limits of its rights and powers, in order to complete and preserve documents classified as part of the National Archival Fund of the Republic of Kazakhstan in departmental storage, provides organizational and methodological guidance and control over the work of departmental archives, documentation and management of documentation of institutions transmitting documents for state storage according to the region of acquisition.
The State Archive of the region, in particular, the department of acquisition and control of departmental archives, monitors the security of documents stored in departmental storage, works on the timely transfer of documents with expired departmental storage to the state archive of the region. Annually about 6,000 units of storage of management documentation are received from the organizations for state storage.
To ensure the safety of documents at the stage of departmental storage, the correctness of the formation of documents in the process of paperwork, organizations are provided with consultative, methodological and practical assistance in compiling nomenclatures of cases, developing provisions on EC, paperwork instructions, scientific and technical processing of documents.
Every year, comprehensive checks of the status of documentation, document management and storage of documents in organizations of a particular system are carried out, according to the approved program. The next year, control checks are carried out according to the results of comprehensive ones. Conducting comprehensive and control checks allow employees of archival institutions to provide practical assistance on the spot, to identify deficiencies in paperwork and departmental storage of documents, to provide the necessary regulatory and methodological literature, to clarify the articles of the Law of the Republic of Kazakhstan “On the National Archival Fund and Archives” of December 22, 1998.
Significant results in the work of the clerical services of organizations and departmental archives are also led by a number of events such as training courses, seminars, meetings on documentation, preparation and transfer of documents to the departmental archive and for state storage. Further education courses are conducted in an accessible form with a large number of practical classes, where each student is given assignments on each topic. At the end, testing is done. The analysis based on the test results shows the effectiveness and the need for such courses.
Negotiations are regularly held on the transfer of documents for state storage with holders of documents of personal archives. These are cultural figures, participants in the war, intellectuals and others whose documents have scientific, practical, historical significance.
Organizations that make up audio-video-photo documentation regularly transfer audio-video records and photo documents to the state storage.
Every three years, employees of the department carry out state accounting (certification) of documents assigned to the National Archival Fund of the region, which are in departmental storage.
For each organization, which is mainly registered, that is, from which documents will be accepted in the state archive in the future for permanent storage, observation cases are opened, renames are tracked. There is a card file of work with institutions.
Organizations are distributed among employees by systems, which allows working more efficiently and more rationally. Each employee oversees their specific systems and knows the state of affairs of the organizations that he oversees.
The above types of work and the rational distribution of systems lead to high-quality acquisition and preservation of documents referred to the National Archival Fund of the East Kazakhstan region.
Documentation Center of the Recent History of the East Kazakhstan Region (Semey)
Every year, at the Central Scientific and Research Center, refresher courses for employees of clerical services and departmental archives are held, seminars are organized on modern requirements for organizing clerical work and ensuring departmental security of documents. Within the framework of the courses, students get acquainted with the organization of paperwork on the basis of modern standards, master the methodology for compiling and maintaining the nomenclature of cases, preparing organizational and administrative documentation, storing and using documents in accordance with regulatory requirements, preparing and transferring files to the departmental archive, and fulfilling social and legal requests citizens.