Regulations state institution "Department of construction, architecture and urban planning"

1. General provisions

1. This regulation defines the organization and internal procedure of the state institution "Management of construction, architecture and urban development" (hereinafter-the management).
2. Management is a state body established in the organizational and legal form of a state institution for the purpose of performing the functions and tasks assigned according to the regulations on management.
3. the Administration is formed, abolished and reorganized by the East Kazakhstan regional akimat (hereinafter - the regional akimat).
4. the Management in its activities is guided by the Constitution, Laws and other regulatory legal acts of the Republic of Kazakhstan, as well as these regulations.

2. Work planning Control

5. The work is carried out in accordance with the current planning.

Current planning consists of annual and quarterly work plans for Management departments.

6. Departments develop work plans for the upcoming quarter, which are approved by the head of the Department no later than the 25th day of the last month of the previous quarter. Copies of the work plans of the Management departments are submitted to the administrative Department within the same period for a set of management plans for the corresponding quarter.

Management departments provide quarterly information on the progress of implementation of quarterly plans to the head of the Department. The heads of departments are responsible for the state of Affairs on planning the work of departments and their execution. At the request of the head of the Department, his deputies, information on the execution of quarterly plans by departments may be provided in other terms, both orally and in writing.

7. The head of the Department holds operational meetings with the participation of Deputy heads and heads of departments, as necessary with the entire staff of the Department, at least twice a month.
8. the Deputy head of the Department holds meetings with heads and employees of departments as necessary.

3. Procedure for preparing materials for meetings of the regional akimat, meetings and other events, including organizational issues

9. when holding a meeting on issues within the competence of the Department, the responsible Department for its organization is determined by the appropriate Department of Management.
10. The Department of Management responsible for carrying out events, the prepared material is subject to approval by the head of the Department and the supervising Deputy akim of the region.
11. the participation of invited persons is ensured by the relevant Department of Management.

The relevant departments responsible for holding events submit materials (on paper and electronic media) no later than 3 working days before the day of the event to the Department of the apparatus. In cases where events are held in an emergency, materials may be entered on the day of the event.

12. Responsibility for late and low-quality submission of materials is borne by the corresponding Deputy heads of the Department and heads of departments, as well as the direct executor.
13. Summary materials for regional events should include:

1) agenda with a list of speakers;

2) the guest list;

3) references, information (analytical) materials, presentations, comparative data (in tabular forms) on the issues under consideration;

Other documents required for these events may be attached to the summary materials for regional events.

14. the materials Submitted for the planned event should have identical titles and comprehensively reflect the essence of the issues.

4. The office-work organisation,

electronic document management in management

15. the Provisions of this section apply to the organization of work with documents, regardless of the type of media, including electronic documents signed with an electronic digital signature (hereinafter-EDS) using a private (secret) EDS key (cryptographic information security tools that implement the processes of forming and verifying EDS) and having confirmation of the determination in the prescribed manner of a positive result of EDS verification (confirmation (establishment) of EDS authenticity) after calculating and verifying the EDS of an electronic document using the public key of the EDS.
16. Incoming correspondence received by the Department on paper is accepted by the administrative Department under the signature with the date, and electronic documents-after the verification procedure using the cryptographic protection of EDS information of the person who signed the electronic document, or the person who certified the necessary details of the document.
17. Electronic documents must be received through the Unified transport environment of state bodies of the Republic of Kazakhstan (hereinafter-ETS) and the server Of the center for interdepartmental document management of the Unified system of electronic document management of state bodies (hereinafter – esedo).

When receiving correspondence in the format of electronic documents, all further procedures with these documents are performed in accordance with the instructions approved by the operator in the field of Informatization.

18. employees of the Department are prohibited from accepting documents that are not registered in the administrative Department, and working with them, except for the cases provided for in paragraph 23 of these regulations.
19. Employee of administrative Department before opening of envelopes checks correctness of addressing and design, the integrity of the packaging (with seals), at the opening of the envelopes check the address match the sender's name, number of attachments specified on the package, with the numbers marked on the documents, verifies completeness of documents and their annexes.

In case of missing documents, damaged packages, discrepancies between the numbers on the envelopes and the numbers on the documents, an act is drawn up in two copies, while one copy of the act remains in the administrative Department of control and documentation, and the second one is sent to the sender.

Incorrectly addressed and issued documents that were incorrectly attached are returned to the sender.

Envelopes from documents enclosed in them are saved in cases when only they can be used to set the sender's address, date of sending and receiving documents.

All envelopes are subject to opening in the administrative Department, with the exception of envelopes marked "Personally".

20. incoming documents must contain the following information: date, outgoing number; when responding to a request or report (information) on the execution of orders, which is assigned to the Management - a link to the registration outgoing number. When the administrative Department accepts only those documents whose date coincides with the date of delivery to the administrative division (except non-resident correspondence received by mail, as well as other state bodies and legal persons unaccountable akim and akimat of the region). The surname, initials, and phone number of the performer must be placed in the lower-left corner after the signature or on the back of the last sheet of the document (for example: Asanov S. A., tel.26-42-42).

Electronic documents received by the Department during non-working hours are stored in the corresponding eedc folder until registration or refusal of acceptance by an administrative Department employee.

21. Outgoing correspondence to state bodies (including in the format of an electronic document) is issued on a stamp form, in the state language (if necessary, a version in Russian is attached without the use of a stamp form).
22. Not subject to reception in the administrative Department:

1) documents and appendices to them issued in violation of the established requirements;

2) documents containing facsimiles, blemishes and other contamination that have any damage, including stitched with a hole punch, executed on drafts and copies of forms of state bodies;

3) incorrectly addressed (including incorrectly specified names of state bodies, positions, surnames, names, patronymics of heads of state bodies) letters.

23. Official correspondence received by employees of the administrative division due to official necessity in addition to the administrative division must be immediately transmitted to the appropriate Department.
24. Registration of incoming correspondence in paper form is carried out by the administrative Department by affixing a stamp in the lower right corner (or in cases where there is no free space in the upper left corner) indicating the incoming registration number in the corresponding esedi database, the date of receipt, the number of sheets of the main document and appendices to it.

Documents must be issued in accordance with the Standard rules for documenting and managing documentation in state and non-state organizations, approved by the Order of the Minister of culture and sports of the Republic of Kazakhstan dated December 22, 2014 No. 144 (registered in the Register of state registration of normative legal acts number 10129).

Incoming correspondence is registered electronically using the Lotus Domino Server –based electronic document management system (hereinafter referred to as the System).

Documents for consideration are entered on the day of receipt by the administrative Department.

25. The Manager gives instructions and imposes a resolution to all without exception divisions.

Management considers incoming correspondence on the day of receipt, and urgent correspondence - immediately.

If the order is given to several performers, it is mandatory to specify who is responsible for the preparation and execution of the document. If there is no such mark, the execution of the document remains with the performer who is listed first. Responsibility for the timely execution of the entire order is equally borne by all the performers specified in the resolution.