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Taraz State Pedagogical University

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The office TarGPU

Office and archive

The office and archive are structural divisions of the University.

The purpose of the University office:

- management of professional documentation, effective organization of control and performance of work.

Her job responsibilities include working with archival documents, daily sending and receiving correspondence (letters, orders), its registration and control. The main task of the office is to improve the quality of work and services.

Main tasks of the office

- Organization of a unified document management system of the University, analysis and optimization of document flow patterns, improvement of forms and methods of working with documents.

- Conducting correspondence with state bodies, organizations, MES of the Republic of Kazakhstan, higher educational institutions, citizens of the Republic of Kazakhstan and CIS countries.

- Providing organizational and methodological guidance on document management and accounting of external documents, as well as drawing up a consolidated list of cases and documentation Rules at the University.

–Ensuring the safety of documents, creating a scientific reference apparatus, using documents stored in the archive.

- Reception and accounting of documents of permanent and temporary storage period from structural divisions of the University.

- Ensuring the proper quality of preparation and execution of all documents originating from the office.

- Compliance with the current legislation of the Republic of Kazakhstan, the Charter of the University, this Regulation and other regulatory documents and acts of the University.

Functional responsibilities

- Interacts with the heads of departments of the University on issues of record keeping, control over the execution of documents in a timely manner and of appropriate quality.

- Organizes checking of records management in the University departments, monitors the correct formation, storage and timely submission of cases to the archive.

–Registers the orders and contracts (except educational services), proxy (except accounting), internal turnover, incoming and outgoing mail; circulate documents to relevant structural units and returns poorly drafted and performers for revision.

–Sends letters, parcels and parcels through the postal service with the preparation of a monthly report and reconciliation of information with Kazpost.

- Conducts an examination of the value of archival documents, forms documents for permanent and temporary storage.

- Monitors compliance in the archive premises with the conditions necessary to ensure the safety of documents.

- Issues documents or copies of documents in accordance with the established procedure for official and scientific use for work in the archive premises. Conducts work on the protection of information constituting state, commercial and official secrets.

- Executes requests from third-party organizations and applications from individuals in accordance with the established procedure.

–Checks the availability and status of permanent storage cases-at least once every 5 years, temporary (more than 10 years) storage and personnel cases - at least once every 5 years, establishes their actual number, eliminates deficiencies in accounting, organizes the search for missing cases.

- Organizes a unified document management system of the University, analyzes and optimizes the flow of documents; improves the forms and methods of working with documents.

- Complies with the principles, procedure and organization of timely and high-quality documentation and records management.

- Provides organizational and methodological guidance on document management and accounting of external documents, as well as compiles a consolidated list of cases and documents.

- Receives and records documents of permanent storage and temporary storage period from the structural divisions of the University.

- Ensures the safety of documents, works to create a scientific reference apparatus for documents stored in the archive.

The structure of the Office includes the departmental archive, which in its activities ensures the safety, accounting, and use of University documents that form its activities.

Organizational-methodical management of activities of the archive Targu provides Zhambyl oblast state archive.

Main tasks of the archive

–Ensuring the safety and accounting of documents temporarily stored in the University archive

- Reception and safety:

- personal files and orders of University students;

- personal files and orders of University graduates in accordance with established standards;

- graduation papers of University graduates in accordance with the established standards;

- personal files and orders of expelled students;

- personal files and orders of University employees;

- acts of writing off term papers, theses and materials of pedagogical practices.

- Preparation of inventories and acts of destruction of documents with expired storage periods.

- Execution of certificates of third-party organizations and citizens, issuance of copies of documents and archival certificates.

- Accounting of documents stored in the departmental archive and accounting of documents used.

Functional responsibilities

Accepts University documents for temporary storage in accordance with the established procedure.

Participates in the creation of the nomenclature of cases, validates the application inventory document specifying the terms of storage, preparation of cases to the archive storage

MANAGEMENT:

Egemberdieva Gulnara Meiranbekovna

Position: head of the office

Phone: 8(7262) 43-26-37,

e-mail: This e-mail address is being protected from spambots. You need JavaScript enabled to view it

PERSONNEL OF THE DEPARTMENT:

Subijana Kuralai Bekbergenova

Specialist

The quality of the preparation and registration of all documents emanating from the office

8(7262) 43-26-37

e-mail: This e-mail address is being protected from spambots. You need JavaScript enabled to view it

Laura Manapbayeva

Position: Archivist

Job responsibilities: Ensuring the safety and accounting of documents stored in the archive

Phone: 8(7262) 43-26-37

e-mail: This e-mail address is being protected from spambots. You need JavaScript enabled to view it , This e-mail address is being protected from spambots. You need JavaScript enabled to view it

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