Office of Records and Archives

General provisions

1. The Office of Records of Gulistan State Pedagogical Institute (hereinafter, the Office) is part of the institute's organisational structure and reports directly to the Rector.

2. The Office ensures proper record-keeping and execution discipline, and organises the preparation of documents and their timely delivery to the responsible persons.

3. The Office is guided by the Constitution and laws of the Republic of Uzbekistan, resolutions and other documents of the Oliy Majlis, decrees, resolutions and orders of the President of the Republic of Uzbekistan, resolutions and orders of the Cabinet of Ministers, decisions of the board, orders and other regulations of the Ministry of Higher Education, the Charter of the institute and these Regulations.

4. The Office's staff consists of the head, clerks, a courier and an archivist. Each employee is responsible for their assigned duties and works according to their job description.

5. The Office's positions are set within the funds allocated to the institute and the general payroll fund. The head of the Office is appointed and dismissed by the Rector.

6. The Office is accountable for its official seal and the institute's corner stamp; the head is responsible for keeping them in a steel safe.

Tasks and functions

The main task of the Office is to improve record-keeping and document management at the institute, optimise document flow, provide methodological coordination and oversight of departments in record-keeping, document handling and archiving, prepare documents in line with current standards and rules, and introduce new record-keeping methods based on modern information and communication technologies.

To fulfil these tasks, the Office:

• registers incoming and outgoing documents on time, processes them and forwards them to the responsible staff;
• sets deadlines for document execution and monitors compliance;
• registers and stores the Rector's orders and other administrative documents and delivers them to departments;
• compiles case files, prepares them for storage and transfers them to the archive;
• develops and implements record-keeping instructions and other regulations and provides methodological guidance to departments;
• reports to management on whether documents have been executed on time;
• prepares, issues, copies and distributes official documents;
• helps organise and provides technical support for meetings held by management;
• processes business-trip documents;
• prepares analytical reports on strengthening execution discipline;
• responds to enquiries (including electronic ones) on the authenticity of diplomas;
• performs other functions within its authority in line with the institute's goals and objectives.

Rights

To fulfil its tasks, the Office has the right to:

• review, register and accept for processing documents and information received by the institute;
• request necessary information from management and departments;
• examine record-keeping in departments and coordinate their work in this area;
• return draft documents prepared in breach of the established procedure to their authors for correction and advise on them;
• submit proposals to management on improving record-keeping;
• submit proposals to management on hiring, training, rewarding and disciplining staff;
• take part in meetings held at the institute.