Document Management and Legal Support Department

— The current legislation of the Republic of Kazakhstan;

— The standard rules for documentation and records management in public and non-governmental organizations;

— National and international ISO standards;

— The University’s Quality Policy;

— The documentation of the University’s Quality Management System (QMS);

— The University Charter;

— The University’s Collective Agreement;

— Orders and directives issued by the University management;

— The Internal Labor Regulations;

— The Regulations on the Department.

According to the staffing schedule, the Department of Documentation and Legal Support has the following positions: Head of Department, Legal Counsel, and Records Clerk.

The Head of Department, who also serves as Legal Counsel, is Piraly Seidalievich Dzharmukhanbetov, born in 1964. He has been working at the University since February 2012. He holds a higher education degree in Law. In 1993, he graduated with honors from the Karaganda Higher School of the Ministry of Internal Affairs of the Republic of Kazakhstan, specializing in Law. He is a retired Police Colonel.

The Records Clerk, Marina Aldamuratovna Urkimbaeva, was born in 1997. She has been working at the University since December 2019. She holds a higher education degree in Education. In 2019, she graduated from Shymkent University with a degree in Pedagogy and Psychology.

Documentary support for management is an activity that encompasses the documentation of management processes and the organization of document handling in the course of performing management functions.

Documentary support for management is a fundamental management technology. Its primary objective is to provide the University’s management with information on the current state of affairs at the University to facilitate informed management decisions and monitor their implementation.

— Actively applying legal instruments to ensure the quality of the University’s operations and improve its performance indicators.

— Protecting the University’s property through legal means and ensuring the fulfillment of obligations under supply contracts, purchase and sale agreements, capital construction contracts, and other agreements.

— Protecting the rights and legitimate interests of the University.

— Monitoring compliance with the law in the University’s activities.

The structure and staffing levels of the Department are approved by the Rector of the University.

The Department consists of the Head of Department, a Legal Counsel, and a Records Clerk.

The Department is headed by a Head who reports directly to the Rector of the University.

The Legal Counsel and the Records Clerk report directly to the Head of Department and are appointed by order of the Rector upon the recommendation of the Head of Department.

• Ensuring a uniform procedure for organizing and maintaining records management in the University’s structural units, standardizing document formats, and developing templates for University documents;

• Organizing records management in accordance with standards and regulatory and methodological documents;

• Providing organizational and methodological guidance on document handling in structural units;

• Organizing the monitoring of timely document execution in accordance with resolutions issued by the University management;

• Ensuring appropriate access controls for documents classified as confidential and regulating the use of the information contained therein;

• Preparing the consolidated file classification scheme for the organization and monitoring the proper formation and preparation of files in structural units;

• Developing regulatory and methodological documents for records management, including document-handling instructions, official document forms, and standardized document templates;

• Registering and recording documents and providing reference and information services relating to documents;

• Receiving, registering, recording, storing, and distributing incoming, outgoing, and internal documents;

• Conducting prompt searches for document-related information and providing the requested information;

• Reviewing and verifying the proper preparation of documents submitted to the University management for reporting purposes and signature;

• Participating in the work of the organization’s expert commission responsible for preparing documents with long-term or permanent retention periods for transfer to the archive;

• Identifying documents whose retention periods have expired for destruction;

• Introducing new information technologies for handling University documents. Participating in defining requirements, developing, designing, and implementing new information technologies within the organization;

• Conducting activities to improve the professional qualifications of employees responsible for records management;

• Conducting legal reviews of draft orders, regulations, and other legal acts prepared by the University and, where necessary, participating in their development;

• Working jointly with other units to prepare proposals for amending current orders and repealing orders and other regulatory acts that have effectively ceased to be in force;

• Participating in the preparation and conclusion of collective agreements;

• Organizing, jointly with other University units, the process of concluding agreements and contracts, and participating in the preparation and review of draft agreements and contracts;

• Participating in the review of claims submitted to the University and preparing responses to them, as well as providing methodological guidance on this work to the relevant units;

• Preparing and submitting claims on behalf of the University based on materials referred to the Department;

• Representing the University before courts and other government bodies in the consideration of legal matters;

• Compiling and analyzing the outcomes of court proceedings involving the University and developing proposals to address identified deficiencies and improve the University’s operations;

• Participating in the preparation of local regulatory acts being developed by the University and preparing opinions on draft regulatory acts submitted to the University;

• Providing legal consultations, opinions, and reference information;

• Providing legal assistance to the collective agreement commission;

• Conducting legal reviews of local regulatory acts;

• Providing legal training for heads of structural units on the requirements of applicable legislation;

• Being familiar with the documentation of the University’s Quality Management System (QMS) and complying with its requirements;

• Monitoring the movement of documents within the University from the moment they are created or received until processing is completed, they are dispatched, placed into files, and transferred to the archive.

— Inspect the organization of records management in the University’s structural units and, based on the inspection results, submit proposals and recommendations to their heads for taking appropriate measures;

— Require heads of structural units to provide certificates, information, documents, and other materials needed by the University management, as well as information on the execution of documents, instructions, and assignments issued by the management;

— Return documents to structural units for revision if they have been prepared in violation of the formatting requirements established by GOST standards;

— Submit proposals to the University management regarding incentives for Department employees, provide information on the Department’s work plans, and report on their implementation;

— Verify compliance with the law in the activities of the University’s structural units;

— Request regulations governing any structural unit of the organization and job descriptions for its employees;

— Require University officials to provide documents, certificates, calculations, explanations, and other information necessary to fulfill the responsibilities assigned to the Department;

— Engage employees of structural units, with the consent of their heads, in preparing draft local regulatory acts and other documents;

— Submit proposals to improve the work of structural units and to hold persons responsible for violations of applicable legislation liable to disciplinary and financial penalties.