Department for Work with Documents

 

1.

General provisions

 

1.1.

Department for Work with Documents (hereinafter – the Department) of the Ministry of Transport, Communications and High Technologies of the Republic of Azerbaijan is a structural division of the administrative office of the Ministry of Transport, Communications and High Technologies of the Republic of Azerbaijan (hereinafter – the Ministry), which carries out activities in the field of organization of clerical work, document management, organization and regulation of archiving, consideration of applications from citizens.

 

1.2.

In its activity, the department is guided by the Constitution of the Republic of Azerbaijan, the law of the Republic of Azerbaijan “On Civil Service” and other laws, decrees and orders of the President of the Republic of Azerbaijan, decisions and orders of the Cabinet of Ministers of the Republic of Azerbaijan, “Regulations on the Ministry of Transport, Communications and High Technologies of the Republic of Azerbaijan, other legislative acts, decisions and orders (hereinafter – organizational-administrative documents) of the minister of Transport, Communications and High Technologies (hereinafter – the Minister), decisions of the Board of Ministry and these Regulations.

 

1.3.

While carrying out its duties and exercising of rights the Department acts in cooperation with structural divisions and bodies of the administrative office of the Ministry, central and local executive authorities, self-government authorities, international and non-governmental organizations, as well as legal and physical persons operating in this field.

 

2.

Activity Areas of the Department

 

2.0.

 The areas of activity of the Department are as follows:

 

2.0.1.

ensures the implementation of activities in the Ministry inthe field of clerical work, electronic document management, organization and improvement of archiving and consideration of citizens’ appeals;

 

2.0.2.

exercises control over the activities of the structural divisions and bodies of the administrative office of the Ministry in this field, carries out practical and methodical assistance;

 

2.0.3.

 operates in other areas of activity as defined by law;

 

3.

Duties of the Department

 

3.0.

The Department performs following tasks in accordance with the activity areas defined by these Regulations:

 

3.0.1.

to exercise current control over the compliance with the requirements of existing rules in conducting clerical work, document management in the ministry’s structural divisions and bodies and implement organizational, practical and methodical management;

 

3.0.2.

to prepare drafts of organizational-administrative documents in the field of clerical work, document management and archiving or participate in their preparation;

 

3.0.3.

to receive the documents received in the Ministry, register them, provide preparation of registration-control sheets, duplication of documents and delivery accordingly;

 

3.0.4.

to provide handing over the documents received in Ministry to appropriate executive structural divisions, control over the appropriate registration on the process and the result of the execution made in the registration-control sheet, send outgoing documents to the destination;

 

3.0.5.

to organize timely and rapid circulation of documents in the Ministry, organization of work regarding documents, exercise current control over timely execution of documents within its powers and handover it to the archive in a manner specified;

 

3.0.6.

to exercise control over the implementation of tasks assigned to the Ministry in the normative legal acts by the structural divisions and subordinate bodies of the Ministry and provide delivery of reports;

 

3.0.7.

to receive documents executed from the appropriate structural divisions and bodies of the Ministry, ensure removing from execution, sending to the destination, classifying outgoing documents and keeping of accounts;

 

3.0.8.

to organize the installation of search engines on documents and allow persons responsible for clerical work in the structural divisions and bodies of the Ministry to use these systems;

 

3.0.9.

to exercise timely control over performing tasks given by the Minister on urgent, most important documents, as well as citizens’ suggestions, applications and complaints;

 

3.0.10.

to coordinate the activity on clerical work, document management, consideration of applications in the structural divisions and bodies of the Ministry, conduct training and awareness-raising activities on activity directions for persons responsible for clerical work in  the structural divisions and bodies of the Ministry;

 

3.0.11.

to check the preparation of documents sent from Ministry in a  required form, correctness of addresses and other information indicated, completeness and correctness of visas, in the event of errors, return the document to the appropriate structural divisions and bodies of the Ministry by indicating the reasons;

 

3.0.12.

to participate in determination of the list of persons responsible for clerical work in the structural divisions and bodies of the Ministry and participate in making changes on their list, make proposals on conditional code of structural divisions of the Ministry and senior executives;

 

3.0.13.

to give undelivered documents to the executor in order to ensure the delivery of the documents  to its proper address;

 

3.0.14.

to make proposals on the formation of the composition and improvement of the activity of the Central Expert Commission in the Ministry;

 

3.0.15.

to compile a common nomenclature list of work by including all documents created and received as a result of the activity of the Ministry in order to correctly form the document folders, provide quickly finding  documents, systemize the work, identify their accounting and duration of their storage, to turn over the document to the archive in the appropriate level in the future;

 

3.0.16.

 to check the correctness of draft of orders before submitting  them to the Minister for signing, the availability of necessary visas and attachments, register the signed orders, ensure their storage and delivery according to mailing list;

 

3.0.17.

to provide the consideration of citizens’ appeals and inquiries, state agencies, institutions, enterprises and organizations in the areas of activity in accordance with the legislation;

 

3.0.18.

to provide  protection of private information, state and commercial secrets in accordance with the legislation;

 

3.0.19.

to prepare work plan of the Department and periodic reports on its activities;

 

3.0.20.

to deliver the personal correspondence to the Minister without opening it, and  register it when it is returned and  hand it over to the executor;

 

3.0.21.

to select and separate documents that are not to be stored and draw up a relevant act on their destruction;

 

3.0.22.

to carry out other duties in accordance with the areas of activity as required by the law.

 

4.

Rights of the Department

 

4.0.

The Department has following rights to fulfill its duties:

 

4.0.1.

to present proposals on drafts of normative legal acts and organizational-administrative documents on the directions  of activity prepared by structural divisions of the administrative office of the Ministry, confirm the correctness of documents related to the Ministry with their original;

 

4.0.2.

to  consider appeals addressed to the Ministry (or senior officials of the Ministry) by citizens and execution of which is assigned to the department, conduct investigations, make proposals to provide  participation of appropriate structural divisions of the administrative office  and  senior officials of the Ministry  in this field;

 

4.0.3.

to send requests to the structural divisions and bodies of the administrative office of the Ministry in a proper manner within its powers related to the implementation of duties determined by these Regulations and obtain related information (documents) from them;

 

4.0.4.

to make proposals on elimination of the reason and condition causing improper performance of duties and functions entrusted, violation of requirements of organizational-administrative documents, organization of archiving and clerical work conducted by structural divisions and bodies of the administrative office of the Ministry, as well as non-execution of tasks, duties and functions assigned to them on these directions;

 

4.0.5.

to give opinion in accordance with the activity areas, carry out analysis and generalizations, prepare analytical materials, conduct research in the relevant field, make proposals;

 

4.0.6.

to prepare drafts of appeals to the state agencies, municipalities, physical and legal entities according to the activity areas;

 

4.0.7.

to represent the Ministry before state bodies, local self-government authorities, legal and physical persons on the issues related to the scope of  activities within its powers;

 

4.0.8.

to represent the Ministry in the commissions and working groups set up in the ministry and other state agencies, local and international events of different level held on the issues related to its activity and to participate in their work;

 

4.0.9.

to study the experience of other states according to the activity areas and make proposals on improving activities in this field;

 

4.0.10.

to make proposals on training of specialists in the relevant field and raising their professional skills;

 

4.0.11.

to carry out other rights in accordance with the areas of activity as provided by law.

 

5.

Organization of  activity of the Department

 

5.1.

The structure and number of staffing positions of the department are approved by the Minister.

 

5.2.

The Department is headed by head of department which is appointed and dismissed by the Minister.

 

5.3.

Head of department is personally responsible for the organization of the work of the department, the fulfillment of tasks entrusted to the department and implementation of the rights.

 

5.4.

Head of department has a deputy which is appointed and dismissed by the Minister.

 

5.5.

Deputy head is personally responsible for carrying out the duties assigned to him by the head of department and implementation of rights.

 

5.6.

In the absence of the head of department, deputy head of department carries out his duties in the prescribed manner.

 

5.7.

Other employees of the department are appointed and dismissed by the Minister

 

5.8.

     Head of Department:

 

5.8.1.

organizes the activities of the department and heads it;

 

5.8.2.

makes distribution of work among his subordinate employees, coordinates their activities, exercises control over observance of labor, executive and service discipline;

 

5.8.3.

signs action plans and other documents drawn up in order to ensure the fulfilment of the duties assigned to the department, as well as controls timely and efficient implementation of measures envisaged in the action plan;

 

5.8.4.

defines issues related to the department to be discussedat at the Board of Ministry and presents his proposals to the managementof the Ministry and provides the implementation of duties assigned to the department in a timely manner and at the appropriate level;

 

5.8.5.

submits recommendations to the management of the Ministry for taking incentive and disciplinary measures against members of the department;

 

5.8.6.

obtains necessary information and documents from structural subdivisions and bodies  of the administrative office of the Ministry within its competence to perform the duties of the Department;

 

5.8.7.

organizes consideration of letters, applications, complaints and suggestions received at the department in a manner as provided in the legislation;

 

5.8.8.

 provides clerical work and confidentiality at the Department;

 

5.8.9.

 studies the documents received at the Department, registers them, informs to the Minister about them or prepares proposals for their consideration;

 

5.8.10.

gives recommendations and opinion to the Minister on punishment of employees violating the rules of discipline and performance discipline at the Department in accordance with legislation;

 

5.8.11.

 acquaints the employees of the structural divisions of the administrative office of the Ministry with orders and information materials under the instructions of the management;

 

5.8.12.

obtains information on the implementation of orders, decisions and documents from structural subdivisions and bodies of the administrative office of the Ministry and conducts research at places;

 

5.8.13. 

periodically prepares information on the process of performance of the tasks;

 

5.8.14.

represents the Department.

 

5.9.

The employees of the Department bear responsibility for violation of the requirements of these Regulations as envisaged by the legislation of the Republic of Azerbaijan.

 

5.10.

Each employee of the Department is responsible for confidentiality of data that is known to him and data containing state or business secret in accordance with his position and powers.