Department of Control, Document Management and Development of the state language

The principal responsibilities of the Department include the management, maintenance, and enhancement of record-keeping at the University, the implementation of e document management systems; ensuring a standardized protocol for the University's documentation processes; overseeing the execution of incoming documents and ensuring the conservation of the University's archival documents; coordinating initiatives related to the advancement of the state language at the University.

Annually, the Department conducts conferences, training courses, and workshops, offers continuous consultations to personnel across all structural units, and undertakes various initiatives aimed at significantly improving the quality of record management and promoting the development of the state language at the University.

Aidyn Aitbayevich Yeshanov, the Head of Department, possesses over 20 years of professional experience, more than 10 years of which specializing in documentation, records management, archiving and state language development as well. His career encompasses positions at prominent institutions such as National Archive of the Republic of Kazakhstan Republic State Institution, JSC Militarized Railway Security, JSC Khabar Agency, and Autonomous Organization of Education Nazarbayev University.

Goals

- organizing, maintaining, and improving the University’s record management system, including the implementation of electronic document workflow;

- ensuring a unified procedure for the University’s documentation management;

- organizing the work of the University archive;

- coordinating and monitoring the quality of documentation management at the University in the state language.

Main Activities

- timely processing of incoming and outgoing correspondence and its delivery to the intended recipients;

- monitoring deadlines for the execution of control documents;

- ensuring the correct preparation of University documents in the state language in accordance with legal requirements and the University’s internal regulatory documents;

- registration, accounting, storage, and transfer of current documentation to the relevant structural divisions, including orders and directives issued by the University administration;

- development and implementation of rules and other regulatory documents governing record management at the University;

- development of the University’s file classification system (nomenclature of files);

- monitoring the proper formation, storage, and timely transfer of files listed in the University’s file classification system to the University archive;

- formation of the Department’s file classification materials and their transfer to the University archive for storage;

- providing methodological assistance to employees of structural divisions in record management in the state language.