Main functions of the
Directorate for Document Management and Control:
1) Ensures the prompt acceptance, registration, and transfer of incoming and outgoing correspondence, documentation accounting, and the entry of relevant changes into the National Agency's electronic document management system;
2) Carries out the registration of orders, instructions, clarifications, and methodological recommendations of the National Agency;
3) Ensures the functioning of the independent structural units of the National Agency's staff;
4) Ensures compliance with the procedure for working with documents from the moment of their creation or receipt until dispatch or transfer to the National Agency's archives;
5) Performs organizational and methodological work on record keeping (clerical work), including documents marked "For Official Use" (FOU), and archival affairs;
6) Registers incoming, outgoing, and internal documents and other material carriers of information marked "FOU" that arrive at the National Agency, including mobilization documents, and communicates them to the structural units of the National Agency's staff in accordance with the management's resolution, and duplicates them upon order of the structural units;
7) Exercises control over the execution of registered documents, including documents marked "FOU," which establish tasks, and whose execution is subject to mandatory control;
8) Ensures the adherence to a unified procedure for the accounting, preservation, quality processing, and use of the National Agency's documents (including "FOU" documents) within the independent structural units of the National Agency's staff;
9) Conducts regular inspections (at least once a year) of the state of record keeping in the independent structural units of the National Agency's staff, including "FOU" documents;
10) Develops the consolidated nomenclature of files for the National Agency's non-secret record keeping;
11) Organizes and participates in the work on the expertise of the value of archival documents;
12) Organizes the work of the National Agency's archives and controls the adherence of the National Agency's employees to the requirements for record keeping;
13) Performs the acceptance and transfer of files to the National Agency's archives;
14) Carries out the transfer of files for state storage, for write-off (disposal) and destruction;
15) Provides written information to the independent structural subdivisions of the National Agency's staff, in the established manner, regarding the progress and status of document consideration within the National Agency;
16) Ensures the organization of electronic document management within the National Agency by:
- Developing and maintaining the functionality of the electronic document management module of the "Case Management System" information and communication system (hereinafter – the electronic document management module);
- Developing a unified procedure for documenting management information and working with documents, regardless of the form of their creation;
- Providing methodological assistance and control over adherence to the established procedure for working with paper and electronic documents in the independent structural units of the National Agency's staff;
- Ensuring compliance with requirements for the preparation of electronic and paper documents and organizing work with them;
- Implementing and overseeing the adherence of the independent structural units of the National Agency's staff to the requirements of the National Agency's Record Keeping Instruction and national standards;
- Organizing the supervision of the preservation status of the National Agency's documentation fund in electronic form and its usage;
- Ensuring information exchange with executive authorities and other state institutions through the system of interaction;
- Verifying the correctness of information entered into the electronic document's registration and monitoring card according to the National Agency's consolidated nomenclature of files, and clarifying this information based on the expertise of the electronic document's value;
- Carrying out preliminary review of documents using the electronic document management module;
- Exercising methodological guidance and supervision over the formation of electronic files in the National Agency and the independent structural units of its staff;
17) Ensures the literary editing of draft documents created by the National Agency.
