Department Structure

1. Records Management and Control Unit
2. Archives
3. Museum
4. Secretariat

Department Responsibilities

1. Organization, administration, and continuous improvement of the University’s document management system based on electronic records and digital technologies;
2. Registration, tracking, distribution, and processing of incoming, outgoing, and internal correspondence;
3. Monitoring, recording, and controlling compliance with deadlines and the quality of execution for assignments issued by government authorities and the University’s management, as well as requests and appeals from citizens, legal entities, and external organizations;
4. Coordinating personal appointments for citizens and representatives of external organizations with the University’s management;
5. Organizing the archival storage of documents, ensuring their proper registration, preservation, and accessibility;
6. Appraising the value of the University’s archival documents and managing their transfer to the state archives for permanent storage;
7. Providing methodological guidance on records management and archival affairs across the University’s structural and affiliated units;
8. Ensuring strict compliance with the anti-corruption legislation of the Republic of Kazakhstan and the University’s internal anti-corruption policies;
9. Developing and maintaining the University’s records retention schedule (file nomenclature);
10. Promoting the preservation of the University’s historical heritage and materials related to the history of national healthcare;
11. Organizing exhibition, educational, and awareness-raising activities aimed at fostering patriotism among students and respect for the achievements of national medicine;
12. Providing comprehensive organizational and documentation support for the activities of the University’s management.

Functions Performed by the Department

1) General Functions of the Administrative Department:

Organization of a unified system of administrative management and document workflow at the University;

Monitoring compliance by structural units with the Rules for Documentation, Records Management, and Use of the Electronic Document Management System at NJSC “S.D. Asfendiyarov Kazakh National Medical University” (hereinafter referred to as the “Rules”);

Assistance in implementing the University’s strategic priorities and Development Program;

Preparation of proposals for improving administrative processes and document workflow;

Providing of methodological support to structural units on records management and archival affairs;

Ensuring compliance with the anti-corruption legislation of the Republic of Kazakhstan and the University’s internal regulatory documents in the field of combating corruption;

Ensuring compliance with the requirements of the quality management system and the University’s internal regulatory documents;

Participation in improving the University’s quality management system and ensuring compliance with its anti-corruption policy.

2) Functions of the Documentation Support and Control Division:

Organization and maintenance of records management and monitoring compliance with the Rules in the University’s structural units;

Ensuring control over the execution of assignments issued by government authorities and the University’s management, as well as requests and appeals from government and other organizations;

Ensuring the tracking and control over the execution of written and oral appeals from individuals and representatives of legal entities;

Ensuring information protection measures, including documents classified as “For Official Use Only”;

Developing the schedule for personal appointments with the University’s management and registering individuals for appointments;

Organizing and conducting personal appointments with citizens by the University’s management, preparing agendas, and documenting the minutes;

Collecting and submitting information on personal appointments to higher government authorities;

Compiling the University’s records retention schedule (file nomenclature);

Timely sending electronic reminders to structural units regarding document execution deadlines and conducting monitoring.

3) Functions of the Archives:

Establishment, maintenance, and registration of the University’s archives;

Preparation of inventories, appraisal of the value of documents, and digitization of archival documents;

Acceptance of files into the archives, transfer of documents for state archival storage, and destruction of documents upon expiration of their retention periods;

Preparation and issuance of archival certificates, extracts, and copies of archival documents upon requests from government and other organizations, individuals, and representatives of legal entities;

Monitoring the preparation and processing of documents submitted to the archives for compliance with regulatory requirements.

4) Functions of the Museum:

Preservation of the University’s historical heritage and materials related to the history of national healthcare;

Registration and systematization of the museum collection;

Organization and arrangement of exhibitions, displays, showcases, information stands, and educational activities aimed at promoting the achievements of the University and national medicine;

Ensuring access for students, employees, and visitors of the University to the museum’s materials and exhibits in accordance with the established procedure.

5) Functions of the Secretariat:

Organizational and documentation support for the activities of the University’s management;

Preparation and organization of meetings, sessions, and official meetings;

Organization of personal appointments with citizens and representatives of organizations, as well as recording and monitoring the implementation of assignments resulting from such appointments;

Monitoring the execution of documents and assignments issued by the University’s management;

Coordination of interaction between the University’s management and structural units, government authorities, and other organizations.

Address: 94 Tole Bi St., 1st building, 1st floor, Room 107
Head of Division: Lazzat Yerdauletkyzy
Phone: 71-50
Email: [email protected]

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Specialist: Bakhyt Zhazira Nurlankyzy
Phone: +7 727 338-70-30 ext. 73-75
Email: [email protected]

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Specialist: Seiduldayeva Aizhan Nyshanovna
Phone: +7 727 338-70-30 ext. 73-76
Email: [email protected]

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Specialist: Madina Adilovna Sartayeva
Phone: +7 727 338-70-30 ext. 73-75
Email: [email protected]

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Address: 94 Tole Bi St., 1st building, 1st floor, Room 117
Head of Museum: Amantaev Bakanay Amantaevich
Phone: +7 727 338-70-90 ext. 75-87

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Chief Curator of the Museum: Baitulenova Fatima Tanatovna
Phone: +7 727 338-70-90 ext. 73-69

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