Сhancellery and archival department

1. The Office is an independent structural subdivision of the institute and reports directly to the Rector according to the institute’s charter.
2. The Office operates based on the laws of the Republic of Uzbekistan, Decrees, Orders, and Resolutions of the President of the Republic of Uzbekistan, Resolutions and Orders of the Cabinet of Ministers, decisions made by the Council, and relevant regulatory and methodological documents.
3. The Office receives documents, registers incoming and outgoing correspondence, internal letters, and records institute internal orders, delivering them to responsible employees.
4. The Office and Archive manage document storage and work in compliance with relevant laws and regulations, including:
– Registration of documents in the workflow;
– Monitoring their execution;
– Removing expired documents from the register.
5. The Head of the Office, the workflow officer, and archive staff jointly compile the institute’s nomenclature in agreement with the Bukhara City State Archive, sign it with the Rector’s approval, and implement it for document management across departments.

1. Organizing work processes at the institute, ensuring discipline in document management, and maintaining confidentiality in document handling.
2. Monitoring the deadlines and quality of documents received from higher authorities.
3. Ensuring timely execution of documents assigned to employees.
4. Ensuring the use, accounting, and safekeeping of stamps and seals used in document management.
5. Monitoring the implementation of management decisions.
6. Organizing the timely transfer of documents with expired retention periods to the archive.
7. Studying and supervising document management within the institute.
8. Controlling the departments and journals within the institute’s structure, ensuring timely and correct registration of incoming and outgoing documents.
9. Receiving letters and documents and sending reply letters on time.
10. Distributing documents to deans’ offices and departments and monitoring their execution.
11. Taking measures to improve the qualifications of office and archive staff.
12. The Office is responsible for ensuring the fulfillment of all tasks assigned by these regulations and other normative legal documents.
13. The Office has its own round seal, which is kept by the Head of the Office.

- Perform their duties honestly and conscientiously.
- Observe labor discipline, internal institute rules, and prevent documents from being sent out without management permission.
- Timely and efficiently execute orders and instructions from management.
- Ensure the integrity, safekeeping, labor protection, and technical safety of all institute documents.
- Comply with industrial hygiene requirements (carefully preserve institute property).

- Properly register documents received from the Oliy Majlis (Supreme Assembly) of Uzbekistan, the Presidential Office, Cabinet of Ministers, and other ministries, departments, and organizations; ensure timely registration and delivery to executors.
- Ensure proper official formatting of outgoing documents from the institute.
- Promptly deliver incoming documents to executors through the automated system (edo.ijro.uz).
- Document management of administrative activities, sending letters, and preparing internal official documents.
- Organize control over the execution of documents.
- Deliver documents for timely execution to responsible persons according to the Rector’s instructions.
- Check registration and proper formatting of documents signed by the Rector or Vice-Rector.
- Keep account of institute forms.
- Collaborate with departments to improve document management procedures and develop relevant measures.
- Together with archive staff, prepare the institute’s nomenclature in agreement with Bukhara City State Archive, sign it with the Rector, and apply it for document management.
- Continuously improve professional skills and introduce new directions in work activities.
- Regularly report to the institute Rector on all activities related to the Office.
- Take measures to improve the qualifications of staff in the department.
- Organize the stitching of executed documents into compiled folders.
- Prepare documents for timely transfer to the institutional archive and execute the transfer.