Job description for the head of the archive

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Job description for the head of the archive. Full document

Occupational Safety and Health

Occupational Safety and Health / Job descriptions

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I. General Provisions

The head of the archive belongs to the category of managers.
A person who has a secondary vocational education and at least 2 years of work experience in office work is appointed to the position of head of the archive.
Appointment to the position of the head of the archive and dismissal from it is carried out by order of the director of the enterprise on the proposal of _______.
The archivist must know:

resolutions, orders, orders, other governing and regulatory documents of higher and other bodies relating to the work of the archive;
a unified state system of office work;
the procedure for processing documents entering the archive, and the current system of their classification;
enterprise structure;
rules for storing strict reporting forms;
basics of organization of production, labor and management;
labor legislation;
rules of internal labor regulations;
rules and regulations of labor protection.

In his activities, the head of the archive is guided by:

Regulations on the archive of the enterprise;
this Job Description.

The Archivist reports directly to _______.
The head of the archive supervises the employees of the archive.
During the absence of the head of the archive (vacation, business trip, illness, etc.), his duties and rights are transferred to his deputy, and in the absence of such, to the person appointed by order of the director of the organization.

II. Official duties

Archivist:

Leads the organization and management of archives at the enterprise.
Provides, in accordance with the established procedure, the receipt, registration, systematization, storage and use of documents.
Supervises the work on compiling a scientific and reference apparatus that facilitates the accounting and use of archival documents, namely: inventories, card files, catalogs, indexes, guides, reviews, historical references, etc., as well as relevant accounting documents (books of accounting for the receipt and disposal of cases, lists of funds, lists of funds, files of funds).
Provides methodological assistance in finding the necessary documents.
Instructs employees of structural divisions of the organization on the procedure for the formation, preparation and submission of documents to the archive.
Controls the timeliness of receipt in the archive of documents completed by office work.
Provides work on the examination of the value of archival documents, the formation of documents for permanent and temporary storage.
Supervises the work on compiling inventories of cases for the transfer of documents to state archives, drawing up acts on the destruction of documents whose storage periods have expired.
Carries out control over the state of documents, the timeliness of their restoration, compliance with the conditions in the premises of the archive, necessary to ensure the safety of documents.
Organizes work on keeping records of document circulation and the number of cases, issuing archival certificates based on the data available in the archive documents.
Prepares prescribed reports.
Takes part in the development of regulations and instructions for record keeping and organization of archives.
Carries out work on the protection of information constituting state, commercial and official secrets.
Ensures the presence in the archive of the necessary inventory, required forms, stationery, instructive and methodological literature on the terms of reference.
Checks the correctness of accounting and storage of forms of strict reporting.
Controls the correct operation and serviceability of industrial premises, the availability and serviceability of fire fighting equipment. Manuals.
Ergonometric consulting and preparation of recommendations on the organization of workplaces and working conditions for various categories of workers.

III. Rights

The archivist has the right to:

Submit proposals to improve the activities of the archive for consideration by the head of the enterprise and heads of structural divisions.
Request personally or on behalf of the director of the enterprise from the heads of structural divisions and specialists the necessary documents and information.
Establish job responsibilities for subordinate employees.
Sign and endorse documents within their competence.
Submit proposals for consideration by the director of the enterprise:

on the imposition of material and disciplinary sanctions on employees subordinate to him who do not comply or improperly comply with their official duties;
on the use of incentives for the exemplary performance of labor duties, long-term and flawless work of employees subordinate to him.

Require the director of the enterprise (other managers) to assist in the performance of the duties and rights provided for by this Job Description.
Interact with all structural divisions on the work of the archive.

IV. A responsibility

The Archivist is responsible for:

For improper performance or non-performance of their official duties provided for by this Job Description - within the limits determined by the current labor legislation of Ukraine.
For offenses committed in the course of carrying out their activities - within the limits determined by the current administrative, criminal and civil legislation of Ukraine.
For causing material damage - within the limits determined by the current labor and civil legislation of Ukraine.

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