Main Tasks:
1) to organize and manage clerical work (record-keeping) within the ESBU;
2) to organize work regarding the provision of access to public information and the review of citizens' appeals received by the ESBU;
3) to provide organizational and methodological support for the ESBU's electronic document management system;
4) to provide methodological recommendations and consultations to employees of the central office and territorial offices of the ESBU on matters of clerical work, archival affairs, and citizens' appeals and inquiries;
5) to maintain the register of the ESBU's administrative documents;
6) to ensure the collection of information for the publication (updating) of data sets on the Unified state web portal of open data;
7) to provide control and organizational and methodological support for the clerical services of the ESBU's territorial offices;
8) to register the ESBU's organizational and administrative documents;
9) to organize the maintenance of the archive of the ESBU central office;
10) to ensure the literary editing of draft regulatory legal acts, organizational and administrative documents, and official letters created within the ESBU, which are submitted for signature to the Director of the ESBU, the First Deputy Director of the ESBU, the Deputy Directors of the ESBU for digital development, digital transformations, and digitalization, or persons performing their duties, as well as draft legislative acts developed by the ESBU, including those marked "For Official Use" and "Secret";
11) to conduct monitoring and control over the execution of the laws of Ukraine, decrees of the President of Ukraine, resolutions of the Verkhovna Rada of Ukraine (adopted in accordance with the Constitution and laws of Ukraine), acts of the Cabinet of Ministers of Ukraine, instructions of the Prime Minister of Ukraine, the National Security and Defense Council of Ukraine, inquiries and appeals from Members of Parliament of Ukraine, orders and directives of the ESBU, instructions from the ESBU management, acts of other central executive bodies, requests for public information, and citizens' appeals.
Core Functions:
1) ensures the coordination of work of the central office's structural units and territorial offices of the ESBU concerning clerical work, organizational support, archiving, control, and processing of citizens' appeals and requests for public information;
2) organizes work and exercises control over the development of regulations for the structural units of the ESBU central office;
3) ensures the functioning of the archive of the ESBU central office;
4) compiles the consolidated nomenclature of files (nomenklatura of cases) of the ESBU;
5) prepares informational materials on the status of document flow in the structural units of the central office and territorial offices of the ESBU;
6) collects and controls the current work plans of the structural units of the central office and territorial offices of the ESBU, and reports on the execution of such plans;
7) summarizes information on the status of execution of the current work plans of the structural units of the central office and territorial offices of the ESBU;
8) carries out the registration, accounting, and storage of orders concerning core activities, directives, instructions, and minutes of meetings of the ESBU management;
9) certifies copies of documents within its competence;
10) conducts work within the electronic interaction system of executive bodies by sending outgoing correspondence to higher-level authorities, the National Security and Defense Council of Ukraine, central and local executive bodies, enterprises, institutions, and organizations, and receiving incoming correspondence: legislative acts, acts and instructions of the President of Ukraine, the Prime Minister of Ukraine, the National Security and Defense Council of Ukraine, the Cabinet of Ministers of Ukraine, inquiries and appeals of Members of Parliament of Ukraine, and documents from central and local executive bodies, enterprises, institutions, and organizations;
11) ensures the acceptance, preliminary review, and registration of incoming correspondence, and the timely transfer of registered documents for consideration;
12) ensures the dispatch of outgoing ESBU correspondence, including documents marked "For Official Use";
13) ensures the acceptance and registration of documents marked "For Official Use";
14) organizes the work of the Integrated Information Security System in the automated system of class 1 within the ESBU's Department of Document Management and Control Support;
15) conducts inspections of the status of organization and maintenance of clerical work in the central office and territorial offices of the ESBU, the frequency of which is determined by a separate administrative act of the ESBU;
16) organizes the conduct of inventory checks for documents marked "For Official Use" in the structural units of the ESBU central office;
17) prepares and provides ESBU structural units with proactive monitoring (informational materials) regarding the deadlines for fulfilling the requirements of legislative acts, orders, and instructions of the ESBU management;
18) organizes the conduct of the Cabinet of Ministers of Ukraine direct telephone line;
19) conducts the initial review of citizens' appeals and requests for public information, specifying execution deadlines and forwarding them to responsible executors;
20) ensures the acceptance, centralized registration of citizens' appeals and information requests received by the ESBU, and control of their execution deadlines;
21) organizes the conduct of personal reception of citizens by the ESBU management and structural units;
22) carries out the centralized registration of written proposals, applications, and complaints submitted during personal reception;
23) organizes the operation of the telephone "hotline" within the ESBU;
24) rocesses citizens' appeals received via the ESBU telephone "hotline" and forwards such appeals to responsible executors to ensure control over their execution;
25) organizes and ensures the prompt review of citizens' appeals received from the Government contact center and forwards such appeals to responsible executors;
26) submits reports on the work with citizens' appeals within the ESBU to the Secretariat of the Cabinet of Ministers of Ukraine and the Office of the President of Ukraine;
27) submits reports to the ESBU management on the status of work with citizens' appeals received by the ESBU;
28) organizes a special area for information requestors to work with documents or their copies;
29) participates in the implementation of electronic document management using modern information technologies in the field of clerical work and document flow concerning citizens' appeals and requests for public information;
30) implements measures within its competence for the protection of state secrets during work with classified documents;
31) prepares informational, reference, and other materials on the execution of legislative acts, orders, directives, and instructions of the ESBU management;
32) organizes work and provides consultative and methodological assistance to the ESBU central office's structural units regarding the provision of access to public information and the review of citizens' appeals received by the ESBU;
33) informs the ESBU management about the status of execution of legislative acts, orders, directives, and instructions of the ESBU management within the ESBU structural units;
34) carries out the literary editing of draft regulatory legal acts, organizational and administrative documents, and official letters created within the ESBU that are submitted for signature to the ESBU management—namely, ESBU orders, directives, and instructions, official letters addressed to the President of Ukraine, the Chairman of the Verkhovna Rada of Ukraine, the Prime Minister of Ukraine, Members of Parliament of Ukraine, the Office of the President of Ukraine, the Verkhovna Rada of Ukraine, the Cabinet of Ministers of Ukraine, ministries and departments of Ukraine, embassies, foreign representations in Ukraine and abroad, state enterprises, lawyers, organizations and institutions, courts, public organizations and citizens, and officials of government bodies, etc.—and draft legislative acts developed by the ESBU, including those marked "For Official Use" and "Secret."
Contacts:
Department for Ensuring Access to Public Information and Citizens' Appeals:
Phone: +38 (044) 236 13 97
Email Address: zvernennya@esbu.gov.ua
Email Address: publicinfo@esbu.gov.ua
Department of Document Management and Literary Editing:
Phone: +38 (044) 236 14 05
Email Address: esbu@esbu.gov.ua