Regulations on the Organization of Internal Electronic Document Management
at National Aerospace University
«Kharkiv Aviation Institute»
Enacted by Order No. 225 dated May 19, 2025
QMS KHAI-VDA-P/003:2025
Effective date: May 19, 2025
Revision No. 1
1. General Provisions
1.1 Regulations on the Organization of Internal Electronic Document Management at National Aerospace University «Kharkiv Aviation Institute» (hereinafter referred to as the University) regulate the general requirements for implementing internal electronic document management at the University using an electronic document management system (hereinafter referred to as the EDMS), electronic signatures, organizing work with electronic documents, and their use in internal recordkeeping.
1.2 These Regulations are developed on the basis of the Laws of Ukraine «On Electronic Documents and Electronic Document Management», «On Electronic Identification and Electronic Trust Services», «On Information», «On Protection of Information in Information and Communication Systems», the Model Instruction for Documenting Management Information in Electronic Form and Organizing Work with Electronic Documents in Recordkeeping, Electronic Interagency Exchange (hereinafter referred to as Instruction on Documenting in Electronic Form No. 55), approved by Resolution of the Cabinet of Ministers of Ukraine dated January 17, 2018 No. 55 «Certain Issues of Documenting Management Activities» (as amended), and other regulatory acts of Ukraine and the University governing the rules for documenting management information in electronic form and organizing work with electronic documents at the University and its structural units.
1.3 The scope of these Regulations applies to relations arising in the process of creating (developing, coordinating, signing), transferring to another person (sending, receiving), using, storing, and destroying electronic documents at the University, operational information exchange using official (corporate) email and/or the EDMS, the functioning and use by the University of the system for electronic interaction of executive authorities, monitoring the execution status of management decisions, and the functioning of the University's structural units.
These Regulations are part of the legal regulation of the recordkeeping system and the procedure for documenting management information at the University. Compliance with the rules of these Regulations is mandatory for all employees and higher education applicants of the University.
1.4. The EDMS is used for the purpose of:
- transitioning to electronic interaction between structural units of the University, which involves changes in internal instructions and regulations and aims to significantly reduce costs associated with paper-based document workflow (paper, printing, storage) and accelerate communications;
- ensuring interaction with other entities, meaning interaction processes such as processing requests for information, information interaction with public authorities, local self-government bodies, judicial and law enforcement authorities, institutions, organizations, and enterprises,
processing citizens' appeals;
- ensuring effective interaction within the University due to such properties of the electronic form of documents as instant movement, unlimited copying, simultaneous review, as well as operational interaction between system users;
- training qualified personnel of the University with the appropriate information-technical, legal, and managerial knowledge, skills, and abilities for working with electronic documents in the EDMS;
- providing workstations at the University with high-tech technical and software standardized intelligent products, creating a university information and reference system, local registers, and databases, which contributes to improving communication and reducing problem-solving time;
- ensuring control over business processes, which includes the ability to monitor the status of ongoing processes, actions of performers, documents, and generate analytical and statistical reports;
- reliable storage and protection of information in a single database, which involves consolidating information in electronic form and information protection measures in the EDMS using unified approaches to information protection in accordance with the requirements of current regulatory documents on technical protection of information;
- compliance with regulatory and legislative acts regarding the organization of document management, electronic document management, and information protection;
- formation of an electronic archive of files with permanent and temporary retention periods.
1.5 Internal electronic document management at the University is implemented in stages depending on the achieved level of technical and organizational conditions.
The list of documents created, transferred, used, and stored exclusively in electronic form, as well as the application of various electronic document management procedures in the University's recordkeeping, is determined by these Regulations and orders (directives) of the Rector.
In the event of implementing a full-fledged electronic document management system for all EDMS users and stable functioning of the software, the primary form of recordkeeping at the University will be electronic.
Subject to the conditions specified above, documenting information at the University will be carried out in electronic form using a qualified electronic signature or an advanced electronic signature based on a qualified electronic signature certificate, a qualified electronic seal or an advanced electronic seal based on a qualified electronic seal certificate, and a qualified electronic time stamp, except in cases where there are justified grounds for documenting management information in paper form, which are recognized as:
- documents containing restricted access information, the protection requirement for which is established by law;
- electronic documents that cannot be applied as an original according to the requirements of the law;
- documents for which the requirement for processing in paper form is established by acts of the Cabinet of Ministers of Ukraine.
In the case of creating an electronic document that is interconnected with and precedes the creation of a document in paper form, a copy of this electronic document in paper form must be created indicating the content of the document and reflecting the electronic signature of the author of the document and/or endorsers and/or signatory of the electronic document.
1.6 General principles of documenting management information and specific features of maintaining recordkeeping in paper form are determined by the Instruction on Recordkeeping at the University, approved by Order No. (hereinafter referred to as the Instruction on Recordkeeping).
For electronic documents signed (coordinated) using a qualified electronic signature or an advanced electronic signature based on a qualified electronic signature certificate, or certified by a qualified electronic seal or an advanced electronic seal based on a qualified electronic seal certificate, requiring the reproduction of a visual signature or seal impression regardless of document preparation features is not permitted.
Routing of one and the same document in electronic and paper form within the University's recordkeeping is not permitted.
1.7 In these Regulations, the terms are used in the following meaning:
- author of an electronic document - a natural or legal person who creates an electronic document;
- addressee - a natural or legal person to whom an electronic document is addressed;
- website - a collection of software tools hosted at a unique address on a computer network, including the Internet, together with information resources at the disposal of certain entities that provide legal entities and individuals with access to these information resources and other information services via a computer network; the University's website is located at: www.khai.edu;
- endorsing a draft electronic document (coordination) - applying an electronic signature or an advanced electronic signature based on a qualified electronic signature certificate to a draft electronic document, or selecting and confirming the "Approved" action in EDMS "Deka Office" to certify the fact of coordination of the endorsed draft document;
- electronic copy of the original paper document (photocopy) - a visual representation of a paper document in electronic form obtained by scanning (photographing) the paper document, the consistency with the original and legal status of which can be certified by a qualified electronic seal or an advanced electronic seal based on a qualified electronic seal certificate of the institution;
- electronic time stamp - electronic data linking other electronic data to a specific point in time to certify the existence of such electronic data at that point in time; the use of a qualified electronic time stamp when applying a qualified electronic signature or an advanced electronic signature based on a qualified electronic signature certificate, or a qualified electronic seal or an advanced electronic seal based on a qualified electronic seal certificate of the institution is mandatory;
- electronic audiovisual document - an electronic document whose content is presented in the form of a video sequence, image, and/or sound recording, for the fixing and/or reproduction of which appropriate equipment is used, and which is signed with a qualified electronic signature or an advanced electronic signature based on a qualified electronic signature certificate;
- electronic signature or EDS - electronic data attached by the signatory to other electronic data or logically associated with them and used by them as a signature;
- document execution status indicators - defined criteria for the stages of document routing at the University, in particular in EDMS "Deka Office", for the purpose of their monitoring;
- users of electronic trust services - signatories, creators of electronic seals, senders, and recipients of electronic data, other natural and legal persons who receive electronic trust services from providers of such services in accordance with the requirements of Ukrainian legislation;
- mandatory requisition of an electronic document - mandatory data in an electronic document without which it cannot serve as a basis for its accounting and will have no legal force;
- paper copy of the original electronic document - a visual representation of an electronic document in paper form certified in the manner established by these Regulations;
- verification - the process of authenticating and confirming that an electronic signature or seal is valid;
- signing a draft electronic document (signing) - applying a qualified electronic signature or an advanced electronic signature based on a qualified electronic signature certificate to a draft electronic document by an authorized person specified in the signatory requisites of such document to certify the fact of its approval;
- signatory - an official who creates an electronic signature;
- endorser - an official who performs endorsement (coordination) of a draft document;
- draft electronic document - a document in electronic form prior to the application of an electronic signature by an authorized person (authorized persons) specified in the signatory requisites of such document;
- registration and monitoring card - a card in electronic form containing comprehensive information on the creation, receipt, routing, execution, dispatch, storage, and destruction of a document at the University regardless of its form of creation;
- official (corporate) email - an email address (mailbox) of a University employee configured using a domain name in the khai.edu domain for information exchange;
- electronic document management entities - the author, signatory, addressee, and intermediary who acquire rights and obligations provided by law or contract in the process of electronic document management;
- formation of electronic files - grouping of executed electronic documents into files in accordance with the consolidated nomenclature of files of the University.
Other terms are used in the meanings defined in the Laws of Ukraine «On Electronic Documents and Electronic Document Management», «On Protection of Information in Information and Communication Systems», «On Standardization», and in Instruction on Documenting in Electronic Form No. 55.
1.8 Electronic document - a document in which information is recorded in the form of electronic data, including mandatory requisites of the document. The composition and placement order of mandatory requisites of electronic documents are determined by the University's Instruction on Recordkeeping. An electronic document must be prepared according to general rules of documentation and contain requisites established for a similar paper-based document.
Annexes that explain or supplement the content of the main document may be merged with the main document into a single file or attached as separate files with appropriate indications in the file names. Prior to signing an electronic document, annexes are added to the draft electronic document file in the sequence specified in the body of the main document. The electronic signature is applied to the draft main document containing references to the annexes that supplement its content.
An electronic document may be created, transmitted, stored, and converted by electronic means into a visual form.
The visual form of presenting an electronic document is the display of the data it contains by electronic means or on paper in a form suitable for human perception of its content.
1.9 The electronic document management system «Deka Office» is used at the University.
In this system, identification of the author of an electronic document or an endorser may occur by granting appropriate access rights to EDMS «Deka Office» using a unique user address (account) of official (corporate) email @khai.edu along with a login/password to enter the EDMS, or by applying an electronic signature.
The creation of an electronic document is completed by applying the electronic signature of the signatory of the electronic document. Relations related to the use of advanced and qualified electronic signatures are governed by the Law of Ukraine «On Electronic Trust Services».
A created electronic document in Word or Excel programs or in PDF format is signed by the author/signatory on the website https://www.czo.gov.ua/sign, in the «Diia» application, etc., or via EDMS «Deka Office», taking into account the specifics set forth in these Regulations.
1.10 The EDMS at the University must comply with statutory requirements for data formats, integration services with the interaction system, and normative legal requirements in the field of information protection.
Technical support of the EDMS at the University and its hardware and software provision, responsibility for the safety of documents and formed files, ensuring the operation of a unified array of electronic documents, and configuring the structure of electronic directories in the EDMS are assigned to the database administrator(s) of the EDMS.
The procedure for using EDMS «Deka Office» is determined by a separate Regulation of the University on the Electronic Document Management System.
1.11 An electronic copy of a document containing mandatory requisites, including the author's electronic signature or a signature equivalent to a handwritten signature in accordance with the Law of Ukraine «On Electronic Identification and Electronic Trust Services», shall be considered the original of an electronic document.
In case an electronic document is sent to several addressees or stored on several electronic data media, each of the electronic copies shall be considered an original of the electronic document.
If the author creates an electronic document and a paper document that are identical in documentary information and requisites, each document is an original and has equal legal force.
The original of an electronic document must make it possible to prove its integrity and authenticity in the manner established by legislation; in cases specified by legislation, it may be presented in visual form, including as a paper copy.
1.12 The legal force of an electronic document cannot be denied solely because it is in electronic form.
The admissibility of an electronic document as evidence cannot be denied
solely on the grounds that it has an electronic form.
Notarial certification of a civil legal transaction concluded by creating an electronic document (electronic documents) is carried out in accordance with the procedure established by law.
1.13 The retention period for electronic documents is the same as for paper documents pursuant to the List of Standard Documents Created during the Activities of State Bodies and Local Self-Government Bodies, Other Legal Entities, Indicating Document Retention Periods, approved by Order of the Ministry of Justice of Ukraine dated April 12, 2012 No. 578/5. The formation of an electronic archive of files with permanent and temporary retention periods at the University will take place subject to the creation of the necessary technical and organizational conditions.
1.14 The organization of electronic document management at the University is assigned to the Office Work and Archive Department, which, in particular, ensures:
- developing at the University and submitting to the Rector proposals regarding a unified procedure for documenting management information and working with documents regardless of the form of their creation;
- providing methodological assistance and supervising compliance with the established procedure for working with electronic documents in structural units of the University (jointly with EDMS «Deka Office» administrators);
- implementing measures to reduce official correspondence accounting at the University;
- using the electronic document management system;
- monitoring the execution status of management decisions and controlling their compliance with assigned tasks;
- organizing supervision over the preservation and use of the documentation collection in electronic form;
- information interaction with higher-level institutions, executive authorities, and other state institutions through the interaction system;
- developing standard document routing paths at the University;
- initiating and conducting professional development for University staff on office work issues (jointly with EDMS «Deka Office» administrators);
- verifying the accuracy of information entered into the registration and monitoring card of an electronic document against the consolidated nomenclature of files of the University and refining this information based on the results of the value appraisal of electronic documents.
2. Interagency Exchange of Electronic Documents
2.1 Exchange of electronic documents through the interaction system is carried out exclusively in compliance with requirements for established data formats of electronic document management at the University. Document exchange outside the interaction system is permitted only for documents to which justified grounds specified in paragraph 1.5 of these Regulations may apply.
2.2 The interaction system provides guaranteed delivery of electronic documents from senders to recipients (addressees).
2.3 Users of the interaction system are responsible for the completeness and accuracy of information entered by them into the system.
3. Organization of Electronic Document Management at the University
3.1 Organization of electronic document management at the University is carried out via EDMS «Deka Office», which integrates with the interaction system.
3.2 Receipt, dispatch, registration of incoming correspondence/outgoing documents, verification of qualified electronic signatures and qualified electronic seals at the University take place according to the requirements of Instruction on Documenting in Electronic Form No. 55.
3.3 Organization of document transmission and determination of their assignees.
Incoming, internal, outgoing, and other documents, regardless of the form of their creation, prepared at the University, are registered in EDMS «Deka Office». To ensure document registration in electronic and paper forms in automated mode, a registration card is filled out, into which all mandatory, additional, and, if necessary, other requisites of the document are entered in accordance with the requirements of the University's Instruction on Recordkeeping. The registration card of an electronic document is created by EDMS «Deka Office» in electronic form.
Documents are submitted for initial review immediately following their registration.
Only documents received from the Secretariat of the Cabinet of Ministers of Ukraine, the Verkhovna Rada of Ukraine, the Administration of the President of Ukraine, requests from People's Deputies, and directives (letters) from higher-level institutions are submitted exclusively to the Rector for initial review.
Other documents are submitted for initial review to the Rector, Vice-Rector, or head of a structural unit of the University in accordance with the established distribution of duties.
3.4 An official who carries out the initial review of an electronic document applies an electronic resolution to it, in which they specify the lead assignee responsible for organizing the execution of the document at the University, and, if necessary, co-assignees and the deadline for its execution.
An electronic resolution must specify all structural units participating in processing the document and coordinating the draft response.
All electronic resolutions applied to an electronic document are entered into its registration and monitoring card and are inextricably linked with it.
An electronic resolution resulting from the execution of a higher-level electronic resolution additionally contains a logical link to the corresponding electronic resolution (electronic resolution tree).
The following specifics are established prior to applying an electronic resolution:
- Vice-Rectors, Rector's assistants, and/or heads of structural units of the University are designated as assignees of the Rector's electronic resolution (if necessary, employees whose competence covers the issue specified in the resolution may be designated);
- heads of subordinate structural units that belong to structural units whose activities are coordinated by the respective Vice-Rector are designated as assignees of a University Vice-Rector's resolution;
- specialists of the respective unit are designated as assignees of the resolution of the head of a structural unit;
- any University employee subordinate to the respective manager whose competence covers the issue specified in the resolution may be designated as the assignee of the Rector's or Vice-Rector's resolution;
- an electronic resolution may define the lead assignee, co-assignees, execution deadlines, and recipients of the document "for information".
3.5 The Rector, Vice-Rector, or another University official, in accordance with the distribution of duties, may independently designate an assistant in their EDMS account settings by issuing an organizational and directive document, as well as remove a previously assigned one if necessary.
3.6 If an incoming document is in paper form, after applying a stamp, registration number, and date onto it, the document is scanned in full and its electronic scanned copy is sent to the Rector or another official in accordance with the distribution of duties to create a resolution.
3.7 Electronic documents reach their assignees exclusively through EDMS «Deka Office» based on the electronic resolutions applied to them.
A document assigned to several structural units (officials) reaches all its assignees simultaneously, as defined by the electronic resolution or the distribution list created by the registrar or author of the document.
3.8 Heads of the institution's structural units process electronic documents received through transmission via the electronic document management system according to relevance, based on the electronic resolutions applied to them.
If necessary, the head of a structural unit of the institution has the right to delegate the review of a portion of electronic documents received for processing by the structural unit to their deputy.
3.9 If an electronic document is circulated to University employees for review via EDMS «Deka Office» or to official (corporate) email, employees make an acknowledgment mark, and in case of circulation for review under signature - confirm it by applying a qualified electronic signature. During the legal regime of martial law in Ukraine, the provisions of Order No. 166 dated August 25, 2022 «On the Procedure for Informing University Employees of the Content of Adopted Orders and Directives During Martial Law» apply at the University.
4. Documenting Management Information in Electronic Form
4.1 General requirements for creating electronic documents, as well as the content and layout of electronic document requisites, are determined by these Regulations and the rules of the University's Instruction on Recordkeeping.
4.2 Specific features of the technological processes of creating, endorsing, registering, and signing an electronic document are determined by the attached operating instructions for EDMS «Deka Office».
4.3 The coordination, signing, and registration of the following documents at the University may be carried out through EDMS «Deka Office»:
- incoming and outgoing documents of the University (correspondence with central and territorial bodies of state power, local self-government bodies, judicial and law enforcement agencies, institutions, enterprises, organizations, etc.);
- orders of the Rector on core activities of the University;
- submissions and orders of the Rector of the University regarding higher education applicants personnel;
- orders of the Rector of the University on business trips of employees abroad;
- orders of the Rector of the University on business trips within Ukraine;
- directives of the Rector and Vice-Rectors on core activities of the University;
- directives of the heads of structural units of the University;
- internal memos (except financial and personnel matters);
- clearance forms for higher education applicants;
- clearance forms for University employees.
The above list may be modified or supplemented by orders (directives) of the Rector.
Until the necessary technical and organizational conditions are achieved to ensure full-fledged operation of the internal electronic document management system at the University, taking into account current requirements for storing documents in paper form, only the registration and coordination of orders and directives are permitted to be conducted in electronic form. In such case, such document is considered to be created in paper form.
4.4 Users of EDMS «Deka Office» are obliged to systematically check their desktop in the EDMS throughout the working day. The timeframe for reviewing and/or processing a resolution shall not exceed 4 working hours from the moment the relevant document is transmitted for review / processing. In cases of short-term absence of the person responsible for processing (less than one working day) for valid reasons (local business trip, participation in a meeting, etc.), the processing time for a resolution shall not exceed 8 working hours.
Following the preliminary review of a document to ensure registration in electronic form, a registration and monitoring card is filled out in automated mode, into which all mandatory, additional, and, if necessary, other requisites of the document are entered.
4.5 Internal electronic coordination (endorsement) of draft organizational and directive documents, depending on their content, is conducted in the following sequence:
- by the employee who prepared the document;
- by the head of the structural unit in which it was created;
- by officials specified in the draft document as assignees;
- by the Legal Department;
- by the Chief Accountant, Financial Planning Department, and Human Resources Department (if the draft document concerns financial issues, the staffing table, or personnel matters);
- by the authorized officer for corruption prevention and detection;
- by heads of structural units responsible for the matters contained in the draft document;
- by the Vice-Rector depending on the distribution of functional duties.
The timeframe for internal electronic coordination of documents shall not exceed three working days, and in the case of coordinating urgent documents - one working day.
Document coordination occurs by selecting and confirming the "Approved" action in EDMS «Deka Office» to certify the fact of coordination of the endorsed draft document.
If, in accordance with legal requirements, a document will be stored as a paper copy of the original electronic document, coordination of such document occurs by applying an electronic signature to the draft electronic document and subsequently generating a copy of the electronic document in paper form indicating the content of the document and displaying the electronic signature of the document author and/or endorsers and/or signatory of the electronic document.
4.6 In accordance with Art. 7 of the Law of Ukraine «On the Organization of Employment Relations Under Martial Law», in order to ensure the effective functioning of personnel recordkeeping during the legal regime of martial law in Ukraine, individual elements of the electronic document management system may be used at the University when drafting the following personnel-related documents:
- employee applications for employment, transfer, dismissal, granting leave, etc., as well as coordination documents for such files (which form an integral part thereof);
- submissions for performance of duties, etc., as well as coordination documents for such files (which form an integral part thereof);
- employment agreement (contract), supplementary agreement to an employment agreement (contract);
- explanatory (explanatory internal) notes of employees.
The above list may be modified or supplemented by orders (directives) of the Rector.
4.7 The drafting of applications, submissions, and explanatory (explanatory internal) notes of employees specified in paragraph 4.6 of the Regulations involves the following stages:
- creating a text file in Word software or writing the text by hand on paper;
- scanning the paper document into PDF format or converting the text file into PDF format;
- assigning a file name in PDF format in the following format: document title (for example, Application for Employment), and the name and surname of the document author (for example, total document title: Application for Employment of Petro PETRENKO);
- signing the file with the author's electronic digital signature via the link https://www.czo.gov.ua/sign or in the «Diia» application, via EDMS «Deka Office», etc.;
- sending as a single archive the file with the author's electronic signature applied to the official (corporate) email address of the University official who is the addressee for receiving the document.
A document drafted in this manner has legal force if the addressee receiving the document verified the authenticity of the author's signature at https://czo.gov.ua/verify and is able to print the PDF file along with the protocol of creation and verification of the author's qualified and advanced electronic signature in Validation_Report.pdf format (hereinafter - EDS verification protocol).
Coordination (endorsement) of such documents may be performed:
- by placing the endorser's personal handwritten signature on the printed document file;
- by signing the document with the endorser's electronic digital signature via the link https://www.czo.gov.ua/sign following a procedure similar to that for the author signing the document. In this case, the addressee receiving the document must additionally print the endorser's EDS verification protocol.
The addressee receiving the document must send the signed/coordinated document from their official (corporate) email as an archive (the original document file, the signed/coordinated document with the EDS verification protocol file) to the Human Resources Department for further storage in accordance with established procedure.
The printed file with the employee's application/submission/explanatory (explanatory internal) note together with the author's EDS verification protocol, as well as with paper coordination or in the form of the endorser's EDS verification protocol, shall be submitted to the Rector or Vice-Rector for resolution placement, followed by transfer to the Human Resources Department to verify the presence of documents confirming the authenticity of the author's/endorsers' signature and to prepare the corresponding draft personnel order.
As an exception, during the legal regime of martial law in Ukraine, taking into account justified difficulties with applying an applicant's EDS, an application signed by an employee may be transmitted to their manager as a scanned copy/photocopy, which the employee's manager (signatory), after communicating with them personally, prints, certifies, and approves with their own personal signature. An employee application executed in this manner, certified and approved by the personal signature of their manager, may be considered a written document from the employee expressing their genuine intent and executed in accordance with Art. 7 of the Law of Ukraine «On the Organization of Employment Relations Under Martial Law», taking into account the actual security circumstances and communication capabilities of the employee. In case of applying such a procedure, the employee's manager who printed, certified, and approved their application is personally responsible for identifying the author of the application (by confirming during a conversation with the employee), as well as the validity (authenticity) and freedom of their expression of intent.
4.8 Drafting employment agreements (contracts) and supplementary agreements to employment agreements (contracts) (hereinafter - employment agreement) in electronic form, as specified in paragraph 4.6 of these Regulations, stipulates that they are drafted on the basis of a paper version of the employment agreement in PDF format previously agreed upon by the parties, with the Rector's EDS applied. The employment agreement in the form of an electronic document is sent to the employee's personal or, if available, official (corporate) email address. Applying an EDS to the employment agreement on the part of the employee signifies their full agreement with all provisions of the employment agreement and confirmation of the fact of familiarization with the documents necessary for concluding the employment agreement. An employment agreement signed by an employee using an EDS is considered concluded after the University receives the employment agreement in electronic PDF format with the applied EDS and a generated signatory EDS verification protocol. An employment agreement signed in this manner has legal force and is binding on the parties. An employee who was unable to sign the employment agreement by hand and concluded it in the form of an electronic document has the right to subsequently sign both copies of the employment agreement personally (by hand) and receive one copy for themselves in paper form.
These rules shall strictly be stated in the text of the employment agreement.
4.9 A procedure for concluding agreements with higher education applicants similar to the rules set out in paragraph 4.8 of these Regulations may be applied at the University.
4.10 Specific features of applying the rules of electronic document management organization in the educational process, in scientific activity, in resolving social issues, etc., are determined in local normative documents regulating the operation of the University's «MENTOR» distance learning system, the «PILOT» automated electronic educational process management system, in regulations governing the educational process and scientific research at the University, as well as in regulations governing social issues.
5. Organization of Control Over the Execution of Electronic Documents and Management Decisions
5.1 Control over the execution of electronic documents and management decisions implemented via EDMS «Deka Office» is assigned to the Vice-Rectors of the University by area of work and the Office Work and Archive Department.
5.2 In structural units, direct control over the execution of electronic documents and management decisions is exercised by the head of the unit.
5.3 Electronic documents that do not specify an execution timeframe must be executed no later than 30 calendar days from the date of their registration.
5.4 Monitoring the execution of management decisions is an integral part of the control system at the University and is conducted to supervise executive discipline.
5.5 Monitoring includes continuous observation of the execution process of management decisions and detection of deviations from document execution deadlines.
5.6 Monitoring the execution of management decisions is carried out using a monitoring system through the collection of information on the execution of orders, directives, resolutions, instructions, etc., utilizing the capabilities of EDMS «Deka Office», which, in particular, provide real-time operational access for the Rector and Vice-Rectors of the University to all information regarding the execution status of any monitored document.
6. Ensuring Information Security in the Organization of Internal Electronic Document Management
6.1 Information security requirements in the organization of internal electronic document management are implemented using special capabilities of EDMS «Deka Office» that comply with all regulatory information protection requirements.
6.2 University employees are obliged to take all necessary measures to comply with the rules of the information security policy when using official (corporate) email and their user account in the performance of their official duties.
Possessing confident skills and competencies to fulfill the requirements of these Regulations, in particular the operating instructions for EDMS «Deka Office», is part of the job responsibilities for heads of structural units of the University and employees involved in executing tasks and working with electronic documents within a unit.
6.3 In case of compromise or change of official (corporate) email account data, the employee must immediately notify the Electronic Communications Center of the University to take appropriate measures.
7. Final Provisions
7.1 Regulations on the Organization of Internal Electronic Document Management at the University shall be approved by the Rector of the University and brought into effect by their order.
7.2 Amendments and/or additions to the Regulations on the Organization of Internal Electronic Document Management at the University shall be introduced in the same manner as established for their adoption.