Appendix 11
Order of the Chief of Staff, Secretary General
of the National Assembly of the Republic of Armenia
#1492, December 09, 2019

FUNCTIONS OF THE CITIZEN RECEPTION AND DOCUMENT CIRCULATION DEPARTMENT

1. The Department, for the implementation of the tasks assigned to it within the scope of its powers, shall perform the following functions:

1) shall implement the study and analysis of issues raised in letters and requests addressed to the Chairperson and the Staff of the National Assembly by receiving the necessary information, and shall answer the applicants;

2) shall engage groups of citizens, educational institutions, public organizations and interested groups and shall organize their reception;

3) shall implement internal and external non-secret document management of the National Assembly, shall conduct library and archival affairs of the National Assembly and the Staff;

4) shall perform other functions established by law.

FUNCTIONS OF THE CITIZENS RECEPTION AND LETTERS DIVISION

(INCLUDING MUSEUM- LIBRARY)

2. The Citizens Reception and Letters Division, for the implementation of the tasks assigned to it within the scope of its powers, shall perform the following functions:

1) shall accept, study, analyze, summarize, register and shall form draft answers regarding the letters, appeals, proposals addressed to the National Assembly, the Chairperson of the National Assembly, and the Staff;

2) shall control over the course of consideration of the letters of citizens, shall monitor the process and shall report on the results to the leadership of the Staff of the National Assembly;

3) shall receive the necessary information from state government and local self-government bodies and officials regarding the issues raised in the letters and interpellations addressed to the Chairperson of the National Assembly and to the Staff;

4) shall form and submit to the leadership of the National Assembly Staff monthly, semi-annual and annual reports regarding the letters and reception of citizens, shall make spherical analysis in order to create the basis for subsequent legislative initiatives;

5) shall organize the reception of citizens by the Chairperson, Vice- Chairpersons of the National Assembly, standing committees, and the chief of the Staff;

6) shall organize public discussions initiated by standing committees, Deputies, and by the Staff;

7) shall organize fact-finding visits of citizens for educational institutions, public organizations and interested groups, familiarizing those with the museum and library of the National Assembly;

8) shall conduct the library work of the National Assembly;

9) shall create and update the information-search system of the library (automatic information database - card and electronic catalog of reference and bibliographic publications);

10) shall perform other functions established by the Law “On Libraries and Librarianship;”

11) shall reveal museum exhibit items and collections, shall implement replenishment, accounting of museum funds, their preservation and protection;

12) shall perform other functions established by law.

FUNCTIONS OF THE GENERAL DIVISION (INCLUDING AN ARCHIVE)

3. The General Division, for the implementation of the tasks assigned to it within the scope of its powers, shall perform the following functions:

1) shall provide non-secret documentary services to the bodies of the National Assembly and the Staff;

2) shall provide a productive organization of document circulation and the application of a joint procedure for office administration, and shall develop and submit proposals for improving such office administration;

3) shall exercise control over the deadlines for the execution of the received documents;

4) shall receive, register and transmit to the bodies and the Staff of the National Assembly the draft laws of the Republic of Armenia and resolutions of the National Assembly, international treaties and received official letters, as well as proposals, appeals from the citizens;

5) by couriers shall implement the transfer of letters and documents between the sub-divisions of the National Assembly and the post office #95 located in the territory of the National Assembly;

6) shall implement the registration of outgoing documents in the electronic document circulation system, shall deliver the outgoing correspondence by means of courier communication and postal service;

7) Quarterly and semi-annually, shall submit to the Chief of the Office a report and statistic data regarding the work of the Division;

8) shall monthly publish on the website statistical data regardingthe received and answered notes;

9) shall monitor the tariff correspondence of letters and telegrams delivered through the post office # 95 located in the territory of the National Assembly of the Republic of Armenia, shall check and sign recurrent acts, time sheets, shall accept monthly and quarterly reports (quantitative and total) of outgoing mail;

10) shall provide archiving of completed correspondences;

11) shall maintain a record of the originals of the decrees of the Chairperson of the National Assembly and the orders of the Chief of the Staff;

12) shall implement the maintenance, acquisition, recording and use of the collection of archival documents;

13) shall perform other functions established by the Law “On Archival Affairs;”

14) shall perform other functions established by law.