Office of Records Management
Head of the General Department: Oksana Biloshytska
Head of the Archives of the General Department: Anna Pashynska
Specialist of the General Department: Iryna Matviievska
Senior Specialist of the General Department: Tetiana Shvaliuk
Senior Specialist of the General Department: Liliia Hyrylo
The General Department of Ternopil Volodymyr Hnatiuk National Pedagogical University is an independent structural unit responsible for document management across all university divisions. It ensures the organization of records management and archival work, monitors document flow and timely execution, and provides consultative assistance regarding documentation procedures.
The department operates in accordance with:
- The Constitution and laws of Ukraine
- Orders and directives of the Ministry of Education and Science of Ukraine
- Resolutions of the Cabinet of Ministers of Ukraine
- The University Charter
- Orders and directives of the University’s rector and vice-rectors
- Decisions of the Academic Council of the University
- The University’s internal regulations
- Records management instructions of TNPU, as amended by the Academic Council (Protocol No. 3, dated 26.09.2023), implemented by Rector’s Order No. 280-р of 26.09.2023
- The consolidated nomenclature of records approved by the State Archive of Ternopil Oblast and the University’s rector
- Job descriptions and other regulatory documents
The department reports directly to the University Rector.
Key Responsibilities
- Establishing a unified document management system within the University.
- Organizing document flow, registration, preliminary review, and forwarding documents for executive consideration.
- Registering and dispatching the University’s official correspondence via postal mail, email, and fax.
- Developing records management instructions.
- Monitoring document processing and compliance with deadlines across University divisions.
- Conducting prompt document searches at the request of the rector or vice-rectors.
- Registering and ensuring timely handling of oral and written citizen appeals.
- Registering University orders and directives.
- Ensuring proper document storage and preparation for transfer to the University archive.
- Communicating orders, directives, and other official documents to relevant University staff.
Providing advisory support to University departments on document management organization.
The department collaborates with all University structural units, student self-governance bodies, state administrative agencies, and national and international organizations within its scope of responsibilities.
