Service Regulations of the Cantonal Chancellery (Do LKA) - Structure (LKA)

1. The State Chancellery consists of

a. the State Chancellery in the narrow sense;

b. the State Archive.

1. The Secretary of State directs the State Chancellery, particularly through performance mandates and target agreements.

2. The deputy role is assigned to the Deputy Secretary of State.

3. The Secretary of State acts as the appointing authority for the employees of the State Chancellery in the strict sense.

4. The appointing authority for the employees of the State Archives is the Secretary of State together with the State Archivist.

1. An exchange takes place annually between the member of the government council responsible for supervising the state chancellery and the state secretary.

2. The presidentship of the cantonal council is invited.

1. The Chief Clerk establishes the detailed financial competencies and signing authorities of the employees in a competence regulation.

1. Processes and tasks of the State Chancellery shall be digitally recorded and documented.

2. The employees of the State Chancellery are responsible within their work area for

a. updating existing processes and content in the designated tools;

b. recording new processes and content.

3. The department heads shall regularly review the processes and content for which they are responsible.

1. The record management of the State Chancellery is ensured by an office management system (GEVER system).

2. The State Chancellery ensures the separation of the electronic business management of the Cantonal Council and the Government Council through technical and organizational measures.

3. The State Chancellery is responsible for maintaining a business control system for pending matters, submissions, and assignments from the Cantonal Council and the Government Council.

1. The State Chancellery is responsible for the internal organization, operation, and further development of the following communication channels within the canton

a. the cantonal website;

b. the cantonal social media channels;

c. the cantonal intranet (Communication section);

d. the internal information medium for the cantonal administration.

1. The State Chancellery performs the following duties as the publisher of systematic and chronological collections of laws

a. advising the cantonal administration and municipalities on legislative and editorial matters;

b. conducting legislative and editorial review of enactments during the co-reporting process;

c. publishing enactments and maintaining the collections of laws.

2. The State Chancellery fulfills the duties as the publisher of the Official Gazette according to the Ordinance on the Publication Law.

1. The State Chancellery provides the following chancellery services

a. the processing of incoming and outgoing mail;

b. the allocation or direct response to all inquiries and submissions, including complaints to the Government Council;

c. the organization of events for the Cantonal Parliament;

d. usher services at sessions of the Cantonal Parliament;

e. the operation of the reception area in the government building;

f. the regulation of the use and rental of premises in the government building, as well as the management and maintenance of the same;

g. certifications for use in dealings with domestic and foreign authorities.

2. Certifications for use in dealings with domestic and foreign authorities may be signed by the employees who are substantively responsible. The State Secretary may authorize additional employees of the State Chancellery to sign certifications.

1. The State Chancellery provides the following services for the Cantonal Council, including its organs

a. the preparation, conduct, and follow-up of meetings, including the keeping of minutes;

b. advising the Council Presidency, the executive bodies, and the presidencies of the cantonal commissions both on technical matters and procedural questions, as well as on issues of planning, organization, and management;

c. managing the secretariats of the commissions, including participating in the preparation of commission reports;

d. managing the secretariat of the Interparliamentary Conference of Northwestern Switzerland (IPK NWCH) and other interparliamentary commissions;

e. managing personal data and the disbursement of per diem allowances.

1. The State Chancellery provides the following services for the Government Council

a. the preparation, execution, and follow-up of Government Council meetings, including minute-taking and the issuance of resolutions;

b. the management of a registry of pending matters;

c. the advising of the Government Council on planning, organization, and management issues;

d. the implementation of the principle of transparency concerning the Government Council's affairs, as well as other duties assigned to it under the Information and Data Protection Ordinance;

e. the assurance of representation at official events, as well as at inter-cantonal or cross-border levels, accompanied by a serjeant-at-arms if necessary.

2. With regard to the external relations of the canton, the State Chancellery provides the following advisory and support services to the Government Council

a. the coordination of the canton’s representation of interests vis-à-vis the federal government;

b. the coordination and representation in inter-cantonal governmental conferences;

c. the coordination and representation in bodies of regional and cross-border cooperation;

d. the management of the secretariat of the Northwestern Switzerland Government Conference (NWRK).

1. The State Chancellery is responsible for handling all matters related to the exercise of political rights according to the law on political rights.

2. The State Chancellery is entrusted with the following tasks concerning elections and referendums

a. coordinating and conducting federal and cantonal elections and referendums in cooperation with the Federal Chancellery and the municipalities;

b. submitting proposals to the Government Council for all matters concerning elections and referendums, including voting rights complaints;

c. preparing voting explanations and explanatory videos for elections and referendums based on the explanations provided by the competent directorate on the subject matter of the vote.

1. The State Chancellery is responsible for the following tasks in the area of external communication

a. the coordination of inquiries from the media and the public;

b. the dissemination of information regarding the decisions of the Government Council;

c. advising the Cantonal Council and the Government Council on public relations.

1. The State Chancellery is responsible for the inter-agency operation, further development, and support of a central access point to the digital administrative services of the canton.

2. The State Chancellery provides the following inter-agency digital services

a. Online service platform including BL account;

b. Service directory with information on departments, services, and administrative procedures;

c. BL forms.

3. The State Chancellery ensures the representation of interests within its area of responsibility vis-à-vis inter-cantonal bodies and municipalities.

1. The State Chancellery advises and supports the Ombudsman, the Data Protection Supervisory Authority, and the Financial Control in the following areas

a. Human Resources (HR);

b. Controlling and Accounting;

c. Digital Transformation and Organizational Development.

1. The State Archivist manages the state archive, particularly with performance mandates and target agreements.

2. The deputy responsibility lies with the Deputy State Archivist.

1. The record-keeping of the State Archives is ensured by a business management system (GEVER system).

2. To fulfill its core tasks, the State Archives employs appropriate specialized applications.

1. The State Archive is the central archive of the cantonal administration and functions as a specialist unit for questions of digital archiving and records management according to the Archiving Act and the GEVER Ordinance. It provides the following services

a. the consultation and support of cantonal departments and other entities in the organization of their records management and archiving;

b. the consultation and support of cantonal departments in the implementation of a cantonal GEVER system (specialist unit for records management);

c. the coordination and review of proper records management and archiving;

d. the decision on the archival worthiness of documents and their regular acquisition into the State Archive, including the archiving of archival-worthy documents of natural and legal persons under private law;

e. the acquisition of all information which describes the archived documents and their processing into finding aids;

f. the long-term preservation and accessibility of all archived documents, irrespective of their original form.

1. The State Archive enables access to archived documents in accordance with the Archiving Act while complying with the Information and Data Protection Act.

2. The State Archive supports the cantonal administration, private individuals, and the public in the use of archived documents through the following services

a. Consultation on the offerings in the reading room;

b. Providing information and advice in the search for archival material;

c. Ordering and consultation of physical archival documents;

d. Temporarily lending submitted documents to the respective office;

e. Access to digitized collections;

f. Operation and expansion of the digital reading room.

3. The State Archivist regulates the use of the public areas of the State Archive (reading room, specialized library, group work rooms, conference room, foyer) in a usage regulation.

1. The State Archive facilitates the communication of archived documents to various target groups through different archival educational offerings.

2. The State Archive promotes the research of the canton’s history through various activities.