Documents and Archives - King Khalid University

About the Center

Vision: Achieve excellence in document and archive management at King Khalid University in accordance with best national and international practices and standards.

Mission: Effectively and systematically manage documents and archives to ensure their preservation and easy access, supporting the administrative and academic operations of the university.

Establishment: The Document and Archive Center at King Khalid University was established in 1429 AH (2008 AD) based on the Council of Ministers Decision No. 139 dated 4/8/1427 AH (August 28, 2006), which approved the recommendations of the ministerial committee regarding the handling and circulation of official documents in government agencies.

Objectives: The center aims to implement the document and archive system, its executive regulations, and related plans through the following:

Collecting, organizing, and preserving documents.
Facilitating access to documents when needed.
Reducing the production of unnecessary documents, saving time, effort, and money.
Improving the quality of documents and standardizing similar ones to facilitate performance and automate administrative work.
Promoting document awareness among center employees in particular and the university community in general.

Center Duties

Coordination and Integration: Coordinate and integrate with the National Center for Documents and Archives to ensure document services and their safety.
Indexing and Preservation: Index, scan, abstract, classify, encode, preserve, and maintain the university’s documents according to regulations, classification, and coding plans.
Providing Documents and Information: Supply documents, information, and data to beneficiaries as per the governing instructions.
Training Coordination: Coordinate with the relevant departments within the university to train and qualify the center's staff in their field of expertise.
Administrative and Technical Coordination: Manage the administrative and technical work of the Permanent Documents Committee, Evaluation Committees, Disposal Committees, and Relocation Committees.
Historical Monitoring: Document the historical establishment of the university, its systems, regulations, plans, programs, projects, and administrative and procedural structures.
Document Storage: Prepare storage spaces and provide suitable means for preserving and protecting documents.
Application Monitoring: Monitor and evaluate the application of document systems, regulations, and guides by the university’s administrative units.
Setting Standards: Collaborate with relevant departments to establish objective and formal standards for documents, standardize similar documents, avoid unnecessary document production, and coordinate with the National Center for Documents and Archives in this regard.
Administrative and Financial Needs: Determine the center’s administrative and financial needs for inclusion in the university’s annual budget.

Units and Their Tasks

1. Active Documents Unit

1.1. General Objective: The Active Documents Unit aims to manage documents while they are within the various organizational units before transferring them to the Documents and Archives Center, ensuring their proper handling according to the Document and Archive System, its executive regulations, classification plan, rules, procedures, and approved subject headings lists.

1.2. Tasks:

Supervise the related departments and ensure they perform their tasks as planned.
Oversee the preparation of regulations, rules, and procedures governing the work in the section.
Supervise the preparation of the university's classification and coding plan and its guides according to the Document and Archive System and its executive regulations.
Organize documents according to the classification plan and based on the rules, procedures, and approved subject headings lists.
Develop and update rules and procedures for organizing documents and the approved subject headings lists.
Supervise the determination of document retention periods in collaboration with the Permanent Documents Committee and follow up on them.
Oversee the preparation and updating of the university’s internal coding guide and its branches according to the coding of government agencies, in collaboration with the Administrative Development Department at the university and coordination with the National Center for Documents and Archives.
Follow up on the application of the classification and coding plan by the various organizational units.
Determine the administration’s needs for manpower, equipment, and materials.
Provide periodic reports on the administration’s achievements and suitable suggestions for its development.

KKU Center Staff Information

Center Director / Dr. Rania Mufreh Al-Mufreh

Extension: 3333
Mobile: 0534284888
Email: raniah@kku.edu.sa

Assistant Director / Hassan Ahmed Hassan Al-Saidi

Extension: 4903
Mobile: 0504780504
Email: hasayedy@kku.edu.sa

Permanent Documents Unit / Ali Mohammed Ahmed Majhali + Hassan Mohammed Jaber Ghazwani

Ali's Extension: 4875
Hassan's Extension: 8191
Mobile: 0507695670
Ali's Email: ammajhali@kku.edu.sa
Hassan's Email: hmjaber@kku.edu.sa

Active Documents and Achievements Unit / Saeed Bin Nasser Bin Musa Al-Muzher + Khairiya Der'a Al-Qahtani

Saeed's Extension: 4873
Khairiya's Extension: 4993
Mobile: 0535355571
Saeed's Email: snalmzhr@kku.edu.sa

Semi-active Documents Unit / Khalid Ibrahim Hussein Al-Asiri + Hassan Yahya Al-Khaldi

Khalid's Extension: 9795
Hassan's Extension: 9259
Mobile: 0556965565
Khalid's Email: khasire@kku.edu.sa

Confidential Documents Unit / Abdullah Hassan Al-Fifi

Extension: 4929
Mobile: 0502509486
Email:

Digital Documents Program

Social Media Accounts

X (formerly Twitter) Account: @CDFAKKU1
YouTube Channel:
Email: cdfa@kku.edu.sa

University Coding

To view university coding 2024, ().

About the Center

Center Duties

Units and Their Tasks

KKU Center Staff Information

Forms

Regulations

Center Programs

Social Media Accounts

University Coding

Raising Documentary Awareness