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.
- Any other task assigned within its scope of specialization.
2. Semi-active Documents Unit
2.1. General Objective: The Semi-active Documents Unit aims to manage documents in their second phase (semi-active) when they are transferred from the organizational units where they originated to the Documents and Archives Center at the university.
2.2. Tasks:
- Supervise the related departments and ensure they perform their tasks in receiving and accepting documents from the university’s departments and branches according to the governing instructions.
- Oversee the selection of subject headings for indexed documents according to the approved subject headings list in the center.
- Supervise the preparation of documents for electronic scanning and their transfer to the Electronic Scanning Unit.
- Supervise the organization and preservation of work papers and records.
- Provide suggestions and ideas related to evaluation processes and classification and coding guides to the Document Organization Department based on practical application.
- Supervise the preparation and electronic scanning of documents and their transfer to the storage unit.
- Participate in disposal and relocation committees.
- Follow up on the review and audit of indexing, scanning, abstracting, and classification operations conducted on documents.
- Ensure the accuracy and validity of data and documents and their compliance with classification and coding guides and indexing rules.
- Complete deficiencies and address observations in coordination with the relevant departments, sections, and 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.
- Any other task assigned within its scope of specialization.
3. Permanent Documents Unit
3.1. General Objective: The Permanent Documents Unit aims to manage documents in their third phase (permanent) according to the Document and Archive System, its executive regulations, classification plan, rules, procedures, and approved subject headings lists.
3.2. Tasks:
- Supervise the related departments and ensure they perform their tasks in receiving and accepting documents from the university’s departments and branches according to the governing instructions.
- Oversee the preparation of permanent storage places and equip them with necessary shelves, cabinets, and safety measures.
- Supervise the preparation and transfer of permanently stored documents to the National Center for Documents and Archives after their retention period at the center according to approved rules and procedures.
- Oversee the disposal of temporarily stored documents after their retention period according to approved rules and procedures.
- Follow up on the technical coordination tasks of the Permanent Documents Committee and the evaluation, disposal, and relocation committees.
- Supervise the provision of copies of old documents to the university’s departments, sections, and units when needed according to approved rules and procedures.
- Follow up on the return of borrowed documents to their storage places according to approved rules and procedures.
- Facilitate external beneficiaries’ access to documents or their circulation according to approved rules and procedures.
- Supervise the transfer of permanently stored documents to the National Center for Documents and Archives.
- Ensure the accuracy, correctness, and completeness of data provided to the National Center for Documents and Archives about the university’s documents.
- Determine the unit’s needs for manpower, equipment, and materials.
- Provide periodic reports on the unit’s achievements and suitable suggestions for its development.
- Any other task assigned within its scope of specialization.
4. Confidential Documents Unit
4.1. General Objective: The Confidential Documents Unit aims to manage the university’s confidential documents according to the Document and Archive System, its executive regulations, classification plan, rules, procedures, and approved subject headings lists.
4.2. Tasks:
- Receive, audit, and accept confidential documents.
- Scan, index, classify, and abstract confidential documents.
- Enter necessary information about confidential documents into the automated documentation program.
- Review and audit the technical work of confidential documents.
- Store confidential documents in their designated places.
- Transfer confidential documents according to governing instructions.
- Dispose of confidential documents according to governing instructions.
- Provide required confidential documents according to governing instructions.
- Determine the administration’s needs for manpower, equipment, and materials.
- Provide periodic reports on the administration’s achievements and suitable suggestions for its development.
- Any other task assigned within its scope of specialization.
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