- Documents: Information mediums produced or received by an institution for a specific purpose, required for ongoing official work.
- Archives: Information mediums produced or received by an institution and whose practical value has expired but retain temporary or permanent significance.
- Documents and archives: Refer to mediums produced and received by the governmental to fulfill specific goals, and whose immediate practical value has expired while their cultural value necessitates permanent preservation.
- University Documents and Information Center: Documents and Archives Center at Prince Sattam bin Abdulaziz University that is responsible for collecting, organizing, preserving and retrieving the government body’s documents and archives as per relevant rules and regulations of technical records.
1. Permanently Retained Documents:
These are documents and records that are preserved permanently in accordance with the rules and regulations of documents management. These documents cannot be destroyed as they are indispensable for operational needs and scientific research.
2. Temporarily Retained Documents:
These are documents and records that are preserved temporarily in accordance with the rules and regulations of document, and archive management. These documents may be destroyed as their value diminishes over time until they lose all their value.
Paper file: A paper container that holds a collection of documents, records or copies thereof.
Electronic File: An electronic container that holds a collection of documents, records or copies thereof.
Electronic Media: Any technological means used to store data in an electronic format, such as tools for correspondence between departments or communication via email.
