Units

General Objective:

The Active Records Unit aims to manage documents during their retention within various organizational units of the institution before transferring them to the Documents and Archives Center. This ensures proper handling of records in accordance with the Documents and Archives System, its executive regulations, the classification plan, established rules and procedures, and approved subject headings lists.

Tasks and Responsibilities:

. To supervise the affiliated departments and ensure they perform their tasks as planned.
. To oversee the drafting of regulations, rules, and procedures governing operations in a department.
. To supervise the development of the classification and coding of the university plan, and its guidelines, in accordance with the Documents and Archives System and its executive regulations.
. To organize records based on the classification plan, following the established rules, procedures, and approved subject headings lists.
. To develop and update regulations and procedures for organizing records, and the approved subject headings lists.
. To supervise the determination of record retention periods in collaboration with the Permanent Record Committee and monitor their implementation.
. To oversee the preparation and updating of the university internal coding guide and its branches, aligning it with government bodies coding, in coordination with the University Administrative Development Department and the National Documents Center.
. To monitor the implementation of the classification and coding plan across various organizational units.
. To identify the department’s workforce, equipment, and material needs.
. To provide periodic reports on the department’s achievements and recommend appropriate suggestions for its improvements.
. To perform any other tasks assigned within its scope of responsibilities.
 

General Objective:

The Semi-Active Records Unit is responsible for managing records in their second stage (semi-active phase) after they are transferred from the originating organizational units to the University Documents and Archives Center.

Tasks and Responsibilities:

. To supervise the affiliated departments and ensure they perform their duties related to receiving and processing records from the university departments and branches in accordance with the established regulations.

. To oversee the selection of subject headings for indexed records based on the Approved Subject Headings List at the Center.
. To supervise the preparation of records for digital scanning and their transfer to the Digital Scanning Unit.
. To oversee the organization and preservation of work documents and records.
. To provide the Records Organization Department with suggestions and insights on evaluation processes, classification guidelines, and coding systems derived from practical application.
. To supervise the preparation and digital scanning of records before transferring them to the Preservation Unit.
. To participate in Disposal and Transfer Committees.
. To monitor the review and audit processes of indexing, scanning, classification, and cataloging conducted on records.
. To ensure the accuracy and compliance of records with the classification and coding guidelines, as well as the indexing rules.
. To address deficiencies and resolve issues by coordinating with relevant departments, sectors, and units.
. To identify the department needs for human resources, equipment, and materials.
. To submit periodic reports on the department achievements, along with relevant recommendations for its development.
. To perform any other duties assigned within its scope of responsibilities.
 

General Objective:

The Permanent Records Unit is responsible for the management of documents in their third phase (permanent) in accordance with the Documents and Archives System, its executive regulations, classification plan, established rules, procedures, and approved subject headings lists.

Tasks and Responsibilities:

1. To supervise the departments affiliated with the unit, ensuring their proper performance in receiving and collecting documents from the university departments and its branches according to the governing regulations.
2. To oversee the setting of permanent storage facilities, equipping them with required shelving, cabinets, and safety measures.
3. To supervise the preparation and transfer of permanently stored documents to the National Documents and Archives Center after the completion of their retention period at the Center, in accordance with the approved rules and procedures.
4. To oversee the disposal of temporarily-stored records after the completion of their prescribed retention period, in compliance with the established rules and procedures.
5. To follow-up the technical coordination of the tasks between Permanent Record Committee, and the committees for evaluation, disposal, and transfer.
6. To supervise providing copies of older documents to university departments, sectors, and units when required, in accordance with the approved rules and procedures.
7. To monitor the process of returning borrowed documents to their storage facilities according to the established rules and procedures.
 

General Objective: 

 
The Confidential Records Unit aims to manage the confidential documents of the university in accordance with the Documents and Archives System, its executive regulations, the classification plan, approved rules, procedures, and subject headings lists.  

Tasks and Responsibilities:

1. To receive, review, and collect confidential documents.  
2. To scan, index, classify, and catalog confidential documents.  
3. To enter necessary information about confidential documents into the automated documentation system.  
4. To review and verify the technical processing of confidential documents.  
5. To store confidential documents in their designated locations.  
6. To transfer confidential documents in accordance with the established regulations.
7. To dispose confidential documents in accordance with the established regulations.  
8. To provide required confidential documents in accordance with established regulations.  
9. To identify the department needs for manpower, facilities, and resources.  
10. To submit periodic reports on the department achievements and along with recommendations for its development. 
11. To perform any other tasks assigned within the scope of its responsibilities.