Documents and Archives Center
Message from the Center President:
Archiving transactions and dealing with them by documenting, preserving and preserving them is what gives history in various forms and sources, as it is through archives that the historical events that peoples lived through are highlighted. Documenting this will preserve the memory of nations.
In an era in which science and technology are developing at a rapid pace and with the continuous increase in the size of institutions and the documents and documents they possess, and the desire to organize their data in modern automated ways that facilitate dealing with bodies, institutions and individuals, which saves a lot of time and effort and ensures the preservation of this data and is more flexible and of high quality by reliance. On digital technical solutions.
From this standpoint, and with the grace of God and then the directives of His Excellency the University Rector, the Documents and Archives Center was established by Resolution No. 5/8/5, dated 01/18/1439 AH, as His Excellency saw the importance of the presence of this center within the university’s centres, and in implementation of what was reported by the National Center for Documents and Archives, based on Cabinet Resolution No. (9) dated 02/01/1438 AH
introduction
The tasks of the Documents and Archives Center stem from the tasks specified by the Documents and Archives System and the general policy for documents and archives, regulations and plans. The Documentation Center at the university is considered the means or the actual tool for implementing what is stated in these texts, including:
- Practical application of the texts of the documents and archives system articles, the general policy for documents and archives, the executive regulations, the classification and coding plan, and other regulations and instructions related to documents.
- Collecting, classifying, coding, indexing, indexing, archiving, and maintaining device documents.
- Organizing its trading in accordance with the system, regulations and plan.
- Providing information and data about documents to beneficiaries inside or outside the agency in accordance with what is determined by the instructions organizing this. Work to find qualified human resources to work in the center and benefit from them.
- Administrative and technical coordination of the tasks of the Permanent Documents Committee, evaluation committees, destruction committees, and deportation committees.
- Working to prepare places and provide appropriate means for document work.
- The Documentation Center in the administrative apparatus constitutes an effective tool for achieving communication with the National Center for Documents and Archives.
Vision:
Digital conversion and the ability to make optimal use of documents through excellence in safe preservation.
Message:
- Optimal investment of human and technical resources in building effective strategic partnerships.
- Enabling the university to activate community service in a safe, integrated, effective and easy way through electronic channels.
Executive objectives:
- Proper implementation of documentation systems, policies, regulations, instructions and relevant decisions.
- Spreading documentary awareness among university employees.
- Work to find specialized cadres in the fields of preserving and organizing documents and archives.
- Historical monitoring of university documents, regulations and documents and their organization.
- Building bridges of communication with relevant bodies and institutions.
- Facilitating the beneficiaries’ access to documents and archives.
- Duties of the center head:
- Supervising and following up on the administrative and technical work of the center and its organizational units.
- Attracting qualified personnel to work in the center in coordination with the specialized departments in the agency.
- Identifying the training needs of the center’s employees in coordination with the competent departments of the agency.
- Determining work requirements for specialized technical tools and means and coordinating with the competent units in the agency to provide them.
- Working to improve the level of work performance and workers in the center.
- Working to replace paper exchange with electronic exchange and verifying the implementation of electronic and digital archiving.
- Developing development plans for the center’s work and approving them from the head of the agency.
- Follow up on the regularity of the center’s workers and complete their reports in cooperation with the center’s work leaders.
Active Documents Module:
Overall goal:
The Active Documents Tool aims to take care of documents during the period of their presence in the various organizational units at the university before transferring them to the Documents and Archives Center to ensure proper handling of them in accordance with the documents system, its regulations, and the archives’ executive regulations, classification plan, rules, procedures, and lists of approved subject headings.
Duties of the Head of the Active Documents Unit:
- Supervising the related departments and ensuring their performance and work according to what was planned
- Supervising the preparation of regulations, rules and procedures
- Supervising the preparation of the agency’s classification and coding plan and its implementation in accordance with the documents and archives system and its executive regulations
- Work on developing documents in accordance with the classification plan and in accordance with the approved rules, procedures and lists of subject headings
- Working to develop and update the rules of procedures for organizing documents and lists of approved subject headings
- Supervising the setting of document preservation periods in cooperation with the Permanent Documents Committee
- Supervising the preparation and updating of the internal coding guide for the government agency and its branches according to the coding of government agencies * in conjunction with the university’s administrative development in coordination with the National Center for Documents and Archives
- Provide periodic reports on management achievements and appropriate suggestions for developing them
Active Documents Module:
Overall goal:
The Active Documents Tool aims to take care of documents during the period of their presence in the various organizational units at the university before transferring them to the Documents and Archives Center to ensure proper handling of them in accordance with the documents system, its regulations, and the archives’ executive regulations, classification plan, rules, procedures, and lists of approved subject headings.
Duties of the Head of the Active Documents Unit:
- Supervising the related departments and ensuring their performance and work according to what was planned
- Supervising the preparation of regulations, rules and procedures
- Supervising the preparation of the agency’s classification and coding plan and its implementation in accordance with the documents and archives system and its executive regulations
- Work on developing documents in accordance with the classification plan and in accordance with the approved rules, procedures and lists of subject headings
- Working to develop and update the rules of procedures for organizing documents and lists of approved subject headings
- Supervising the setting of document preservation periods in cooperation with the Permanent Documents Committee
- Supervising the preparation and updating of the internal coding guide for the government agency and its branches according to the coding of government agencies * in conjunction with the university’s administrative development in coordination with the National Center for Documents and Archives
- Provide periodic reports on management achievements and appropriate suggestions for developing them
Intermediate documents unit activity:
Overall goal:
It aims to take care of documents in their second stage (intermediate activity) when they are transferred from the organizational units in which they originated to the Documents and Archives Center at the university.
Duties of the Head of the Medium Documents Unit Activity:
- Supervising the related departments and ensuring their performance and work in receiving and receiving documents from the university’s departments and branches
- Supervising the selection of subject headings for disclosed documents according to the list of subject headings approved by the center
- Supervising the preparation of documents intended for electronic scanning and transferring them to the electronic scanning unit
- Supervising the organization and preservation of work papers and records
- Providing the Document Organization Department with proposals and ideas related to evaluation processes and classification and coding evidence that are produced through practical application
- Supervising the preparation of documents, scanning them electronically, and transferring them to the archiving unit
- Participation in demolition and deportation committees
- Follow up the work of auditing the indexing, scanning, indexing and classification operations that are carried out on documents
- Ensuring the validity of the data and its conformity with classification and coding guides and indexing rules
- Complete the shortcomings and address the observations in coordination with the relevant and relevant departments, sections and units
- Determine the administration’s needs for general manpower, equipment, and materials
- Providing periodic reports on the administration’s achievements and appropriate suggestions for developing them
- Any other task assigned by the administration in its field of competence
Secret Documents Unit:
Overall goal:
It aims to take care of university documents of a confidential nature in accordance with the provisions contained in the documents and archives system, executive regulations, classification plan, rules and procedures, and lists of approved subject headings.
Duties of the Head of the Secret Documents Unit:
- Receiving, reviewing and delivering confidential documents.
- Scanning, indexing, classifying and indexing confidential documents.
- Entering the necessary information about confidential documents into the automated documentation program.
- Reviewing and auditing the technical works of confidential documents.
- Save confidential documents in their respective places.
- Transferring confidential documents according to the instructions regulating this.
- Destructing confidential documents according to the instructions regulating this.
- Providing the required confidential documents according to the instructions regulating this.
- Determine the department’s needs for manpower, equipment and resources.
- Providing periodic reports on the administration’s achievements and appropriate suggestions for developing them.
- Any other task assigned by the department in the field of specialization
Permanent documents management:
Overall goal:
It aims to take care of documents in their third stage of their life (permanent) in accordance with the Documents and Archives System and its executive regulations, classification plan, rules and procedures, and approved list of subject headings.
Duties of the Head of the Permanent Documents Unit:
- *Supervising the departments associated with them and ensuring their performance and work in receiving and delivering documents from the university’s departments and branches according to the instructions regulating that.
- Supervising the preparation of permanent storage places, equipping them with the necessary shelves, cabinets, and safety means
- Supervising the preparation and transfer of permanent documents for preservation to the National Center for Documents and Archives after the end of their preservation period at the Center in accordance with the approved rules and procedures.
- Supervising the destruction of temporary documents for preservation after the expiry of the time period specified for their preservation in accordance with the approved rules and procedures
- Follow up the technical coordination of the tasks of the Permanent Committee for Old Documents when needed according to the approved rules and procedures
- Supervising the provision of departments, sections and units of the agency with copies of old documents when needed according to the approved rules and procedures
- Follow up on the return of loaned documents to their storage places in accordance with the approved rules and proceduresEnabling beneficiaries from outside the university to view and circulate documents in accordance with the approved rules and procedures
- Supervising the transfer of permanent documents and preservation to the National Center for Documents and Archives
- Ensuring the validity, accuracy and completeness of the data submitted to the National Center for Documents and Archives regarding university documents
- Determine the department's needs for manpower, equipment, and materials
- Provide periodic reports on the administration’s achievements and appropriate suggestions for developing them