1.  Permanent Committee for Documents

Affiliated with and chaired by the Vice President for Studies, Development and Follow up, this committee supervises the enactment of the system of documents and archives and sets policies and plans along with the related executive procedures.

Tasks:

1- Follow up of the best enactment of the system of documents and archives, regulations, policies, plans, programs, and procedures.

2- Initiation of official, organizational, and procedural studies to simplify activities, expedite procedures, standardize similar functions, and suggest formal and objective specifications for the production of documents.

3- Examining proposals on regulations and plans for university documents submitted by specialized committees.

4- Choosing the members of specialized document committees as well as the work team need for each committee.

5- Monitoring the coordination and integration of the committees and work teams in fulfilling their duties.

6- Supervising and directing the work of document evaluation and destruction Committees, and endorsing their final output.

7- Authenticating the completion and accuracy of university documents data presented to the National Center for Documents and Archives.

1.1 Documents Evaluation Committee:

Directly linked to the Permanent Documents Committee of the University, it supervises the process of documents evaluation within its domain according the bylaws of storage and the regulations, directives, and contracts that identify the financial, official, and administrative responsibilities of the government apparatus.

Tasks:

1- Identifying the names of the types of documents to be evaluated by the committee.

2- Estimating the longevity the Committee assigns for each type.

3- Determining the period during which the document is active or inactive.

4- Determining the document’s practical value and suggesting extending or shortening the document’s time of holding.

5- Identifying documents not present on time-holding records, and writing to the National Center for Documents and Archives to take the appropriate action for their inclusion.

6- Evaluating documents that fall within its power according the bylaws of storage issued by the National Center for Documents and Archives, and according to the regulations, directives, and contracts that identify the financial, official, and administrative responsibilities of the government apparatus.

1.2 Documents Destruction Committee:

Associated directly with the Permanent Documents Committee of the university, it supervises the destruction process of documents the holding period of which is over according to the bylaws of storage issued by the National Center for Documents and Archives.

Tasks:

1- Verifying the data and full information of documents whose holding time, as assigned by the Center, has expired.

2- Verifying the expiration of the holding time of documents set for destruction, and collating their data.

3- Filling out the proper destruction forms and forwarding them to the Permanent Committee for Documents.

4- Storing the data and destruction forms permanently and making copies of them as is facilitated by modern technology.

5- Supervising the destruction of such documents according to the guidelines of document destruction issued by the National Center for Documents and Archives or any other regulations it issues in this respect.

 

2. Administration

 

The director of the center is affiliated with the Vice President for Studies, Development and Follow up, and pursues the fulfillment of the objectives of the center. These include: acquiring documents from all University Units, be these administrative, academic, research centers, or university hospitals. The center then organizes, stores, and facilitates the use of these documents as the requirements of work dictate and in accordance with document and archive regulations, bylaws, and executive charters.

Tasks:

1.    Prepare the 5-year plans for the Center in line with the general objectives and policies of the University, and follow up their implementation after their official approval.

2.    Prepare the Annual Budget Proposal for the Center and forward it to the Permanent Committee for Documents for approval.

3.    Suggest bylaws, policies, rules and procedures that regulate work at the center’s administrative units, and follow up their implementation once they are approved.

4.    Administratively and technically supervise its administrative and technical units.

5.    Coordinate among the center’s administrative units and monitor the work performance in each administration.

6.    Set formal and objective terms and standards for the University publications and verify their issuance accordingly.

7.    Standardize similar function forms throughout all University units.

8.    Set formal and objective terms and standards for every official communication type according to approved regulations.

9.    Determine for all units of the University the information included in official communications.

10.   Standardize for all units of the University the type and size of paper used for official transaction.

11.   Coordinate with all administrative communication centers at the University units to standardize work forms and procedures.

12.   Prepare monthly statistical tables of the destroyed papers throughout the University units.

13.   Provide the National Center for Documents and Archives with Registration and Delivery Data for the destroyed papers at the University units.

14.   Transfer the permanently stored documents to the National Center for Documents and Archives after the expiration of its holding period at the University.

15.   Cooperate and coordinate with the National Center for Documents and Archives, and exchange data and expertise with national, Arab, and international centers of documents and archives.

16.   Join regional and international specialized societies and bodies.

17.   Represent the Center in communicating with others.

18.   Determine the manpower, equipment, and material that the Center needs, and follow up their provision.

19.   Submit periodical reports on the Center’s achievements and suggestions for their proper improvement.

20.   Take on any other responsibility that falls within its specialty

3. Documents Acquisition Department:

Linked to the Director of the Center, this department aims to acquire documents from University Units: administrative and academic as well as from research centers and University hospitals.

Tasks:

1.    Suggesting 5-year plans for the department and following up their implementation after their approval.

2.    Putting forth organizing rules, regulations, and procedures of work within the department.

3.    Pursuing and updating governmental documents and regulations pertaining to the University.

4.    Collecting and updating documents from academic and administrative units of the University, including these of research centers and University hospitals.

5.    Receiving incoming documents from University units.

6.    Attending to documents needing maintenance, renovation, or sterilization after registering them in the Center’s records.

7.    Setting up and transferring documents to the document organizing department.

8.    Identifying unavailable documents and work towards their acquisition.

9.    Requesting the University units to provide late documents.

10.   Requesting government systems and documents relating to the University from their sources of origination.

11.   Evaluating the processes of document acquisition, while working on their improvement.

12.   Organizing and saving work papers and records.

13.   Identifying the manpower, equipment and material the department needs.

14.   Submitting periodical reports on the department achievements and suggestions for their better enhancement.

4. Department of Documents Organization:

Directly linked to the director of the Center, this department aims to organize documents according to the technical standards that facilitate their storage and retrieval.

Tasks:

1.    Suggesting 5-year plans for the department and following up their implementation after their approval.

2.    Putting forth organizing rules, regulations, and procedures of work within the department.

3.    Organizing documents according to approved rules, procedures, and tables of subject-headings.

4.    Developing and updating approved rules and procedures of organizing documents and tables of subject-headings.

5.    Determining the periods for storing documents.

6.    Evaluating and seeking to improve the processes of organizing documents.

7.    Determining the objectives and specifications of the systems of documents data at the University.

8.    Identifying the manpower, equipment and material the department needs.

9.    Submitting periodical reports on the department achievements and suggestions for their enhancement.

4.1. Cataloging and Indexing Unit:

Affiliated with the Department of Documents Organization, this unit aims to analyze documents descriptively and thematically, and to scan and add their data to the database.

Tasks:

1.    Determining documents to be catalogued.

2.    Specifying the concepts and subjects addressed by the documents.

3.    Selecting the subject headings for the catalogued documents according to the approved tables of subject headings.

4.    Adding documents data to the Center’s database.

5.    Adding the periods of storing documents to the database.

6.    Reviewing and correcting documents data added to the database.

7.    Preparing documents for electronic scanning, and transferring them to the electronic scanning Unit.

8.    Organizing and saving work papers and records.

4.2. Optical Scanning Unit:

This unit is linked to the Department of Documents Organization, and aims to electronically scan documents and to add their data to the database.

Tasks:

1.    Prepare and electronically scan documents.

2.    Transfer electronically scanned documents to the storage unit.

3.    Organize and save work papers and records.

5. Department of Archives and User Services:

Linked to the director of the Center, it aims to store documents and serve users.

Tasks:

1.    Suggesting 5-year plans for the department and following up their implementation after their approval.

2.    Putting forth organizing rules, regulations, and procedures of work within the department.

3.    Maintaining the Center’s documents and apparatus by adhering to the best means of security and safety.

4.    Facilitating, according to the approved procedures, the provision of photocopies of documents to University or non-University users and researchers.

5.    Coordinating with the National Center for Documents and Archives concerning the official transfer of the permanently stored documents after the expiration of its holding period at the Center.

6.    Evaluating the processes of saving documents and the services offered to users with the aim of organizing them further.

7.    Identifying the manpower, equipment and material the department needs.

8.    Submitting periodical reports on the department achievements and suggestions for their enhancement.

5.1 The Unit of Documents Archiving:

Linked to the Department of Archives and User Services, this unit aims to store documents and maintain their safety.

Tasks:

1.    Archiving permanently and temporarily stored documents by adhering to the best means of safety and security.

2.    Transferring permanently stored documents to the National Center for Documents and Archives after the expiration of its holding period at the Center, in accordance with the approved rules and procedures.

3.    Saving the records and data of the transfer.

4.    The official destruction of temporarily stored documents at the end of their determined life-expectancy.

5.    Saving the destruction records and data.

5.2 User Services Unit:

This is linked to the Department of Archives and User Services, and aims to provide services to users.

Tasks:

1.    Answering questions and inquiries about stored documents.

2.    Providing University units, according to approved rules and procedures, with copies of old documents when needed.

3.    Loaning original or copied documents to University units according to approved rules and procedures.

4.    Following up the return of loaned documents to their original storing locations according to approved rules and procedures.

5.    Helping users and researchers peruse and circulate documents according to approved rules and procedures.

6.    Organizing and saving work papers and records.

7.    Providing daily and monthly statistical reports pertaining to user services.

6. Information Technology Liaison Officer:

Affiliated with the director of the Center, the officer administers the information systems in coordinates with the Computer Center.

Tasks:

1.    Suggesting annual plans for the Information Systems and following up their implementation after their approval.

2.    Suggesting bylaws, regulations, and procedures of the Information Systems.

3.    Coordinating with the University Computer Center on the development and improvement of data bases and suggesting the appropriate networks for work.

4.    Photocopying original documents using damage-resistance means, and storing originals and copies at different locations to guarantee better security and safety.

5.    Solving sudden problems of the data bases and networks of the Center.

6.    Organizing and saving the work papers and records.

7.    Identifying the needed manpower, equipment and material.

8.    Submitting periodical reports on the achievements in the area of Information Systems, and suggestions for improvement.