Umm Al-Qura University

Umm Al-Qura University

Committees of Center of Documents


- 2017/08/24

The Permanent Committee for Documents:

Link: Organizationally linked to the university’s Vice President.

He chairs the Committee with the aim to supervise the implementation of the regulations of the documents and archives in the university, and approve its related plans, policies and executive regulations.

The Committee is composed of:

  • The University Vice President.
  • The Director of the Center for Documents.
  • The Director of the Legal Department.
  • The Director of the Administrative Organization Department.
  • The Director of the Administrative and Financial Affairs.

Responsibilities:

  1. Follow up on the optimal application of the systems of documents and their regulations, policies, plans, programs and procedures.
  2. Guide the preparation of the systematic, organizational and procedural studies to simplify carrying out the works, shorten the procedures, standardize similar works, and propose the formal and objective criteria for documents’ production.
  3. Study the draft regulations and plans related to the university’s documents proposed by the specialized committees.
  4. Nominate the members of the specialized documents committees in the university, and the working team necessary for each committee.
  5. Follow up on the coordination and integration in the committees and working teams’ performance of their duties. 
  6. Supervise the works of the committees of assessment and destruction and guide and approve their works’ outputs.
  7. Supervise the accuracy and completeness of the data presented to the National Center for Documents and Archives on the university’s documents.

 

The Committee for Documents Calculation and Assessment

The Committees for Documents Assessment: linked to the Permanent Committee for Documents in the university. They aim at supervising the documents assessment process as per the regulation of preservation, and the systems, instructions and contracts that specify the financial, organizational and administrative responsibilities. The committees are composed of:

  • The Director of the Center for Documents and Archives in the university.
  • Systems Specialist.
  • The Director of the Specialized Administrative Department.
  • Specialized Member in Documents and Archives.

Responsibilities:

  1. Refer to the documents assessment regulation issued by the National Center for Documents and Archives, apply all related articles, and contact the designated liaison officer from the National Center for Documents and Archives upon receipt of any queries about the regulation.
  2. Conduct a comprehensive survey of the documents of each administrative department to identify the issues addressed by each department, and document the names of the documents resulting from the activities of the Administrative Unit in the documents’ Calculation form.  
  3. Determine the duration of each type of documents by the Director of the Administrative Unit in consultation with the Preservation Specialist.
  4. Determine the duration in which the documents are active or inactive.
  5. Determine the practical value of the document, and propose the prolongation or shortening of the preservation period of the document.
  6. Make any comments that arise or appear while filling in the documents calculation and assessment form.
  7. Compile the calculation and assessment forms after filling them in from the Administrative Unit, and submit them to the Committee of Documents Calculation and Assessment.
  8. Classify and code the documents in accordance with the unified classification and coding scheme issued by the National Center for Documents and Archives by following the following steps:
  • Form a committee to conduct an analytical and detailed study for the unified plan for classification and coding, and refer to the report submitted by the members of the Temporary Committee to study the unified plan of classification and coding issued by the National Center for Documents and Archives, and its applicability to the university documents.
  • Hold a number of semi-regular meetings with a liaison officer or a collaborator from the National Center for Documents and Archives to present a detailed explanation for this plan, especially at the beginning of the practical implementation of the plan.
  • Form two-member working groups to be determined by the Organizational Coordinator to start the classification and coding of the documents.
  • Identify the documents that were not mentioned in the lists of preservation periods, and submit a proposal to the National Center for Documents and Archives to take the necessary measures to add them to the lists.
  • Assess the documents that fall within the scope of work of the Committee in accordance with the preservation regulation issued by the National Center for Documents and Archives, and the systems, instructions and contracts that determine the financial, regulatory and administrative obligations.
  • Make any comments that arise or appear while classifying the documents and submit them to the Director of the Center.
  • Submit the classification plan on documents through forming working groups to implement the plan on the Administrative Units.
  • Supervise the formed working groups to count and assess the documents of the Administrative Units.
  • Receive the calculation and assessment forms of the documents of the Administrative Units after filling them in by the working teams.
  • Prepare lists of the names and types of documents, and their preservation periods during the different preservation stages, based on what was stated in the forms prepared by the working teams.
  • Have the data of the documents assessment approved by the Permanent Committee for University Documents, which, on its part, prepares a report on the approval of the assessment to be sent to the National Center for Documentation and Archives for approval.

Committee of Documents Destruction:

The Committee of Documents Destruction is linked to the Permanent Committee for Documents in the university. It aims at supervising the process of destructing the documents whose preservation period has come to an end, as per the preservation regulation issued by the National Center for Documents and Archives. It is composed of:

  1. A Specialist from the Center of Documents and Archives in the university.
  2. A Specialist in Organizational Administration.
  3. A Specialist in Systems.

Responsibilities:

  1. Examine the data of the documents; whose preservation period has ended, prepared by the Center, and ensure the completion of the information.
  2. Ensure the expiration of the preservation period of the documents to be destroyed, and confirm their conformity to their data.
  3. Filling in the destruction reports prepared for this purpose, and submit them to the Permanent Committee for Documents.
  4. Preserve the data and destruction reports permanent preservation, and photocopy them as per the latest technologies.
  5. Oversee the destruction of the expired documents taking into account the regulations stated in the documents destruction regulation issued by the National Center for Documents and Archives, and any other regulations issued by the later in this regard.
  6. Apply the regulation of the provision of documents and archives in accordance with privacy.
  7. Apply the regulation of reviewing and circulating the documents and archives.
  8. Deposit the permanently preserved documents with the National Center for Documentation and Archives, if requested.
  9. Destroy the expired papers through forming a single main committee that works under the supervision of the Permanent Committee for Documents.
  10. Refer to the documents assessment list issued by the National Center for Documents and Archives, and apply all matters pertaining thereto. And contact the designated liaison officer from the National Center for Documents and Archives upon receipt of any queries about the regulation.
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