Umm Al-Qura University

Umm Al-Qura University

E-Archiving Unit

- 2017/09/21

Functions of the E-Archiving Unit

  1. Archiving paper transactions of all kinds.
  2. Preparing data entry specifications for each type of transactions.
  3. Building the standard subject heading list.
  4. Building a database for transactions in accordance with the Laws of Documents and Archives.
  5. Matching electronically archived transactions/documents against hardcopies.

Work Procedures

  • Head of the Archiving Department
  1. Supervising electronic archiving.
  2. Preparing specifications for data in the electronic system depending on the type of transaction (decisions; circulars; medical reports; etc.).
  3. Building a list containing the words used in describing the transaction or referring to the transaction (e.g., the word “contracts” and the word “operation”).
  4. Setting the electronic system to define the type of transaction; the duration for its retention at the entity; and the duration for its retention in the central warehouse, in accordance with the Law of Documents and Archives.
  5. Numbering the University’s warehouses, in cooperation with the Central Depository Unit.
  6. Setting the automated system to define the numbers of the warehouses and the numbers of the files where transactions are retained after archiving, in accordance with the Law of Documents and Archives.
  7. Preparing a plan for archiving and the number of employees for each archiving project as well as the schedule.
  8. Preparing reports listing the number of transactions; the location for their retention; and the contents of each warehouse.
  9. Reviewing electronic files and matching them against paper transactions, in cooperation with the Auditor.
  10. Submitting paper files after auditing to the Central Depository Unit.
  • Archiving Auditor
  1. Auditing the metadata of transactions in terms of spelling errors; correct keyword choice; subject heading selection; etc.
  2. Inspecting electronic files for appropriate clarity and sound digitization.
  3. Applying the electronic seal to the transactions that are archived with the archiving date after matching.
  4. Specifying the bookmark pages of electronic transactions.
  5. Blocking certain information from appearing to beneficiaries as public, to be determined with the Head of the Archiving Department.
  6. Collecting complete paper transactions depending on type in their custom files and submitting them to the Head of the Archiving Department.
  • Archivist
  1. Receiving and preparing paper transactions.
  2. Indexing transactions to see whether archiving is done and all papers are matched if in electronic format.  
  3. Sorting transactions that need the data of the University’s affiliates to be linked to the electronic file containing the data of the University’s affiliates.
  4. Sorting transactions that need classification; a classification barcode is printed to archive them based on such barcode.
  5. Archiving all papers and inspecting electronic files after archiving.
  6. Entering metadata depending on the transaction type; file number; warehouse number; and shelf number.
  7. Entering the keywords and subject headings suitable for the transaction.
  8. Submitting paper files when done to the Archiving Auditor.
  9. Entering the data of the transaction life cycle status, in accordance with the Law of Documents and Archives.

Affiliates of the Unit

Employee Name



Muhammad bin Mohsen bin Hassan Al-Subhi


[email protected]

Abdulqader bin Muhammad bin Abdulqader Hassan Al-Adeni


[email protected]

Thamer bin Muhammad bin Murdi Al-Harbi


[email protected]

Nashaat bin Zaini bin Hassan Al-Zain


[email protected]

Muhammad bin Hussein bin Abdulghani Faden


[email protected]

Ola bint Khalil bin Ali Al-Samak


[email protected]

Hanaa bint Muhammad bin Ebeid Baowaidan


[email protected]