Umm Al-Qura University

Umm Al-Qura University

List of Keeping Durations for the Deanship of Faculty Affairs


- 2017/09/21

List of Documents Archiving Period in the Government Agencies

 

Document  Name or Topic

Keeping Duration  

Saudi citizens’ recruitment documents:

A- Appointment documents for the fixed (approved) jobs that are subject to the pension system (civil- military) and the social insurance system:

First group: (To be scanned)

1- Letter of appointment

2-  Effective date notice

 

10 years start from the year that follows the termination

Second group:

1- Employment application

2- Employment letters

3-  Copies of educational and experience credentials

4- Copies of previous services evidence documents

5- Copies of ID cards

6- Medical report

7- Police Clearance Certificate

8-  Record of success in comparison or competition

9- Formal acknowledgment of the applicant

10-  Appointment notice

11- Any other employment-related documents

 

10 years start from the year that follows the termination

B- Items-related employment documents, such as wages, employment and maintenance subject to the social insurance system:

First group: (To be scanned)

1- Employment contract

2- Letter of appointment

3- Effective date notice

4- Employment contract extension letter

 

 

10 years start from the year that follows the termination

Second group:

1- Employment application

2- Employment letters

3-  Copies of educational and experience credentials

4- Copies of previous services evidence documents

5- Copies of ID cards

6- Medical report

7- Police clearance certificate

8- Formal acknowledgment of the applicant

9- Any other employment-related documents

 

 

10 years start from the year that follows the termination

C- Employment documents (contracting) on freelancing or part-time or daily wage or emoluments:

First group: (To be scanned)

1- Employment contract

2- Letter of appointment

3- Effective date notice

4- Employment contract extension letter

 

 

10 years start from the year that follows the termination

Second group:

1- Employment application

2- Employment letters

3-  Copies of educational and experience credentials

4- Copies of ID cards

5- Copies of previous services evidence documents

6- Medical report

7- Police clearance certificate

8-  Any other employment-related documents

 

 

10 years start from the year that follows the termination

First group: (To be scanned)

1- Employment contract

2- Letter of appointment

3- Effective date notice

4- Employment contract extension letter

 

 

10 years start from the year that follows the termination

Second group:

1- Employment application

2-  Copies of educational and experience credentials

 

 

10 years start from the year that follows the termination

First group: (To be scanned)

1- Employment contract

2- Letter of appointment

3- Effective date notice

4- Employment contract extension letter

5- Photocopies of ID cards

 

 

10 years start from the year that follows the termination

Second group:

1- Letter of accepting job applicant

2- Medical report

3-  Recruitment and sponsorship transfer documents

4- Any other employment-related documents

 

 

10 years start from the year that follows the termination

Bonuses documents:

First group: (To be scanned)

1-   Annual bonus letter

2-  Incentive payment letter

3- letter of promotion bonus

4- Any other bonus

 

 

10 years start from the year that follows the termination

Second group:

  • Bonus Award Letter

 

10 years start from the year that follows the termination

Holidays Documents:

First group: (To be scanned)

1- A copy of the decision on compensation for leave

2-  Statement of holidays taken

3-  Statement of leave days due compensation

 

10 years start from the year that follows the termination

Second group:

1- Holiday request letter

2-  Holiday approval letter

3-  Notice of leave commencement

4- Post-leave effective date notice

 

10 years start from the year that follows the termination

Exceptional leave documents:

First group: (To be scanned)

1- Leave approval letter

 

10 years start from the year that follows the termination

Second group:

1- Leave request form

2- Leave letter

3- Post-leave effective date notice

 

10 years start from the year that follows the termination

Sick leave documents:

1- A Letter of leave

2- Medical report

3- Leave approval letter

4- Post-leave effective date notice

 

10 years start from the year that follows the termination

Other types of leave: Compulsory leave- study leave- sports leave- compassionate leave- maternity leave-  carer’s leave and others

1- Leave request form

2- Leave correspondences

3- Leave approval letter

4- Post-leave effective date notice

 

 

10 years start from the year that follows the termination

Promotion documents:

First group: (To be scanned)

1- Correspondences on  promotion

2- Post-promotion effective date notice

3- Clearance form

 

10 years start from the year that follows the termination

Second group:

1- Correspondences on  promotion

2- Promotion period form

3-  Letter of promotion

4- Any other promotion-related documents

 

10 years start from the year that follows the termination

Waiver or cancellation of promotion:

First group: (To be scanned)

1- Promotion cancellation letter

 

10 years start from the year that follows the termination

Second group:

1- waiver or cancellation-related correspondences

 

10 years start from the year that follows the termination

Transfer documents:

First group: (To be scanned)

1- Transfer letter

2- Post-transfer effective date notice

3-  Letter of ending enrollment in case of transferring to another body

4- Clearance form

 

10 years start from the year that follows the termination

Second group:

1- Correspondences on  transfer

2- Letter of transfer

3-   A letter of sending the employee’s dossier to the another body

4-  A copy of service statement

5- Any other transfer-related documents

 

10 years start from the year that follows the termination

Performance documents:

1- Correspondence of poor performance

2- Performance evaluation

3-  A letter of thanks

4- Any other performance-related documents

 

10 years start from the year that follows the termination

 Sanctions documents

First group: (To be scanned)

1- Provisions and decisions concerning administrative and financial irregularities.

 

10 years start from the year that follows the termination

Second group:

 

1- Correspondences and notices of administrative and financial irregularities.

 

10 years start from the year that follows the termination

Deductions documents

First group: (To be scanned)

  • Letter of deductions

 

10 years start from the year that follows the termination

Second group:

  • Notice of absence and attendance

 

10 years start from the year that follows the termination

Commissioning documents:

First group: (To be scanned)

1- Letter of commissioning

2- Commissioning renewal of termination document

10 years start from the year that follows the termination

Second group:

1- Commencement after the commissioning period is terminated

2- Correspondences on  commissioning

3- Any other commissioning-related documents

10 years start from the year that follows the termination

Secondment documents:

First group: (To be scanned)

1- Letter of secondment

2-  Secondment renewal letter

10 years start from the year that follows the termination

Second group:

 

1- Work commencement after secondment termination

2- Correspondences on  secondment

10 years start from the year that follows the termination

 

Participation in conferences, symposiums and scientific seminars documents

10 years start from the year that follows the termination

Service expansion documents

First group: (To be scanned)

 

1- The order includes the expansion approval or the expansion decision

10 years start from the year that follows the termination

Second group:

 

1- Correspondences on  service expansion

10 years start from the year that follows the termination

End of service of Saudis documents

First group: (To be scanned)

 

1- End of service letter

(resignation- retirement- post cancellation- ill health incapacity- dismissal)

2-  Employment statement or proof of employment certificate

3- Clearance form

4- Pension record

5-  A copy of end of service settlement document

6-  Ill health incapacity medical report

10 years start from the year that follows the termination

Second group:

1-  End of service correspondences

2- End of service settlement correspondences

3-  Any other documents related the end of service of Saudis

4-  End of service correspondences

5- Pension settlement correspondences

10 years start from the year that follows the termination

End of service of non-Saudis (Contractors) documents:

First group: (To be scanned)

1- End of service letter (Contract)

(resignation- contract termination- ill health incapacity- dismissal)

2-  Employment statement or certificate

3- Clearance form

4- End of service settlement document

5-  Ill health incapacity medical report

 

Second group:

1-  End of service correspondences

2- End of service settlement correspondences

3-  Any other documents related the end of service of non-Saudis

 

 

Modification of name or occupation documents

First group: (To be scanned)

1- Letter of the name modification issued by the competent authority 

2- A photocopy of the ID card after modification

10 years start from the year that follows the termination

Copies of financial benefits payment documents:

1-  Photocopies of housing allowance documents

2- Photocopies of transportation allowance documents

3- Photocopies of migration allowance documents

4- Photocopies of subsistence allowance documents

5- Photocopies of travel allowance documents

6- Photocopies of reward for working after working hours documents

7-  Photocopies of leave compensation documents

8- Photocopies of service compensation documents

9- Photocopies of end of service benefits documents

10-  Photocopies of travel tickets compensation documents

11- Photocopies of travel tickets

12- Photocopies of incentive payment documents

13-  Photocopies of reward given to members of councils, bodies or committees documents

14-  Photocopies of payroll documents

15- Photocopies of nature-of-work, remote areas, damage or danger allowance documents

16-  Photocopies of the documents of the direct public funding award

17-  Any other documents related to the financial benefits

 

 

 

 

 

 

 

8 years from the date of referring the transaction to the Documentation Center

Performance record of card    (To be scanned)

17 years

 Occupation card   (To be scanned)

 

17 years

  Photocopies of the approved fixed jobs composition  (To be scanned)

 

17 years

  Photocopies of approved posts composition of workers  (To be scanned)

 

17 years

   Job creation documents (To be scanned)

 

17 years

   Jobs increase documents (To be scanned)

 

17 years

 Jobs decrease documents    (To be scanned)

 

17 years

Job cancellation documents    (To be scanned)

 

17 years

    Job title change documents (To be scanned)

 

17 years

     Job numbering documents (To be scanned)

 

17 years

Employee’s evidence for quittance certificates   (To be scanned)

 

19 years

Authorized administrative structures and organization (To be scanned)

5

Approved administrative procedures (To be scanned)

5

Organizational evidence (To be scanned)

5

Organizational studies (To be scanned)

19 years

Documents under which studies, organizational structures and evidence, and procedures are conducted.

1 - Request for preparation of the study.

2 - Directing the author to prepare the study.

3. Questionnaires, data collection and correspondence.

4. Letters with which questionnaires are received.

5. Analysis of questionnaires and monitoring of results.

6 - Draft study presented to the body to take its opinion.

7 - Offer to the author to approve the study.

8- Reporting the authority about the study after obtaining the approval for its implementation.

9. Any other document relating to the study.

 

 

 

 

 

18 years

The documents relating to the study of determining the needs of posts in the budget of the administrative body.

 

1. Circular on the challenge of each department's need.

2 - Data of the administrative units of their jobs needs

(Creation, modification, cancellation).

3 - Minutes of discussion of requests with budget specialists in the body.

4 - Final data to determine the need of the administrative body.

5. Any other document relating to the identification of the need

 

 

 

 

14 years

  General income record for the administrative body  (To be scanned)

24 years

   The income records of the administrative body head office (To be scanned)

24 years

  General outcome record for the administrative body  (To be scanned)

24 years

   The outcome records of the administrative body head office (To be scanned)

24 years

   Data or records of decisions issued in the administrative body  (To be scanned)

24 years

   The internal income records of the administrative body (To be scanned)

24 years

   Data of records of incoming transactions delivery (To be scanned)

14 years

   Data of records of outgoing transactions delivery (To be scanned)

14 years

    Date of mail (To be scanned)

14 years

   Follow-up transaction forms (To be scanned)

14 years

   Photocopies of the serial numbers of general correspondences  (To be scanned)

24 years

   Photocopies of the serial numbers of correspondences issued by the administrative body (To be scanned)

24 years

   Photocopies of the serial numbers of decisions issued by the administrative body (To be scanned)

24 years

Photocopies of records issued by the administrations (To be scanned)

 

19 years

Photocopies of the serial numbers of  correspondences issued by the administrations (To be scanned)

19 years

Speeches delivered by senior state officials in local, international or regional occasions or meetings (TO be scanned)

19 years

The plan of the administrative media body (To be scanned)

 

0

Statements made by senior officials in the administrative body of the media (To be scanned)

 

19 years

 Documents relating to what is requested to be published in media from the administrative body (To be scanned)

 

19 years

 Documents relating to what is published in media about the administrative body (To be scanned)

 

19 years

Cultural, social and sports activities organized by the administrative body 

 

14 years

The participation of the administrative body’s affiliates in the cultural, social and sports activities that they are invited to.

 

14 years

Publications and information bulletins issued by the administrative body for its activities

 

14 years

Radio or television programs prepared or shared by the administrative body on its activities.

 

14 years

Reception accommodation, and transportation documents for guests

 

14 years

Hotel reservations documents

 

9 years

Thanks and congratulations documents

9 years

Correspondences on  ads in various media outlets

9 years

Correspondences on  subscription in newspapers and magazines

9 years

Vehicles and equipment maintenance documents

9 years

Vehicles’ fees documents

9 years

Vehicles’ insurance application documents       

9 years

Car parking and its distribution documents 

9 years

Distribution of drivers’ tasks documents

9 years

Cleaning works for buildings and facilities documents

9 years

Documents relating to the  transfer of furniture and office equipment

9 years

Documents specifying the rotation times between guards or security personnel

9 years

Distribution of persons on duty documents

9 years

Reports and observations of security guards

9 years

Insurance of safety means documents

9 years

Maintenance of safety means documents

9 years

Documents relating to reports on the safety of the building or facilities

9 years

Documents relating to the needs of the building or facilities from security and safety means

9 years

Approved systems (To be scanned)

0

Accredited international conventions (To be scanned)

0

Adopted regulations (To be scanned)

0

Policies issued by the government (To be scanned)

0

Regulatory rules and regulations (To be scanned)

0

Explanations of regulations, bylaws and conventions (To be scanned)

0

Studies and research approved for the preparation of legal documents (Rules, regulations, conventions)

(To be scanned)

19 years

Legal consulting

(To be scanned)

19 years

Judicial decisions pertaining to the governmental body other than those proving the state's property

(To be scanned)

19 years

Preparation or revision of texts and drafting of conventions or treaties and memorandums of understanding.

19 years

Prosecution or defense (To be scanned)

14 years

Correspondences relating to contract execution, review or ratification.

14 years

Correspondences relating to the preparation of studies and research.

14 years

Correspondences relating to the request for legal consulting

14 years

Correspondences relating to the inquiries about the interpretation of rules, regulations and instructions.

14 years

Correspondences relating to legal violations.

14 years

Correspondences relating to cases and disputes.

14 years

Correspondences relating to scheduling appointments with judicial authorities.

14 years

Periodic reports on the activities of the Follow-up Department and its achievements (To be scanned)

19 years

Notes and guidance provided by the Follow-up Department on a specific situation in the department  (To be scanned)

19 years

Correspondences with the Control and Investigation Committee regarding violations committed in the administrative body (To be scanned)

19 years

Investigating  negligence or failure to perform the work (To be scanned)

19 years

Correspondences relating to the investigation into the administrative or financial violations and the results thereof.

14 years

Correspondences relating to the investigation into the complaints filed before the body’s head and the results thereof.

14 years

Investigating the absentees

14 years

Correspondences on the absence follow-up and monitoring of work schedules.

9 years

Dates of working hours (attendance and departure).

9 years

Documents’ classification manuals (To be scanned)

19 years

Numbering of the governmental body, its sectors and its branches manual (To be scanned)

19 years

Lists of documents’ evaluation and their records (To be scanned)

19 years

 Lists of the documents of the phase  and their records (To be scanned)

19 years

Data and records of documents’ destruction (To be scanned)

19 years

Statistics of the documents (To be scanned)

19 years

Documents indexes  (To be scanned)

19 years

Documents indicators  (To be scanned)

19 years

Correspondence:

1. Documents’ provision correspondences.

2. Correspondences on the technical works of documents of numbering, classification, cataloging, restoration and sterilization.

3. Field visits of documents.

4. Correspondents relating to the deportation of documents.

5. Correspondents relating to the evaluation of documents.

6. Correspondences relating to the destruction of documents.

7. Correspondents relating to meetings with representatives of the authorities.

 

 

9 years

The approved five-year plan of the administrative body (To be scanned)

19 years

The approved annual plan of the administrative body (To be scanned)

19 years

Reports on the annual plan of the administrative body (To be scanned)

19 years

Reports on the five-year plan of the administrative body (To be scanned)

19 years

The executive programs for the plan (To be scanned)

19 years

Reports on the executive programs for the plan (To be scanned)

19 years

Documents for conducting planning studies (To be scanned)

19 years

Correspondences on requesting information about the preparation of the annual or the five-year plans.

14 years

Information analysis, systems design and software documents

9 years

Network operation and maintenance-related documents.

9 years

Operators, users and analysts’ follow-up documents

9 years

Request for insurance of computers and servers documents

9 years

Hardware, equipment and servers’ warranty documents

9 years

Documents relating to the programs users’ manuals

9 years

Documents relating to program managers' manuals.

9 years

Translation request documents

9 years

Receiving the translated material documents

9 years

Copying the translated material.

9 years

Correspondences on cooperation with translation agencies.

9 years

Data of final statistics of the work of the administrative body

(To be scanned)

24 years

Statistical reports (To be scanned)

24 years

Correspondences on inquiries about statistical information

9 years

Primary statistical data collected

9 years

Correspondence received from entities that have statistical data

9 years

Initial statistical forms.

9 years

Operating and maintenance procedures-related documents

9 years

Supervision of operation and maintenance work and its observers documents

9 years

Documents relating to delivering and receiving the operation and maintenance work.

9 years

Documents relating to the formation of committees or work teams for operation and maintenance

9 years

Request for the insurance of maintenance materials and equipment documents

9 years

Documents requesting or approving technicians for maintenance and operation.

9 years

Data on equipment and devices that are operated or maintained.

9 years

Copies of the building’s maps and plans that are maintained.

9 years

Copies of catalogs or manuals for the operation and maintenance of hardware and equipment

9 years

Records and reports of maintenance and operation.

9 years

Monthly or annual certificates of achievement submitted to the contractor or technician

9 years

Lists of names of workers in operation and maintenance; including technicians, engineers and workers.

9 years

Documents relating to the license granted to the operation and maintenance personnel.

9 years

Photocopies of the operation and maintenance personnel’s IDs.

9 years

Correspondences on any additions or modifications to the construction of offices or buildings of the government body and its branches.

9 years

Studying the work of the additions or structural modifications to the offices or premises of the government body or its branches.

9 years

Correspondences on the supervision of maintenance and operation contracts

9 years

Periodic reports on maintenance and operation contracts

9 years

Documents relating to the distribution of phone numbers

9 years

Documents relating to the maintenance of the telecom network.

9 years

Documents relating to identifying those who deserve housing units

9 years

Documents relating to the distribution of housing units

9 years

Documents relating to the insurance of the residential units’ needs, including furniture or appliances or others

9 years

Maintenance of residential buildings

9 years

Documents on the rental of housing units

9 years

Documents relating to the guarding of residential buildings and the names of guards

9 years

Documents of real estate ownership (To be scanned)

24 years

Plans of the building

24 years

Photocopies of construction contracts as well as the conditions and specifications related to the building

24 years

Documents relating to the insurance of printing presses’ devises

9 years

Documents relating to the maintenance of printing presses’ devises

9 years

Documents relating to receiving and delivering the printed material, and copies of them

9 years

Documents on the review of the printed material

9 years

Documents relating to the insurance of the printed material

9 years

The system of approved indexes for the library (To be scanned)

9 years

Certified retrieval system (To be scanned)

9 years

Documents on the lists of the secured books for the library

9 years

Library Catalogs

9 years

Secondment cards

9 years

Secondment follow-up cards

9 years

Correspondences on gifts for the library

9 years

Correspondences on securing the information sources for the library.

 

9 years

Correspondences on library needs

9 years

Decisions of the supreme councils, bodies and committees (To be scanned)

 

Records of the supreme councils, bodies and committees (To be scanned) (To be scanned)

 

Recommendations of the supreme councils, bodies and committees (To be scanned) (To be scanned)

 

Decision of appointing the members of the supreme councils, bodies and committees (To be scanned)

 

Correspondences on the appointment of members of the supreme councils, bodies and committees (To be scanned)

19 years

Correspondences on the formation of other committees and sub-working groups

19 years

Decisions to appoint committee members and other working groups

9 years

Correspondences on scheduling meetings

9 years

The documents of the economic, political, security and commercial conferences on which the State has obligations and they are approved by the High Commissioner. Such as:

 

1. Approving the organization or participation in a conference (to be scanned)

2. Recommendations and resolutions of the conference (to be scanned)

 

3. Papers or research submitted to the conference (to be scanned)

 

4. Speeches of delegates and the conference’s focal points(to be scanned)

 

 

 

 

19 years

The documents of conferences or professional seminars that are held to exchange experiences, including:

 

1. Approving the organization or participation in a conference (to be scanned)

2. Recommendations and resolutions of the conference or seminar (to be scanned)

3.  Objectives of the conference or seminar (To be scanned)

4. Speeches of speakers in conference or seminar (to be scanned)

5. Papers or research submitted to the conference or seminar (to be scanned)

 

 

 

 

 

 

 

19 years

Reports on what has been achieved in the field of training or annual scholarship (To be scanned)

 

19 years

Estimates of the needs of the departments expected during the future plan in the field of manpower development or training, including:

 

1. Determine the needs of each department.

2. Responses by the parties to determine their annual needs.

 

 

14 years

Circulars or leaflets relating to the training programs and courses.

14 years

Documents relating to scholarships for studying or training abroad:

1. Circular of nomination application.

2. Letters of nomination by the applicant.

3. Nomination forms.

4. Minutes of the nominating committee.

5. Approval of the holder.

6. Nomination forms presented to the scholarship committee.

7. Scholarship decisions (To be scanned).

8. Correspondences with the entity to which the applicant is being sent

9. Study plan for scholars.

10. Any other documents.

14 years

Documents to enroll in internal study or internship:

1. Circular of nomination application.

2. Letter of nomination from the authority.

 

14 years

1. Nomination forms.

2. Minutes of the nominating committee.

3. Approval of the holder.

4. Letter to the educational or training entity including the names of nominees.

5. Responding to the nominees with acceptance, rejection or apology

6. Notice of the student or trainee’s attendance.

7. Notice of the student or trainee’s absence.

8. Notice of the student or trainee’s absence.

9. Notice of the student or trainee’s dismissal

10. Any other documents relating to the internal study or internship

 

 

 

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