Umm Al-Qura University

Umm Al-Qura University

Electronic Incoming Documents Unit


- 2019/08/29

Duties of the Electronic Incoming Documents Unit:

  • Receiving e-transactions incoming from 'Rasel' Administrative Communication System in the Ministry of Education or via the administrative transactions attached to the emails from the Ministry of Education.
  • Downloading the incoming transactions and archiving them in 'Rasel' archiving folder, as follows:
  • Creating the folder using the number of the transaction related to the Administrative Communication System (Masar) and 'Rasel' Administrative Communication System in the 'Rasel' archiving folder, separated by a hyphen, e.g., 4582-40152455.
  • Registering the saved transactions in the 'Rasel' folder in the Administrative Communication System (Masar) related to Umm Al-Qura University.
  • Entering the transaction incoming from the 'Rasel' system using the outgoing number of the 'Masar' system, as follows:
    • Deleting two numbers [01] from the ten numbers of the transaction, e.g., the number 4001152455 after deleting the two numbers will become 40152455.
  • Exporting all the administrative transactions related to all sectors of the Ministry of Education via the 'Rasel' Administrative Communication System.
  • Downloading the attachments from the administrative communication system (Masar) to 'Rasel' folder in the archiving system, as follows:
    • Creating the folder using the number of the transaction related to the administrative communication system (Masar) and the 'Rasel' administrative communication system in the 'Rasel' archiving folder, separated by a hyphen, e.g., 4582 -40152455.
  • Exporting the administrative transactions using the 'Rasel' system, as follows:
    • Uploading the attachments separately for the maximum size of the file not to exceed (500) KB.
    • Uploading colored attachments, if they include the signature of the authorized person.
  • Selecting only the outgoing type of the electronically exported files that have no need to be sent in paper format via the Saudi Post.
  • Selecting export type (files sent by mail) for the transactions exported in paper format. They usually have attachments, including: laserdiscs or books ... etc.
  • Selecting the importing and exporting parties carefully.
  • Registering the number of the outgoing transaction in the 'Rasel' system after deleting two numbers [01] from the ten numbers of the transaction, e.g., the number 4001152455 after deleting the two numbers will become 40152455.
  • Printing the transaction reception statement from the 'Rasel' Administrative Communication System, and adding it to the custom folder (Rasel outgoing transactions) in the archiving system.
  • Saving the transaction in the custom folder of the archiving system using the ongoing number of 'Masar' and the incoming number of 'Rasel'.
  • Saving the paper transactions in the store related to 'Rasel' transactions in the center.
  • Adherence to the following registration standards:
    • Search using the outgoing number of the transaction before the registration process.
    • Subjecting all transactions to preparation procedures.
    • Adding an understandable transaction topic, without any misspellings.
    • Adding a link to transactions, if available.
    • Adding the name of the transaction owner, if available.
    • Choosing a suitable classification for the transaction.
  • Ensuring the safe presentation of transactions and their order, according to the transaction context.
  • Upon receiving a late or imminent transaction, it should be sent directly to the relevant authority without going through preparation procedures, referring to it as a late transaction and writing the time and date of receiving the transaction while explaining the procedures in the 'Masar' Administrative Communication System.
  • Please send any note directly to the Ministry via the 'Rasel' system, e.g.,
    • When there is a shortage in attachments.
    • When no letter is directed to the university.
  • Matching the copies of the available letter with the copies of the administrative transactions
  • Not receiving any electronic transaction under the 'Rasel' system of the (sent by mail) type, unless first receiving the supporting documents.
  • Printing the paper transaction delivery statement.
  • Preparing a weekly list of transaction topics.
  • Preparing a list of appropriate new classifications.
  • Preparing statical reports from the 'Rasel' system at the end of each calendar month, and sending them to the Administrative Affairs Unit in the Center.
  • Preparing guides and manuals for using the 'Rasel' system, and sending them to the E-Services Unit for publication.

The following employees have been assigned to the Electronic Incoming Documents Unit:

Hanaa Muhammad Baawidan

Head of the Unit

Ula Al-Samak

 

 

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