Umm Al-Qura University

Umm Al-Qura University

Documents and Administrative Communications Center


- 2018/03/01

Overview:

UQU is one of the most modern universities in KSA, which has joined a large group of esteemed academic institutes to become a beacon of academic education for its students, who are anticipating more services.

The National Center of Documents and Archives was established following decision no. M/55 by the Custodian of the Two Holy Mosques, King Abdullah bin AbdulAziz Al Saud, Prime Minister, Head of Higher Education Council on 23rd Shawwal 1409 H. By virtue of that decision, the UQU Documents and Archives Center was established.

The Documents and Archives Center reports to the Vice-president. It includes a number of divisions: Central Archive division, which is concerned with saving documents, using the best security and safety methods; Documents divisions, which is tasked with collecting government documents and laws related to university, and updating them in all forms, whether in paper, microfilm, or microfiche, in addition to scanning paper documents and converting them to PDFs.  

Technical Support division is responsible for automation and allocating display services to meet other divisions' needs; and generating regular reports. While Fumigation and Restoration Lab is tasked with fumigating documents, using quality fumigation materials. There is also the International Cooperation and Investment Unit that is concerned with coordination and cooperation with the National Center of Documents and Archives, and exchanging knowledge, experiences, and investment with other national, Arab and international documents and archives centers. Additionally, there is the Administrative Affairs body, which is tasked with sending, receiving, responding to, and keeping record of all outgoing transactions.

 

On the other hand, Information division is responsible for building and updating a database of keywords and linking related information. Quality and Processing division is tasked with electronic scanning and digitalization through offering better services according to quality standards. Last but not least is the Public Relations division, which is responsible for communicating with beneficiaries and raising awareness of its policies, using the proper communications.

Due to its pivotal role, the center ensures safety and security of all documents and archives, related to the ministry work, in order to guarantee confidentiality of the information contained in them; and makes available documents to beneficiaries as per the applicable rules and regulations, using IT systems.    

 

 

Directors of Documents and Archives Center:

 

  • General Supervisor, Dr. Abdullah bin Awad Al-Otieby
  • General Supervisor, Dr. Nasser Al-Baqmi
  • General Supervisor, Dr. Mazen bin Omar Khiro   
  • General Supervisor, Mr. Ahmed bin Abdulhameed Al-Mo'alem        
  • General Supervisor, Mr. Rashad bin Halwani
  • General Supervisor, Mr. Omar bin Ahmed Ba-Zra'a       
  • General Supervisor (current), Mr. Abdullah bin Abdulrahman Al-Solimani

 

Vision:

The Documents and Archives Center strives to offer the best information services and support to researchers, in an effort to develop scientific research and capabilities in line with quality standards.

 

Mission:

Maintenance and preservation of documents, using optimum technology and methods.

 

Documents and Archives Center– Core Values:

Establishing effective partnerships and team spirit .

 

Documents and Archives Center - Tasks:

  • Saving all kinds of documents of UQU departments and units;
  • Making available digital documents to researchers as per the applicable controls and procedures;
  • Connecting UQU with the National Center of Documents and Archives;
  • Coding all UQU bodies in accordance with the standardized coding plan of the Documents and Archives Center;
  • Establishing a central warehouse for paper documents at the Documents and Archives Center building;
  • Cooperating with internal and external documentation centers;
  • Raising awareness of the importance and preservation of documents among employees. 

Objectives:

  • To preserve rare and easily damageable documents in their final form;
  • To offer better and more effective services;
  • To provide information on documents to beneficiaries from in and out UQU; 
  • To get familiar with electronic information applications and their new concepts;
  • To offer the necessary training for archivers for successful digitalization;
  • To automate all UQU documents;
  • To reinforce the center with archiving experts and professionals.
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