Umm Al-Qura University

Umm Al-Qura University

FAQ about the Documents Evaluation


  • How are documents evaluated?
    1- Forming committees in all governmental bodies. 2- These committees work under the supervision of the permanent committee. 3- Each committee defines the names of the types of documents it will evaluate, establishing the age of the document, and the period in which the document is regarded as active or inactive. 4- These names are placed in lists that are composed of different fields (number of documents, their names, description, shape of documents, preservation category, place of preservation, starting date of preservation, period of preservation. 5- Each committee performs the required evaluation. 6- Evaluation data are approved by the permanent committee of documents at the governmental body, represented by its deputy, after preparing a minute that includes its approval. 7- Data and minutes are sent to the National Center for Archives and Records. 8- The National Center for Archives and Records forms specialized committees to study these data according to the regulations and procedures of archives and records, and prepares lists of preservation period, place, and start of the preservation. 9- After consultation with concerned bodies, the Authority of the National Center for Archives and Records issues qualitative lists that include periods, place, and start of preservation. 10- The National Center for Archives and Records is addressed with regard to documents that are not mentioned in the preservation lists, in order to take the necessary action concerning adding them to these lists. 11- Document ages are counted by years, starting from the beginning of the year following the one in which the age of the document is defined. 12- The age of the document is counted using the lunar calendar (Hijri Calendar), which begins with the month of Muharram and ends with the end of the month of Dhul-Hijjah. 13- Documents that are no longer in use and have been deleted from the folder due their preservation period ending should be deleted from new publications of the lists of preservation periods. 14- The governmental body is responsible for defining the scientific value of the document, and can then prolong or shorten the period they are kept. The body has to inform those who may be affected by this. 15- National Center for Archives and Records is responsible for estimating the historical value of the document, and they should seek specialists' support in this regard.
  • What is meant by the document evaluation committee?
    It is linked to the Documents Standing Committee. It aims to supervise the documents that fall within its scope of work, according to the Archiving, Regulations, Instructions, and Contracts Bylaw, which determines the financial, regulatory and administrative obligations.
Loading