1.      Permanent Committee for Documents

 

This Committee lies under the umbrella of the Vice Rector for Studies, Development and Follow up and is chaired by him, so as to surprise the application of the system for documents and archives within the University and endorse the plan, policies and executeional procedures related to it.

 Tasks:

 

1.      Follow up of the best application for the documents and achieves, system, regulation, policies, plan, progress and procedures.

2.      Appropriate direction for preparation of systematic and organizational procedures to simplify execution of tasks and minimize steps, patter Mize similar tasks as well as suggesting formal and subjective metrics for documents production.

3.      Study Regulations and plan proposals having to do University documents submitted by Specialized Committees.

4.      Naming University Specialized Document Committee members as well as the team members for each Committee.

5.      Follow up of the coordination and integration of the Committee and team doing their job.

6.      Supervising and Directing Evaluation and Destination Committee Tasks and Approval of their product output.

7.      Supervise the correction, precise and completions of the data submitted to the National Documents and Archives Centre, regarding the University Documents.

 1.1 Documents Evaluation Committees:

 

This is directly linked with the Permanent Documents Committee of the University. It is aimed as supervising the documents evaluation process lying within its role as defined by the statute related to storage and system the financial obligation, systematic and administrative for government equipment.

 

Tasks:

 

1.      Defining the names of the types of documents the Committee is responsible for its evaluation.

2.      Defining the life time estimated by the Committee for each type.

3.      Defining the time span during which the documents are active or inactive.

4.      Defining practical value for the document and suggesting elongating or decreasing the period of keeping the document.

5.      Identifying documents up linked in the storage duration and suggesting Archie writing to the National documents and Centre about them to take appropriate active for including them in their lists.

6.      Evaluating the documents that in the scope of the Committee as part the storage statute issued by the National Document and Archives Centre and regulations, list mentions and contracts.

1.2 Documents Destruction Committee:

This is related to the permanent Documents Committee and is entrusted with destroying the documents that are no longer fit for storage as per the storage statute issued by the National Documents and Archives Centre.

 

Tasks:

 

1.      Examination of the data of the documents no longer fit for storage, prepared by the centre and ensuring the data is complete.

2.      Verifying the data for documents to be destroyed.

3.      Filling destruction form and forward them to the Permanent Committee for Documents.

4.      Storing the data and Destruction form permanently and making copies of them according the recent technologies.

5.      Supervising the destruction of such documents, taking into accounts destruction statute issued by the National Documents and Archives Centre or any other Statute issued in this respect.

 

 2. Administration

 

The director of the centre reports to the Vice Rector for Studies, Development and Follow up, with the aim of achieving the centre, objectives, through acquiring documents from all University Units, administrative, academic and research centers, organizing and storing them facilitating their use as required, without violating the rules and regulations giving them.

 Tasks:

 

1. Prepare 5-year plan for the Centre in time with the general objectives and policies of the University and following up their execution on approval.
2. Preparing the Annual Budget Project for the Centre and forward it to the Permanent Documents Committee for approval.
3. Suggesting Statute, policies, rules and regulations governing and organizing work in the various sub departments of the centre and following up their execution in approval.
4. Administrative and technical supervision of the administrative and technical sections related to it.
5. Coordination among the centre units and following up of each unit.
6. Setting rules formal and subjective standards for University printed matter and checking in their issue according to approval rules and regulation.
7. Unifying Pattern for Similar Jobs across the University Units.
8. Setting rules, formal and subjective for each type of official correspondence according to approval statutes.
9. Defining data items necessary to be included in official correspondence between University units.
10. Unifying type and site of paper used within each kind of official correspondence between University Units.
11. Liasm with administrative communication centers within the University Units to units forms and procedures.
12. Prepare monthly statistical tables for the destroyed paper across the University.
13. Provide the National Documents and Archives Centre with Registration and Delivery Data for Envelopes of the Destroyed documents within the University Units.
14. Transfer of the permanently kept documents to the National Documents and Archives Centre on expiry of its Resent ion Period in the University.
15. Cooperation and coordination with the National Documents and Archives Centre and Exchange of Data and Expertise with similar Arts and International Documents Centre.
16. Participation in Specialized and corporation at the Regional and International Levels.
17. Representation of the Centre in Communication with other in its specialty.
18. Identifying the Centers needs as far as manpower, equipments and resources and availing it.
19. Submit periodical reports showing the Centers achievements and suitable suggestion for improvement.
20. Any other responsibility delegated with the specialization.

 3. Documents Acquisition Department:

 

this is linked with the Director of the Centre and it aim at acquiring documents from University Units- administrative and academic as well as from research centre and University impearls.

 

Tasks:

 

1. Suggesting 5-year plan for the department and following up their execution on their approval.
2. Preparing rules and regulation governing executional procedures of ware within the department.
3. Collecting documents and government system related to the University and follow up dates.
4. Collecting documents from academic and administrative Units of the University as well as research centre and University impearls and follow up dates.
5. Receiving incoming documents from University Units.
6. Prepare documents needing maintenance or sterilization after pre registering them on the Centers registry.
7. Prepare documents and referring them to the documents organization department.
8. Identifying missing documents and work towards their acquisition.
9. Request of late documents from the University Units.
10. Request of government system documents related to the University from their respective sources.
11. Evaluation of document acquisition process and working for their improvement and development.
12. Organization and safe keeping of papers and registry documents of the Work.
13. Identifying the needs of the department as far as manpower, equipment and resources.
14. Submitting periodical reports in the achievements of the department and suggestion for improvements development.

4.  Documents Organization Department:

 

This is directly linked with the director of the Centre and it aims at organizing the documents as per technical standards mean to facilitate storage and retrieval of these documents.

 

Tasks:

 

1. Suggesting 5-year plans for the department and following up their execution on their approval.
2. Preparing rules and regulation for the department.
3. Document Organization according to rules and regulation governing the deliberation of work within the department and topics headings.
4. Develop and update rules and regulations having to do with Organization of documents and approval tests of topics headings.
5. Define expiry dates for documents.
6. Evaluation the Organization process for these documents and their update.
7. Define the Objectives and Specializations of data bass.
8. Define the department needs as far as manpower, equipment and resources.
9. Submit periodical reports as to the achievements of the department and suitable suggestion for improvement / development.

 

4.1. Cataloging and Indexing Unit:

 

Tasks:

 

1. Identifying documents to be indexed.
2. Specifying the concepts and topics addressed by the documents.
3. Choosing headings for the indexed documents according to an approved preset list of headings.
4. Entering documents data into the Centers data base.
5. Entering validity dates for storing these documents in the data base.
6. View fiction and Editing of the data of the documents entered in the data base.
7. Prepare the documents that are to be electronically scanned and transferring them to the electronic scanning Unit.
8. Organizing and safe keeping papers and files.

4.2. Optical Scanning Unit:

 

This relates to the department of Documents Organization and it aims at optically scanning documents and entering related data into the data base. 

Tasks:

 

1.      Prepare documents and electronically scan them.

2.      Transfer electronically scanned documents to the storage and Safe-Keeping Archive Units.

3.      Organizing and Archiving documents and work files.

 

5. Archives and User Sciences department:

 This is linked with the director of the Centre and it aims as achieving documents and serve users.

Tasks:

 

1. Suggesting 5year plans for the department and following their execution on their approval.
2. Preparing rules and regulations and procedural system necessary for the execution of the work.
3. Ensure the Safe Keeping of the documents of the Centre and its equipment by applying the best safety and see units resources.
4. Facilitate acquisition of University Units or researches to copies it needed documents according to the approved procedure.
5. Coordination with the National Documents and Archive Centre in respect of Transferring Permanently kept documents on the expiry of its period in the Centre according to approved rules and procedures.
6. Evaluating the Process of keeping the documents and services offered to the users and working towards its organization.
7. Defining the Units needs as of manpower, equipment and resources.
8. Submitting periodical reports as to the achievements of the department and suitable suggestion for improvement / development.

5.1 Documents Achieves Units:

It relates to the Achieved User Service Department and it aims at achieving documents as well as ensuring the safety of these documents.

Tasks:

 

1. Archieving permanently kept and temporarily kept documents following the best security means and safety measure.
2. Transferring permanently kept documents to the National Documents and Archieves Centre on expiry of the period at the Centre according to approved rules and procedures.
3. Keeping the relevant records and data for such transpiration.
4. Destroying documents that are no longer fit for storage according to accepted standards and procedures.
5. Keeping data and records of such documentation.
   

5.2 User Services Unit:

This is linked with the department of Archieves and User Services and it aims serving users.

Tasks:

 

1. Answering questions and general enquiries on the kept documents.
2. Providing University Units with copies of old documents as and when needs according to approved rules and procedures.
3. Lending copies of the originals or the originals themselves according to approved rules and procedures.
4. Follow up returning the kept documents to their original places.
5. Ensuring access of Users- researchers and others to the required documents as allowed by the rules.
6. Organizing and keeping papers and files having to all with the work.
7. Preparing statistical reports related to User Services on a daily and monthly manner.

 

6. Information Technology Liaison Officer:

 

He is linked with the director of the Centre and its responsible for administrating information system in coordination with the computer centre.

Tasks:

 

1. Suggesting annual plans for the Information system and following their execution in approval.
2. Suggest Rules, Regulation and Procedures for the I.S.
3. Coordinate with the University Computer Center in relation to developing and improving data bases and networks related to the deliberation of the work.
4. Making copies of original documents on non- destroyable media and keeping these together with copies these of in different safe enough and secure places.
5. Restoring unforeseen problems having to do the data base or the network of the Centre.
6. Organizing and Safe keeping of papers and files having to do with the work.
7. Defining the needed manpower, equipment and resources.
8. Submit periodical reports on achievements in relation to I.S and suggestions for improvement.