Organizational Link:

The Active Documents Unit operates under the supervision of the Center Director.

General Objective:

 The primary goal of the Active Documents Unit is to oversee document management across various organizational units within the university. This includes ensuring the safe handling of documents in accordance with the executive regulations, classification plan, rules, procedures, and approved subject heading lists of the Documents and Archives System before they are transferred to the Documents and Archives Center.

Tasks:
1. Supervise the departments affiliated with the Active Documents Unit to ensure adherence to planned workflows.
2. Manage the development of regulations, rules, and procedures governing departmental operations.
3. Coordinate the development of a classification and coding plan for the unit, ensuring alignment with the executive regulations of the Documents and Archives System.
4. Organize documents according to the classification plan while complying with approved rules, procedures, and subject heading lists.
5. Develop and update rules and procedures for organizing documents, as well as the approved subject heading lists.
6. Oversee the determination of document retention periods in collaboration with the Permanent Documents Committee, and monitor compliance.
7. Supervise the preparation and updating of the internal coding guide for the government agency and its branches, in coordination with the Administrative Development Department and the National Center.
8. Ensure the implementation of the classification and coding plan across various organizational units.
9. Identify the department's needs for manpower, equipment, and materials.
10. Submit periodic reports on the department's achievements and provide appropriate suggestions for its development.
11. Perform any other tasks assigned within its field of specialization.
 

Organizational Link:

The Permanent Documents Unit operates under the supervision of the Center Director.

General Objective:

 The Permanent Documents Unit manages documents that have reached their final stage of life (permanent) in accordance with the Documents and Archives System, including its executive regulations, classification plan, rules, procedures, and approved subject heading lists.

Tasks:

1. Supervise affiliated departments to ensure compliance with guidelines for receiving and managing documents from various Authority departments and branches.
2. Manage the setup of permanent storage areas, including installing necessary shelves, cabinets, and safety features.
3. Coordinate the preparation and transfer of permanently preserved documents to the National Center for Documents and Archives upon completion of their preservation period at the center, following approved protocols.
4. Supervise the disposal of documents designated for temporary preservation once their designated preservation period concludes, managing destruction or transfer as needed.
5. Monitor technical coordination efforts for the Permanent Documents Committee, as well as the Evaluation, Destruction, and Transfer Committees.
6. Oversee the distribution of copies of historical documents to relevant departments, sections, and units of the Authority according to approved guidelines.
7. Ensure the prompt return of borrowed documents to their designated storage areas in compliance with established protocols.
8. Facilitate access to and dissemination of documents for external stakeholders following approved procedures.
9. Supervise the transfer of permanently preserved records to the National Center for Documents and Archives.
10. Verify the accuracy, completeness, and validity of data submitted to the National Center for Documents and Archives regarding the Authority's records.
11. Assess the organization's requirements for employees, equipment, and materials.
12. Provide regular reports on the organization's achievements and offer recommendations for improvement.
13. Perform any other assigned tasks within the field of expertise.

Organizational Link:
The Medium Activity Documents Unit reports directly to the Center Director.

General Objective:
The Medium Activity Documents Department is responsible for managing documents during their second stage (medium activity), which occurs when these documents are transferred from their originating organizational units to the Documents and Archives Center within the Authority.

Tasks:
1. Supervise the associated departments to ensure they receive and process documents from the Authority's departments and branches according to the established organizing instructions.
2. Oversee the selection of subject headings for the disclosed documents in accordance with the subject headings list approved by the Center.
3. Supervise the preparation of documents for electronic scanning and coordinate their transfer to the Electronic Scanning Unit.
4. Ensure the organization and preservation of work papers and records.
5. Provide the Documents Organization Department with suggestions and ideas related to evaluation processes, classification, and coding guides, based on practical application.
6. Supervise the preparation, electronic scanning, and transfer of documents to the preservation unit.
7. Participate in committees responsible for document destruction and transfer.
8. Monitor and review the indexing, scanning, and classification processes applied to documents.
9. Verify the accuracy of data and documents, ensuring they conform to classification, coding guides, and indexing rules.
10. Address deficiencies and implement feedback in coordination with relevant departments, sections, and units.
11. Determine the department's needs for employees, equipment, and materials
12. Submit periodic reports detailing the department's achievements and provide suitable suggestions for development.
13. Perform any other tasks assigned within its area of expertise.

Organizational Link:
The Confidential Documents Unit is directly linked to the Director of the Center.

General Objective:
The Confidential Documents Unit manages the university's confidential documents through the Documents and Archives System, including its executive regulations, classification plan, rules and procedures, and approved subject heading lists.

Tasks:
1. Receiving, auditing, and processing confidential documents.  
2. Scanning, indexing, classifying, and archiving confidential documents.  
3. Entering relevant information about confidential documents into the automated documentation program.  
4. Reviewing and auditing the technical work related to confidential documents.  
5. Storing confidential documents in their designated locations.  
6. Transferring confidential documents following the established regulations.  
7. Destroying confidential documents according to the prescribed procedures.  
8. Providing requested confidential documents by the relevant instructions.  
9. Assessing the administration's employees, equipment, and materials needs.  
10. Submitting periodic reports on the administration's achievements and offering appropriate suggestions for improvement.  
11. Performing any other tasks assigned within its area of expertise.