Documentation Department

Documentation Department is responsible for organizing and managing the university’s documents in accordance with national regulations, ensuring their efficient preservation and retrieval while enhancing the quality of services provided. Its key responsibilities include preparing the document classification system, retention schedules, and procedural tools in coordination with the National Records and Archives Authority. The department manages intermediate documents, ensuring their availability for review, transfer, or disposal in line with official procedures. It also oversees the registration, routing, and archiving of incoming and outgoing correspondence, while providing technical support to staff in applying document management systems. Additionally, the department participates in relevant national and international events.

The department fulfills its mandate through three specialized sections:

1. Mail Section: Responsible for registering and routing all incoming and outgoing mail, preserving copies as per the university's classification system, assisting departments in document access, and preparing periodic performance reports.
2. Documentation Management Section: Focuses on developing and updating procedural tools for document management—such as classification systems, retention schedules, and retrieval guides—in coordination with the National Records and Archives Authority. It also trains staff on their usage and documents the section's activities through regular reports.
3. Conservation Section: Handles the transfer of non-current documents from all departments to intermediate storage, organizes and provides access to them, and oversees their sorting for transfer to the National Records and Archives Authority or disposal. It also provides periodic reports on its activities.

Documentation Department ensures effective document governance across the university, contributing to institutional integrity and preserving the university’s national archival memory.