The objective of the Mail and Documentation Department is to document internal and external correspondence, to classify and organize files, portfolios and postal correspondence and to preserve them in accordance with the classification system of documents approved by the National Documentation and Archives Authority.
To achieve the Department objective, the following terms of reference must be done:
• Registration of the outgoing and received mail by the concerned entity according to the numerical and temporal sequence, considering the classification system of documents approved by the entity
• Delivering the originals of incoming mail to the relevant departments in the entity and keeping copies of them.
• Sending the outgoing mail to the relevant authorities, keeping copies and returning copies to the originator.
• Providing the technical support for the divisions of the concerned entity to convert its documents that are no longer in use to the place where intermediate documents are kept.
• Managing and preserving intermediate documents and organizing follow-up by the concerned entity.
• sorting intermediate documents that have completed their storage period and then transferring them to the Authority or destroying them in coordination with the Documents department at the University Presidency.
Ms. Zaina Said Sulaiman Al-Ghafri
Head of Mail and Documentation Department