Our Duties
Our Duties in the Operation of the Electronic Document Management System
- The EDMS, used in all correspondence efforts of the university, is ensured to run smoothly for all users.
- All kinds of “User Transactions” related to “User Accounts” on the EDMS are executed by our directorate. New users are defined for the EDMS, the user definition and cancellation processes are executed in cases such as unit changes, people quitting their units, duties, or the institution.
- Support is provided by phone or one-on-one with users for problems encountered by EDMS users regarding transactions (document preparation, document dispatch, document search, changes related to the interface, etc.).
- Situations such as the establishment of a new unit, unit mergers, and unit closures take effect in the EDMS.
- Training requests from units regarding the EDMS and the electronic signature system are evaluated and necessary training is provided.
Our Duties Regarding Electronic Signature Allocation and Utilization
- Requests regarding electronic signatures are received, and upon approval from our senior management, the necessary procedures are executed, and the request is forwarded to the signature provider company.
- Users who are assigned an electronic signature are provided with telephone or one-on-one support on issues such as initial identification, installation, and password acquisition.
Our Duties Regarding Archive Management
- To ensure that archive policies are determined and implemented so that the documents produced by the units of our university are detected and collected as per the provisions of relevant legislations and contemporary developments; sorted out and maintained in line with archiving methods and techniques; and accessed in the easiest way;
- To ensure that all departments of our university prepare their documents in compliance with the provisions of relevant legislations and in the same standard;
- To monitor and control the transfer of documents from departmental archives to the corporate archive;
- To follow and implement relevant legislations and the technological and scientific changes and developments in archiving;
- To keep the documents transferred to the corporate archive, in accordance with the provisions of relevant legislations maintaining their original order in the sections allocated for each department;
- To ensure that departments access their documents in the corporate archive when they need;
- To eliminate and discard all kinds of materials that are not required to be used and kept;
- To establish the Elimination and Disposal Commission for these procedures;
- To deem the documents archival material to be transferred to General Directorate of State Archives, and transfer these documents with transfer-delivery inventory forms;
- To take necessary precautions to protect the archival materials in the Directorate of Archive and Document Management against humidity, heat, fire and pests within current storeroom conditions as imposed by relevant legislations;
- To ensure that the Standard File Plan with a Storage Period for Higher Education Supreme Bodies and Higher Education Institutions established in coordination with the General Directorate of State Archives is implemented in a way that it covers the whole organization of the University to determine a general method to file documents to be created digitally or in document form and provide an easy and quick access for these documents where needed;
- To prepare the annual Archive Services Activity Report of our University and send it to the General Directorate of State Archives pursuant to the principles of Regulations on State Archive Services;