Our Archive

CORPORATE ARCHIVE

The corporate archive is a central archive of organizations and institutions in which archive materials and archival materials are archived for a longer span of time (for 10-15 years or indefinitely) compared to departmental archives.

UNIVERSITY ARCHIVE

The university archive is where the documents created by university units are organized, filed, stored, brought into use, and where necessary, discarded. All processes here are based on certain standards.

Our university archive has two components; our administrative and scientific archives.

1. Administrative: Internal and external correspondences, documents necessary for the institution (about the administration of university, duties and authorities of departments and staff), financial, legal, historical and research documents.

2. Scientific: Unpublished scientific research and reports, course contents and tools and materials, theses, patient files, backgrounds of university staff, remarks and documents related to projects; in other words, documents with regard to academic staff of university.

Circulation of Documents

Documents go through several phases such as production, circulation in and out of institution, withholding due to their currency, elimination (removing the documents which do not have a sustained value), disposal of the documents which do not have archival value, storing (archiving) documents and putting them into use.

Document Management at Universities

Document management is an integrated program applied on current and semi-current documents making it possible to produce documents; inspect production; distribute, utilize, file the documents; execute documentation processes; provide access to documents; archive and maintain documents; eliminate the documents of no administrative, legal, research value and irrelevant to public interest; discard unnecessary documents; transfer documents to the corporate archive and from the corporate archive to the historic archive.

Document Management Processes

Atılım Üniversitesinde  Arşiv ve Belge Yönetimi ile Amaçlananlar ;

The Purposes of Archive and Document Management at Atılım University

 1. To ensure that document production processes of all academic and administrative departments are undertaken in accordance with the provisions of current legislations.

 2. To provide access to information and documents in line with requests.

 3. To facilitate access to documents by classifying them effectively.

 4. To reduce the number of documents kept in departments.

 5. To ensure that only necessary documents are kept.

 6. To save on labor force by utilizing technology. (Digital Archive)

 7. To protect corporate documents from destruction or damage, and to ensure their safety.

 8. To archive non-current documents.

 9. To eliminate the documents which are not necessary to be kept.

10. To protect the historical records of the university.

11. To assure institutionalization of processes by reducing the dependence on individuals and enhancing reliability, quality and sustainability.

12. To ensure that corporate archive works as an information center by utilizing technology effectively.

Our archive was founded on a 72-square meter area excluding the office rooms at the ground floor of the School of Arts and Sciences with our modern compact archive cabinet. The university has provided an additional area for storage to the directorate on the basis of the amount of information and documents produced in line with the development of our university.

Files kept in our archive:

• Files of the Office of Executive Secretary
• Resolution Files of University Senate and Executive Committee
• Files of Schools and Graduate Schools
• Files of the Office of General Secretary
• Files of Academic and Administrative Staff
• Activity Reports
• Student Affairs files
• Student Files, Files of Undergraduate and Graduate Degree Programs
  • Diplomas
  • Student Receipts
  • Student Letters

• Files of YÖK (Council of Higher Education) Audit Reports
• Educational Files
• Files of Financial Accounts
• Shuttle Routes
• Announcements
• Files of the Directorate of Culture and Social Affairs
• Files of Public Relations
• Files of the Directorate of Security
• Files of the Directorate of Library and Documentation
• Exam Files
• All Official Letters sent to our University