Records Unit
The Records Unit is responsible for organizing, managing, and maintaining the records of University employees through procedures that ensure data accuracy, information confidentiality, and appropriate access by authorized entities.
Its responsibilities include managing physical and electronic records, preserving official documents and transactions, following up on the records of transferred employees and employees whose service has ended, and completing related clearance procedures.
The Unit also supports digital transformation through electronic archiving and the updating of data and records, thereby enhancing operational efficiency and the sustainability of information.
Responsibilities
Electronically archive employee records in coordination with the relevant units.
Fulfill requests for files and documents submitted by authorized entities.
Sort incoming transactions and save them in employees’ electronic records.
Create new employment files based on approved appointment or contracting decisions.
Follow up on the files of employees transferred to or from the University and coordinate with relevant entities regarding their receipt and delivery.
Manage and archive the records of employees whose employment relationship with the University has ended, in accordance with approved classifications and procedures.
Prepare letters, presentations, and lists related to the Unit’s work.
Receive beneficiary inquiries and requests within the Unit’s scope of responsibility.
Monitor the Unit’s email, receive requests, and respond to them.
Frequently Asked Questions
The file is requested through the Raseen Tracker System or by formally contacting the Records Unit, depending on the requesting entity. The employee’s information and purpose of the request must be specified.
The file is provided after the validity and authorization of the request have been verified in accordance with approved procedures.
The file is sent after official transfer procedures have been completed and the required documentation has been received from the receiving entity.
Processing time varies depending on the completion of requirements and coordination between the relevant entities.
A formal request should be submitted to the Records Unit specifying the required document. The document is provided in accordance with approved permissions and regulations.
Access to employment files is subject to approved permissions and policies. Required documents may be requested through the official channels.
Receipt and delivery records are reviewed and a search is conducted for the missing document. If it cannot be located, the necessary regulatory procedures are taken and the relevant personnel are notified.
Yes, in accordance with approved forms and procedures and after verifying that the required information and attachments are complete.
Visitors are received during the University’s approved official working hours.
The required documents should be provided to the Records Unit through the relevant entity so that the file can be completed.
The Unit maintains electronic archives of files in accordance with the University’s approved systems and procedures.
The request can be tracked through the Raseen Tracker System or by contacting the Records Unit.
