Archives and Documents Center

The Archives and Documents Center at the University of Hafr Al-Batin was established on 27/02/1442 AH under No. 4356/057/42, in implementation of Council of Ministers Resolution No. (9), dated 02/01/1438 AH, which stipulates the establishment of a documents and archives center in every government entity. This contributes to establishing an integrated regulatory environment capable of accommodating the rapid expansion in the volume and diversity of documents, and addressing the challenges associated with managing them efficiently and reliably. The center serves as a guardian of institutional memory, a supporter of regulatory compliance, and an active partner in achieving institutional excellence, in alignment with the objectives of Saudi Vision 2030, which emphasizes the importance of building an effective government system based on transparency, digital integration, and knowledge management as one of the enablers of sustainable development.

Transitioning toward a digital society through the efficient and organized management of documents and archives, ensuring their preservation, availability in all forms, ease of access, and support for the university’s administrative and academic operations.

Managing documents and archives effectively and systematically, ensuring their preservation and ease of access through multiple electronic channels in accordance with the regulations issued by the National Center for Documents and Archives.

  • Working to implement the Documents and Archives Law and its executive regulations in accordance with document-related plans, by following up on the application of newly issued systems and regulations established through royal decisions and orders.
  • Strengthening the digital role of the University of Hafr Al-Batin and supporting the continued implementation of its electronic initiatives, “Paperless University,” by working to reduce the production of unnecessary documents in order to save time, effort, and money.
  • Collecting, organizing, and preserving the documents of the University of Hafr Al-Batin electronically from the date of our assignment, and destroying documents whose retention period has expired in accordance with the official document destruction regulation and the mandatory procedural controls for destruction in government entities, according to the latest amendments under the “Secure for Government Documents” initiative.
  • Following a clear and unified classification mechanism for documents to facilitate work on them and enhance their administrative performance efficiency, in cooperation with the relevant entities, while seeking to reduce document production according to their importance and exclude duplicate and similar documents, thereby contributing to rationalizing material and human costs and improving spending efficiency.
  • Raising document awareness within the university and enhancing the awareness of its personnel regarding the importance of documents and their role in supporting institutional work, while supporting the implementation of the Documents and Archives Law and its regulations in coordination with the relevant entities, thereby contributing to improving performance efficiency and the quality of administrative practices.

In light of His Excellency the President of the University of Hafr Al-Batin’s commitment to developing institutional performance and enhancing its efficiency in accordance with the highest standards of quality and excellence, and based on the Documents and Archives Law issued by Royal Decree No. (M/54), dated 23/10/1409 AH, and its unified regulation, the Documents and Archives Center was established at the University of Hafr Al-Batin.

Center Tasks:

Proper implementation of the systems and regulations related to document preservation in accordance with the standards of the National Center for Documents and Archives, in order to achieve quality standards in preserving documents and archives in line with the vision and mission of the University of Hafr Al-Batin.

Working to provide specialized personnel in the fields of preserving and organizing documents and archives, facilitating access to documents when needed, and ensuring that information is provided efficiently and promptly.

Coordinating and integrating with the National Center for Documents and Archives in a manner that supports document services and preservation, in support of the work of the Permanent Documents Committee, destruction committees, and transfer committees.

Enhancing the role of the Documents and Archives Center by raising awareness of the importance of its work through meetings, workshops, and periodic awareness messages, while emphasizing the importance of integrating efforts among the various vice presidencies and departments within the university. This contributes to improving the efficiency of the documents and archives system and enhancing its outputs in an organized and effective manner, so that it becomes a model to be emulated in documents and archives management at both institutional and digital levels, and a leading entity in its field that keeps pace with advanced universities.

Preparing document storage facilities and providing appropriate means for preserving and protecting documents in accordance with the plans and aspirations of the university leadership.

Ms. Hanan bint Abdullah Al-Mutairi

Archives and Documents Center Manager

As part of the University of Hafr Al-Batin’s efforts to promote institutional excellence and enhance the efficiency of knowledge management, the Documents and Archives Center plays a pivotal role in organizing and governing documents in a manner that ensures information sustainability and supports decision-making.

This work comes as an extension of the continuous support of His Excellency the University President and His Excellency the University Vice President to enable the center to perform its duties efficiently and to develop the documents system in a way that keeps pace with digital transformation and the implementation of cybersecurity controls issued by the National Cybersecurity Authority, based on the approval issued by the Council of Ministers under Royal Order No. (13965) from the Royal Court. This contributes to ensuring business continuity and preserving documents electronically according to the highest standards of governance and quality, in alignment with the objectives of Saudi Vision 2030.

The center represents a fundamental pillar in preserving the university’s digital institutional memory and supports the path of excellence and sustainability within its academic and administrative environment.

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