Records
Department of Records

Vision:

The Department's vision is to bring into view the importance of the university's records and archives as they represent historical legacies, an essential part of the educational process and scientific research in the Sultan Qaboos University.

Mission:

The department aspires to adopt a system for managing the university's records that shall have a novel and modern concept concerned with records as of their initiation until they become cultural assets that embody the university’s history and achievement.

Objectives:

1. To support the educational and research processes at the university.

2. To develop and upgrade the administrative work.

3. To maintain and secure the records from loss or damage.

4. To organize the current records and maintain fast access.

5. To select systematically the records that are worthy of permanent storage.

6. To collect, arrange, and store the university’s records and archives for the purpose of protecting the national heritage.

7. To provide a memory for the Omani records and archives by using all modern methods.

8. To make good use of archives, encourage scientific research, and intellectual and artistic creativity.

Important dates in the history of the Department

  • On 12 December 2010, the SQU VC issued the decision no. (790 / 2010) on the establishment of the Department of Records and Archives.
  •  On 28 January 2017, the SQU VC issued the decision no. (51 / 2014) on forming the main committee for following-up the preparation of the privacy records management system at SQU.
  • On 17 April 2014, the SQU VC issued the decision no. (271 / 2014) on amending the name of the Department of Records and Archives to the Department of Records.
  • On 17 April 2014, the SQU VC issued the decision no. (272 / 2014) on forming an internal follow-up committee for the preparation of the privacy records at SQU.
  • On 29 June 2014, the SQU VC issued the decision no. (458 / 2014) on the implementation of the joint record management system at SQU.
  • On 20 August 2017, the SQU VC issued the decision no. (416 / 2017) on forming an internal follow-up committee for project management of documents and electronic records at SQU.
  •  On 18 December 2017, the SQU VC issued the decision no. (578 / 2017) on approving the organizational structure of the Department of Records.
Organizational Structure

Records department

Department Competences

Department Competences

  1. To develop a system for records classification, retention schedule, and the necessary procedural measures to manage them.
  2. To carry out postal work.
  3. To provide staff with technical support when implementing rules and regulations related to records management.
  4. To provide staff with technical assistance in the process of transferring current records to the place where the intermediate records are stored.
  5. To manage the intermediate records and make them available to the creating body upon request.
  6. To transfer records to the Authority.
  7. To destruct records upon the expiry of their statutory retention period as per the rules and regulations in force.
  8. To participate in activities organized by the relevant bodies and organizations in Oman and abroad.
Technical Terms

Current Records:  

The Records are used currently and consistently according to the business requirements.

Intermediate Records: 

The Records that are no longer considered as Current Records, and used occasionally.

Archives

The Intermediate Records are selected for permanent storage, as they are no longer needed by their creators or receivers who obtain them during conducting their tasks.

General Records:

The Records created by the bodies stipulated in Article (13) herein of the Records and Archives Law.

Private Records: 

The Records created by persons.

Fundamental Records:

The vital records that are strongly required by a body to carry out its tasks, and would be difficult to perform duties without them.

Shared Records:

The Records are the same or similar in their type and deliberated within the concerned bodies.

Original Record:

The first version of a record at the time of initiation which contains marks that give its original characters such as seal and signature. It would be possible to issue duplicate copies or originals.

The File:

A group of records created, normally, as a result of carrying out any specific topic or issue within competence.

Portfolio:

A physical or electronic container to store records and files, also it is called the case, in which current, intermediate, or archives are stored.

Archival asset:

The total number of records, regardless of their form, container, and date that is kept by the originator or the Authority.

Classification:

The organization of records and files into homogeneous parts and categories in according with methods, approaches, and procedural rules followed in this regard. It is necessary to keep them for a period not less than ten years, meanwhile, the secondary version that is in the possession of a beneficiary of purchase may be dispensed despite being original.

Sort:

The determination of the records should be stored permanently and records that should be destroyed instantly or at a later date.

Disposition: 

The final stage of records and files after they are no longer required either by permanent retention by the Authority or destruction.

Earliest and last date:

The date of the earliest and last records within a group of relevant records shall be mentioned (such as in a file).

Records Migration:

Transfer of archives from an originator to the Authority for permanent retention.

Migration Schedule:

The administrative form used transferring archives and files from a public facility to the NRAA for permanent retention.

Permanent Retention:

The total retention for each record and file in a way that it can be referred to at the most favorable conditions and shall be given a code in the retention schedule (PR).

Selection:

Permanent retention of part of the records after careful sorting followed by destructing the rest. This shall be given a code in the retention schedule (S).

Destruction:

Total destruction of the records without retaining any. This shall be given a code in the retention schedule (D).

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