ELECTRONIC DOCUMENT MANAGEMENT SYSTEM

• Register all external correspondence through the Electronic Document Management System (EDMS).
• Manage the document responsibilities for the Rectorate and the General Secretariat accounts, including processing internal correspondence for these accounts.
• Take necessary precautions to prevent disruptions in document registration and forwarding processes, and immediately report any issues with the EDMS to the IT Department.
• Ensure that invitations and similar communications received directly via fax, email, postal service, or KEP (Registered Electronic Mail) are delivered to the relevant individuals without being registered.
• Promptly process petitions submitted to the Rectorate and the General Secretariat and forward them to the relevant department.
• Expedite the resolution of petitions not related to other departments or requiring responses directly from the Rectorate or General Secretariat under Law No. 3071 on the Right to Petition.
• Properly record confidential documents and forward them directly to the relevant department managers.
• Query and prepare statistical information and reports regarding document movement through the system.

CORRESPONDENCE AND ARCHIVE SERVICES

• Prepare, follow up, and control all internal and external correspondence for the Rector, Vice Rectors, and General Secretary according to the rules specified in the "Regulation on Procedures and Principles for Official Correspondence" published in the Official Gazette No. 31151 dated June 10, 2020, and archive according to the Standard File Plan.
• After the Court of Accounts Audit Report is entered into the institution's records, deliver the report to the relevant units and compile responses from these units regarding findings to submit to the University Senior Management for approval.
• Present the reports and minutes prepared by the Protection and Security Unit to the General Secretary, and establish necessary procedures based on the General Secretary's review and assessment.
• Prepare information, documents, opinions, and requests from ministries, the Council of Higher Education, general directorates, governorships, etc. Ensure that external correspondence requests from academic and administrative units are submitted to the Senior Management for approval and take necessary actions.
• Plan, develop, and protect the institutional memory for Rectorate correspondence according to the standard file plan; maintain electronic and physical archives in an organized manner.

KEP SERVICES

• As the KEP (Registered Electronic Mail) responsible person for the university, ensure the seamless sending and receiving of communications via KEP.
• Verify the date, number, signatory, etc., of documents received through the university’s KEP address (kayseriuni@hs01.kep.tr), and perform registration and forwarding processes.

E-NOTIFICATION SERVICES

• As the E-Notification responsible person for the university, ensure the seamless sending and receiving of communications via E-Notification.

• Perform necessary updates on the State Organization Central Registry System (DETSIS) within the Electronic Public Information Management System (KAYSIS) based on changes in the university’s organizational structure, and obtain administrative identification codes for newly established units.
• Update and notify the “University Organizational Chart” based on the establishment or closure of units.

POSTAL SERVICES

• Receive documents and mail from the Rectorate units at the Postal Operations Office after performing checks on address, packaging/enveloping, etc., and deliver them with a receipt.
• Record sending information for outgoing documents and/or mail (number and registration numbers, date, sender name and/or unit code, recipient name/address, postage).
• Calculate postage costs according to the type of shipment (registered, express, regular mail, cargo, etc.) for documents ready for dispatch and deliver them to the PTT branch.

MEETINGS

• Organize meetings where the Branch Manager acts as the “Reporter,” prepare meeting minutes, draft committee reports, and classify and file them for ready access by Senior Management.