Document Branch Directorate

 

Unit Introduction

            In the General Document Registration Service; document registration and distribution processes, postal services, and Registered Electronic Mail (KEP) services are carried out.

 

Registered Electronic Mail (KEP)

Registered Electronic Mail (KEP) is a transmission service that uses the technological infrastructure of email, but also allows for the creation and storage of legally valid evidence regarding the sending and receiving of emails. This service is provided by KEPHS authorized by BTK.

The control of the KEP account on behalf of the Rectorate of Süleyman Demirel University is the duty, authority, and responsibility of the General Secretariat Document Branch Directorate.

On 02/02/2015, the "Regulation on Procedures and Principles to be Applied in Official Correspondence" was published in the Official Gazette numbered 29255, and Article 28 of the said regulation allowed for the electronic transmission of official documents signed with a secure electronic signature within the scope of Electronic Document Management Systems (EBYS).

In this context, our university has started to use the registered electronic mail system to send and receive documents by obtaining the address sdu@hs01.kep.tr.

 

Our Duties

• As the Registered Electronic Mail (KEP) responsible of our university, to ensure that the sending and receiving of messages via KEP are carried out without interruption.
• To carry out the registration and dispatch procedures by checking the date, number, signer, etc., of the documents received via the address sdu@hs01.kep.tr belonging to our university.
• Official documents received via our university's KEP address are forwarded to the relevant unit through the Electronic Document Management System (EBYS) and are not sent additionally in physical form. The attachments of the said documents should be checked from the "Attachments" and "Related Document" sections on the system.

 

POSTAL SERVICES

• To receive the documents/mails sent to the Postal Operations Office from the Rectorate units after checking the address, packaging/enveloping, etc., and to deliver them against signature.
• To record the sending information of outgoing documents and/or mails (number and registration numbers, date, sender name and/or unit code, recipient name/address, sending fee).
• To calculate the fees of the documents ready for sending according to the type of sending (registered mail, APS, ordinary mail, cargo, etc.) and to deliver the documents/mails ready for sending to the PTT Bornova Branch.
• To receive all documents sent to our university at the PTT SDU Branch.

Responsible Personnel