Registry Branch Directorate

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Unit Introduction

In order to ensure that the correspondence carried out in the Rectorate and General Secretariat is managed centrally and to facilitate the transition to the EBYS system, our Correspondence Affairs Branch Directorate handles official correspondence procedures, DETSIS procedures, and Qualified Electronic Certificate procedures.

 

Our Mission

To ensure that the correspondence of our university is carried out in accordance with the legislation, in a clear and simple language, and is target and result-oriented, and to provide quality service by closely following administrative needs and legal regulations.

 

Our Vision

To be a unit that contributes to the development of the strong corporate identity and culture of Süleyman Demirel University; has an investigative, inquisitive, and analytical mindset; adopts a quality understanding and closely follows technological developments.

 

Our Duties

 

Electronic Document Management System (EBYS)

• To register all correspondence received from outside the institution through the Electronic Document Management System (EBYS).
• To fulfill the responsibility of unit document management for the Rectorate and General Secretariat accounts and to carry out the tasks and procedures related to internal correspondence falling under the Rectorate and General Secretariat accounts.
• To take necessary measures to prevent disruptions in document registration and dispatch procedures and to report any issues arising in EBYS to the Information Processing Department instantly.
• To ensure that invitations and similar content received directly in the name of individuals via fax, email, mail, KEP are delivered to the relevant persons without being registered.
• To promptly process petitions submitted to the Rectorate and General Secretariat and forward them to the relevant unit.
• To promptly conclude petitions that do not concern any unit or need to be answered directly on behalf of the Rectorate or General Secretariat within the scope of Law No. 3071 on the Use of the Right to Petition.
• To register confidential documents in accordance with the procedure and forward them directly to the relevant unit manager.
• To query and prepare statistical information and reports related to document movement through the system.

 

Correspondence and Archive Services

• To prepare, follow up, and control all internal and external correspondence of the Rector, Vice Rectors, and General Secretary in accordance with the rules specified in the "Regulation on Procedures and Principles to be Applied in Official Correspondence" published in the Official Gazette dated June 10, 2020, and numbered 31151, and to archive them according to the Standard File Plan.
• To ensure the preparation of information, documents, opinions, etc., request letters received from ministries, the Council of Higher Education, General Directorates, Governorships, etc.
• To submit external correspondence requests from academic and administrative units to the approval of the Senior Management and to establish the necessary procedures.
• To plan, develop, and protect institutional memory for Rectorate correspondence in accordance with the standard file plan; to keep electronic and physical environment archives organized.

 

Central Registration System of State Organization (DETSIS)

DETSIS is the system where institutions and organizations within the Turkish Republic state organization and their units at all levels in the central, provincial, and overseas organizations are registered in accordance with the hierarchical structure and identified with the State Organization Number to be used as the basis for e-Government activities.

To obtain an administrative unit code, an application must be made to the General Secretariat Correspondence Affairs Branch Directorate with a cover letter through the Dean's Office/Directorate/Department Head, and the relevant letter from the Council of Higher Education for academic units or the decision of the Administrative Board or approval for administrative units must be attached to the letter.

The procedures of administrative and academic units to be registered in the Central Registration System of State Organization are carried out by the General Secretariat Correspondence Affairs Branch Directorate on behalf of the Rectorate of Süleyman Demirel University, and the tasks of new registration, adding-removing units, and deleting records are within the duties, authorities, and responsibilities of the Correspondence Affairs Branch Directorate.

 

EBYS

As of 01.01.2017, the Electronic Document Management System implemented by our University's Information Processing Department has been put into use.

Within the scope of e-Government and the University, the EBYS software system was established to prevent the loss and falsification of documents, ensure their security, monitor them, track their stages electronically, query and share them within the authority, reduce search and processing times, and increase efficiency, while ensuring easy and uninterrupted document flow between the central and surrounding units and other institutions using the electronic document system, thus saving on document creation and transmission costs.

Additionally, the main goals are to carry out necessary work and process optimizations based on analyses of business processes and to store institutional documents in a healthy and secure environment with a correct backup policy.

Responsible Personnel