Archival Services
- Document Creation and Filing: This is the starting point of the document. All personnel create and file documents, whether physically or electronically, in accordance with the Standard File Plan (SFP) published in the Official Gazette, using the correct file and folder labels within the scope of university activities. This stage forms the basis for the document accessibility in an order.
- Active Use in the Unit Archives: The created documents are stored in the Unit Archives for the period they are actively used in the relevant unit's daily workflow (generally 1 to 5 years). During this process, the document is easily accessible within the authority of the unit personnel.
- Compliance Check: At the end of the Retention Period of documents in the Unit Archives, they are checked in January by the Unit Document Manager designated by the units. This check verifies that the transfer lists and file/folder labels comply with the regulation.
- Transfer Request to the Institutional Archives: For documents whose active usage period has expired, a transfer request is sent by the University Archivist to the units via email in February. A transfer list for the Institutional Archive is prepared. This list constitutes a formal request for transfer to the Institutional Archive and includes the description and retention periods of the documents to be transferred.
- Transfer to the Institutional Archives: The prepared transfer lists and physical documents are delivered to the Institutional Archive by the Unit Document Manager during February-March. At this stage, the documents come under the supervision and responsibility of the Institutional Archives.
- Storage and Access in the Institutional Archives: Documents transferred to the Institutional Archives are stored long-term with physical protection. Requests for access to documents (Access/Use Request) are carried out through the Institutional Archives via authorized personnel and by filling out a Request Form.
- Sifting and Disposal: Documents whose retention period has expired are evaluated by the Sifting and Disposal Commission (SDC). The SDC examines the document's legal, financial, and historical value to decide whether it can be destroyed.
Final Outcomes
Approved Disposal: Documents that no longer have value are safely destroyed (generally by being recycled) with the decision of the SDC and the approval of the Presidency of State Archives.
Transfer to State Archives: Even if the University's retention period for the documents has expired, documents with historical and cultural value (second-degree archival material) are transferred by the University Archive Unit to the Presidency of State Archives (PSA) under a protocol at the end of the legal period.
Permanent Preservation: Documents that have legal, financial, historical, administrative, and research-based value, and have an unlimited retention period (archival material), are categorized for permanent preservation for the memory of the university and the country and are protected indefinitely under appropriate conditions in the University Archive Unit.