Tasks of the Records and Data Unit

1. Managing Employee Files
Creating, organizing, and maintaining personal and employment records for all academic and administrative staff.
2. Updating Employment Data
Entering and regularly updating employee information in the Human Resources Information System (HRIS).
3. Documenting Administrative Decisions
Recording and filing appointment decisions, promotions, transfers, leave records, disciplinary actions, and retirement documents in the employee file.
4. Archiving Documents (Electronic and Physical)
Implementing an approved archiving system to ensure efficient retrieval and secure storage of records.
5. Ensuring Data Confidentiality
Protecting personal and employment information and preventing unauthorized access.
6. Providing Data to Authorized Departments
Supplying accurate data and reports to senior management or regulatory bodies in accordance with official procedures.
7. Issuing Official Letters and Certifications
Preparing employment verification letters, service statements, confirmation letters, and other official documents.
8. Monitoring File Completeness
Ensuring all required documents are included in each employee’s file and following up on missing records.
9. Preparing Statistical Reports
Generating periodic reports on staff numbers, academic specializations, job grades, and years of service.
10. Applying Records Retention Policies
Complying with legal retention periods and approved document disposal procedures.

Email:

hr.cci@uohamdaniya.edu.iq