General Documentation Unit Incoming

Tasks and Responsibilities

• All internal and external document registration and dispatch processes are carried out through the EBYS system.
• Documents received via PTT, courier, APS, hand delivery, etc., are inspected and received. Documents not relevant to our university or incorrectly addressed are returned, and those not relevant to the central units of the Rectorate are directed to the relevant department.
• Documents received from external sources are logged into EBYS, their relevant departments are identified, and they are forwarded to the appropriate unit.
• Documents forwarded to departments via EBYS are physically delivered to the relevant unit.
• Confidential documents, YÖK documents, and documents addressed to the Rector's office are recorded, presented to the office, and, if deemed appropriate, forwarded to relevant destinations via EBYS and physically delivered to the respective unit.
• Documents received via fax are logged into EBYS and delivered to the relevant department.
• Documents received from departments for external dispatch are inspected and received.
• Documents to be dispatched externally are processed through EBYS for postal procedures, including enveloping, packaging, and preparation of postal dispatch lists according to the type of dispatch (regular mail, registered mail, registered mail with return receipt, APS).
• Documents to be sent by mail are priced using the postal rate machine based on the type of mail, weight, and destination (domestic or international).
• Processing of documents to be sent via courier is carried out.
• In addition to correspondence documents, postage procedures for items such as magazines, invitations, etc., are performed.
• Documents to be sent externally are taken to the PTT branch.
• Closure procedures for documents handed over to PTT are conducted via EBYS.
• Recharging of postal charges to the postal rate machine from PTT is carried out.
• Questions regarding documents, whether they have arrived via EBYS, and their whereabouts are answered, providing information on which department they are in.