General Documentation Unit Outgoing

Tasks and Responsibilities

• All internal and external document registration and dispatch procedures are carried out through the EBYS system.
• Documents received via PTT, cargo, APS, hand-delivered, etc., are inspected and received. Documents that do not concern our university are returned if received incorrectly, and documents that do not concern the central units of the Rectorate are directed to the relevant unit.
• Documents received from outside the institution are processed into the EBYS system, their relevant units are identified, and they are forwarded to the relevant unit.
• Documents dispatched to units via EBYS are physically delivered to the relevant unit.
• Records of confidential documents, YÖK documents, documents received by the Office are maintained, presented to the Office, sent to appropriate places as deemed fit by the Office via EBYS, and physically delivered to the relevant unit.
• Documents received via fax are entered into the EBYS system and delivered to the relevant unit.
• Documents received from units for dispatch outside the institution are inspected and received.
• Documents to be dispatched outside the institution are processed through the EBYS for postal procedures, and postal dispatch lists are prepared based on the type of postage (regular mail, registered mail, registered mail with acknowledgment of receipt, APS), packing, and mailing type.
• Documents to be sent by mail are priced using the postal rate machine based on the type, weight, and domestic or international destination.
• Procedures for documents to be sent by courier are carried out.
• In addition to correspondence documents, processes for magazines, invitations, etc., are carried out for postal procedures.
• Documents to be dispatched outside the institution are taken to the PTT branch.
• Closure procedures for documents submitted to PTT are carried out through EBYS.
• Recharging procedures for the postal pricing machine from PTT are carried out.
• Periodic maintenance of the postal pricing machine is ensured.
• Questions about documents, both internal and external to the institution, are answered, and information about whether the documents arrived via EBYS, and which unit they are in, is provided.