Profile of the Documentation Dept.

Guiding philosophy:

Being dedicated, service, innovation-oriented planning for efficient management.

Objectives:

 Set up sound documentation systems with auditing, file management, computerized retrieval operations  

 

Organization Lineups and Functions:

I.Department head: One,  Lin Mei-ling

(I)   Map out the documentation related regulations for the entire school

(II)Draw up document auditing, computerized file management;

(III)  Take charge of overall registration and document & mail dispatch

(IV) Check and verify the contents of documents, put them on file and settle the codes;

(V) Retrieve documents, including search and inquiry of document numbers concerned for all other departments;

(VI) Minute the administrative meetings which are held every other week;

(VII) Audit, verify, issue the ISO enforcement and map out for issuance through cyber-search;

(VIII) Take charge of other documentation affairs assigned.

 

II. Clerk: Lee Yu-chih

(I)  Sort out, drop, register ordinary and registered mail for the entire school, cyber-bulletin notice and such business operation;

(II)  Take charge of handed mail and statistics of the mail postage;

(III)  Disseminate and file school documents, scan and file video files in whole package;

(IV) Reorganize audit bills;

(V) Assist the department head in taking charge of the assigned documentation affairs.

 

 

List of handling in sound responsibility through division into respective levels

Responsible unit

School affairs

Responsibility by respective levels

Level I

Level II

Level III

Level IV

Items

Contents of business operation

President

General Affairs Head

Dept. head

Handling clerks

Documentation Dept.

Documentation affairs

I.            Draw up guidelines for documentation;

II.         Handle document affairs, registration, audit, tracing and such affairs;

III.       Archive, scan, retrieve document files and destroy outdated files and take charge of such file management; 

IV.      Carry out e-file management;

V.         Minute the administrative meetings;

VI.      Sort out, disseminate letters, parcels, and mail, both ordinary and registered ones, and map out such management for the entire school;

VII.    Manage all mail and letters for the entire school;

VIII. Control, issue and take charge of files for ISO Procedures, standardized quality records and such documents;

IX.      Take charge of other assignments related to documentation.

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