The Institutional Archive of Maltepe University was established within the Directorate of Library and Documentation in accordance with Decision No. 11 adopted at the Senate Meeting dated 14.10.2020 and numbered 23. Within the Institutional Archive Unit, one staff member holding a Bachelor's degree in Archiving, one staff member holding a Bachelor's degree in Information and Records Management, and one staff member holding a Bachelor's degree have been assigned.
In order to carry out the operations and procedures of the Institutional Archive, the Archive Management System (AMS) software was purchased.
The Unit is equipped with one high-speed document scanner, one desktop camera, and three desktop scanners.
The operations and procedures of the Institutional Archive are conducted under four separate categories:
1) Institutional Memory:
All significant documents, photographs, audio recordings, video recordings, etc., that should be included in the institutional memory of the University from its establishment onward will be incorporated into the system.
2) Institutional Archive:
The University Archive includes all printed materials, etc., produced by the Rectorate and its affiliated units prior to the Electronic Document Management System (EDMS), which have been subject to appraisal and disposal procedures and deemed necessary for retention; these materials are digitized and recorded in the system. After the implementation of the EDMS, documents (incoming – outgoing) produced within the EDMS will, following the integration of the EDMS and AMS, be automatically processed by the AMS for filing, appraisal, and disposal procedures.
3) Examination Envelopes:
Examination envelopes from all academic units of the University are delivered to the Institutional Archive Unit and subsequently registered in the system. Retention, disposal, and appraisal procedures are carried out within the Institutional Archive. Thus, the archival workload of academic units has been significantly reduced.
4) Special Archives:
Special archives within the Directorate of Library and Documentation are included in the Special Archives collection of the system following the completion of the necessary procedures.
As the Institutional Archive Unit, with a staff infrastructure trained in the field of archiving and guided by the principle that “An archive is the memory of a nation,” all archival documents that must be preserved and transferred to the future from the establishment of the University onward will be incorporated into the system. In this way, both historical information and documents will be preserved, and a “Living Archive” will be established.