Physical file archiving

ENTERPRISE – PHYSICAL FILE ARCHIVING – ENT-PRO-007-A

Version: 1.0 | Last update: 06/11/2025 | Department: Enterprise & Administration

🎯 Objective

Define the standardized method for organizing, labeling, and archiving physical folders and documents
of the Enterprise Department of the Dubai Precious Metals University.
This ensures traceability, rapid access to records, and compliance with administrative storage requirements.

👤 Who

  • Administrative Assistant (Enterprise)
  • Enterprise Relations Officer
  • Pedagogical Assistant (for reference cross-checks)

🧩 Inputs / Outputs

Inputs:

  • Signed apprenticeship and professionalization contracts
  • Company correspondence (emails, certificates, OPCO exchanges)
  • Student follow-up and evaluation reports

Outputs:

  • Archived physical binders organized by category and year
  • Reference table for document retrieval

⚙️ Process Steps

  1. 1. Preparation of Documents
    All printed documents related to companies, contracts, or apprentices are collected weekly and sorted by category:

    • Contracts (apprenticeship / professionalization)
    • Company correspondence
    • Student follow-up documents
    • Certificates and attendance records

    Only validated, signed, and final versions are archived.

  2. 2. Classification by Year and Category
    The Administrative Assistant creates one binder per academic year and category, for example:

    • Classeur 1 : Apprenticeship Contracts – 2025
    • Classeur 2 : Professionalization Contracts – 2025
    • Classeur 3 : Certificates & Attendance – 2025
    • Classeur 4 : Company Correspondence – 2025

    Each binder is labeled clearly with:

    • Department (Enterprise)
    • Category
    • Academic year
  3. 3. Document Organization
    Inside each binder, documents are ordered alphabetically by student last name or company name (depending on the category).
    A summary sheet (ENT-FOR-007) listing all files contained in the binder is inserted at the beginning.
  4. 4. Cross-Referencing with Digital Archives
    Each physical folder corresponds to a digital record stored in WorkDrive › Enterprise › [Category] › [Year].
    The file name and binder reference (ex: Binder A2) are entered in the CRM for quick lookup.
  5. 5. Storage
    Binders are stored in the dedicated physical archive room (Enterprise section).
    Placement follows the order: Year → Category → Alphabetical order.
    Example:
    Top shelf = 2025 / Apprenticeship contracts
    Middle shelf = 2025 / Certificates
  6. 6. Consultation Procedure
    Any employee wishing to consult a document must:

    • Fill in the retrieval log (ENT-LOG-007) with date, name, and purpose
    • Return the document the same day or notify of prolonged use

    No original may be taken outside the premises without written authorization from the Pedagogical Director.

  7. 7. Annual Audit and Disposal
    Once per year, an audit of the archives is carried out to:

    • Verify the presence and order of all binders
    • Identify documents exceeding the legal retention period (≥5 years)

    Obsolete documents are destroyed under supervision, and a destruction record is issued (ENT-FOR-007-B).

✅ Controls

  • All binders properly labeled and referenced
  • Digital/physical correspondence ensured
  • Destruction log completed for discarded files

📁 Records

  • Binder summary sheet (ENT-FOR-007)
  • Consultation log (ENT-LOG-007)
  • Destruction record (ENT-FOR-007-B)
  • Stored physically in the Enterprise archive room and digitally in WorkDrive › Enterprise › Archives › [Year]
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