Introduction

The Central Mail Division at the Presidency of the University of Mosul is one of the important administrative divisions, playing a key role in organizing the flow of official incoming and outgoing correspondence, both paper-based and electronic. It is responsible for following up on the registration, documentation, preservation, distribution, and dispatch of official correspondence to the relevant entities.

General Vision of the Central Mail Division

The Central Mail Division at the Presidency of the University of Mosul aims to enhance the efficiency of official correspondence, unify administrative procedures, and support the transition toward electronic mail. This contributes to improving the speed, efficiency, and clarity of administrative communication, strengthening documentation and archiving processes, supporting digital transformation, and enhancing the operational efficiency of official correspondence both within and outside the University. The Division also seeks to improve performance indicators, ensure the prompt processing of mail, and maintain compliance with administrative instructions and regulations in a manner that supports the administrative work of the University Presidency.

General Objectives of the Central Mail Division

1. Organize the flow of official incoming and outgoing correspondence, both paper-based and electronic, at the University Presidency.

2. Ensure the registration, documentation, and preservation of official correspondence through paper-based and electronic archiving.

3. Maintain the confidentiality of official correspondence and ensure its accurate circulation and prompt processing.

4. Ensure administrative discipline in tracking correspondence among the University’s various formations.

5. Support the administrative work of the University Presidency through the efficient organization and management of official mail.

Organizational Structure of the Central Mail Division

The Central Mail Division consists of the following units:

1. Outgoing Mail Unit

2. Incoming Mail Unit

3. Registration and Archives Unit

4. Document Authentication and Electronic Mail Unit

Specific Objectives of the Units Affiliated with the Central Mail Division

First: Outgoing Mail Unit

Functions of the Unit

The unit is responsible for dispatching outgoing official correspondence after its processing by the Central Mail Division (Outgoing Mail Unit) to all relevant entities within and outside the University campus, as well as to entities in Nineveh Governorate and other Iraqi governorates.

Duties of the Outgoing Mail Unit

1. Register outgoing and incoming official correspondence in the designated registers.

2. Accurately document official correspondence data through the registration process.

3. Maintain registers in accordance with the approved administrative instructions.

4. Facilitate searches for and retrieval of outgoing correspondence from previous years whenever required.

5. Stamp and document all details of official correspondence, including attachments, supporting documents, CDs, and other accompanying materials, where applicable.

6. Maintain paper-based registers as important reference sources for the Central Mail Division, preserving information and supporting the electronic archiving process.

Second: Incoming Mail Unit

Functions of the Unit

The unit is responsible for receiving all official correspondence addressed to the University Presidency or the University.

Duties of the Incoming Mail Unit

1. Receive official correspondence addressed to the University Presidency from within the University and its various formations, as well as from the Ministry of Higher Education and Scientific Research and all governmental and non-governmental entities.

2. Review incoming correspondence and verify its integrity and that it is properly accompanied by the documents issued by the originating entity.

3. Organize the distribution of incoming mail to colleges, centers, directorates, departments, divisions, and relevant units on a continuous daily basis during official working hours.

4. Maintain the confidentiality of incoming correspondence and avoid delays in its distribution.

5. Deliver official mail through designated custody registers exclusively to authorized personnel.

Third: Registration and Archives Unit

Functions of the Unit

The unit is responsible for receiving and delivering official correspondence through authorized personnel who are formally designated for this purpose and provided with their own official stamps, thereby ensuring the rights and responsibilities of all parties concerned.

Duties of the Registration and Archives Unit

1. Register outgoing and incoming official correspondence in the designated registers.

2. Accurately document official correspondence data through the registration process.

3. Maintain registers in accordance with the approved administrative instructions.

4. Facilitate searches for and retrieval of outgoing correspondence from previous years whenever required.

5. Stamp and document all details of official correspondence, including attachments, supporting documents, CDs, and other accompanying materials, where applicable.

6. Maintain paper-based registers as important reference sources for the Central Mail Division, preserving information and supporting the electronic archiving process.

Fourth: Document Authentication and Electronic Mail Unit

Functions of the Unit

The unit is responsible for electronically sending official correspondence issued by the University Presidency to all University formations via official email. This process is intended to reduce processing time and support the transition toward electronic automation. All official email accounts are registered and authenticated by the Computer Center in accordance with approved procedures, ensuring the authenticity and reliability of both the sending and receiving entities.

Duties of the Document Authentication and Electronic Mail Unit

1. Verify the authenticity of official correspondence issued by the University Presidency.

2. Ensure that approved official correspondence is accurately verified before dispatch to guarantee the correct and prompt delivery of information.

3. Maintain the authenticity and credibility of official correspondence issued by the University.

4. Receive and send official correspondence through officially registered email accounts.

5. Organize and maintain official electronic mail in accordance with approved administrative and technical procedures.

6. Continuously monitor incoming and outgoing electronic correspondence throughout the day.

7. Maintain the confidentiality and security of official electronic correspondence.

8. This unit is one of the Division’s key operational units, contributing to reduced processing time and minimizing reliance on photocopying devices, paper, and printing supplies, while reducing dependence on conventional paper-based administrative procedures.