Confidential Registry Unit
Mrs. Ikhlas Muhammad Samad
Head of Confidential Incoming and Outgoing Mail Unit📥 First: Tasks of the Confidential Incoming Mail Unit
Receiving official confidential letters and correspondence from various ministerial and university entities.
Regularly registering all incoming letters in the special confidential incoming logbook.
Recording the official letter number, date, and sending entity with high accuracy.
Stamping letters with the approved confidential incoming stamp according to organizational procedures.
Presenting letters to the competent authority (the Dean) for review and formal directives.
Referring letters to the concerned departments or divisions in a secure manner per instructions.
Diligently following up on incoming letters requiring an official response or specific action.
Archiving sensitive letters and underlying documents in dedicated, secured files.
Archiving letters physically and electronically in accordance with approved guidelines.
Maintaining absolute confidentiality of letters and documents, preventing unauthorized access.
📤 Second: Tasks of the Confidential Outgoing Mail Unit
Receiving confidential letters prepared for dispatch after completing formal approvals and signatures.
Auditing the letter and its attachments, verifying the accuracy of the recipient entity.
Registering the official letter in the dedicated confidential outgoing logbook.
Recording the outgoing reference number, date, and full subject of the letter.
Stamping the letter with the approved confidential stamp according to administrative protocols.
Placing the letter in a sealed and stamped envelope, stating the recipient and security classification.
Delivering the letter to the concerned entity through approved official and secure methods.
Documenting the delivery or dispatch process accurately according to established procedures.
Preserving an original copy of the letter and its attachments in the confidential outgoing file.
Strictly safeguarding information confidentiality and preventing leaks to unauthorized parties.
🤝 Third: Shared Tasks and Responsibilities of Confidential Mail
Maintaining and managing official registers for incoming and outgoing confidential letters and documents.
Organizing files and arranging/classifying letters according to numerical sequence and official date.
Comprehensively archiving letters and storing underlying records and copies (paper & electronic) in a secure environment.
Continuously following up on all correspondence requiring urgent replies or special actions.
Strictly adhering to instructions of confidentiality, high discretion, and approved administrative authorities.
