Common letters are directly forwarded to the departments or dormitories. For registered ones or expresses,
addresses will be notified first, moreover it will be list on mail-query information system and well for convenience
of users. The students or clerks are supposed to pick up letters here with theirs ID cards and seals.
1. Receiving& Dispatching
The form of documents may classify into paper works or digital documents. After receiving and sorting,
we'll dispatch or notify the offices concerned, besides list on document-query system as well.
2. Typing, Sealing& Issuing
The documents from principal office or secretary office are given with code number and date first.
Through registering, typing, and proof reading, university official seal is set at last. These official
documents are issued out via post office or digital exchange.
All documents dispatched to offices or divisions are supposed to be processed in fixed days. When
deadline is due, we begin the tracking process. At the end of month, the list of documents failed to close
by rule shall be directly reported to principal or authorized office.
While cases closed, the relating documents are filed into cabinets with a given conservation period.
Annually, we'll check whether some documents have expired. If so, those documents will be shredded
5. Creating files by tracing back
For those older documents written manually from 1945 to 2001, we try to re-examine and keep into order
from the beginning by digitalize and save it in the concurrent document management system.
6. Confidential documents managementThe documents classified with confidence are dispatched by specific
personnel, and only received by one in charge. While completed and filed, those are separately kept into
specific cabinets, whose confidential level will be re-evaluated again in some period and may update.