All official document workflows at NCCU are initiated, routed, reviewed, and filed digitally through the Official Document System. To access the system, log in to the iNCCU portal with your university credentials and select "進入公文系統" (Enter Official Document System).
Institutional Glossary
Case Handler (承辦人): The primary staff member responsible for drafting, processing, and the lifecycle management of a document.
Department Registry Desk (單位登記桌): The administrative node within a unit responsible for logging, distributing, and monitoring document flow.
Document Issuance Office (總發文): The central university authority that executes the final outward delivery of documents to external entities.
Archives Office (檔案室): The unit responsible for the secure, long-term preservation of finalized institutional records.
Final Approval (決行): The official authorization of a document's content by a designated supervisor or authority.
Case Closure (歸檔): The critical final act of filing and archiving a document after final approval has been secured.
Document Number Creation (創號): The generation of a unique system tracking number required for any new administrative action.
The 5 Official Processing Pathways
The Official Document System offers five distinct workflows tailored to the complexity and destination of the administrative task. Selecting the appropriate pathway is essential for operational compliance.
Prior Sign-off before Drafting (先簽後稿)
Ideal Use Case (Context): Major, complex, or sensitive policy-level planning.
Action Required: Seek formal approval of the concept first, then draft the official dispatch.
Post-Approval Destination: Document Issuance Office (Outgoing)
Simultaneous Sign-off & Draft (簽稿並陳)
Ideal Use Case (Context): Matters where the facts are clear and require no further deliberation.
Action Required: Submit the internal proposal and the external draft simultaneously.
Post-Approval Destination: Document Issuance Office (Outgoing)
Direct Draft (以稿代簽)
Ideal Use Case (Context): Straightforward cases where the draft itself serves as the approval memo.
Action Required: Create the dispatch directly; the draft functions as the sign-off record.
Post-Approval Destination: Document Issuance Office (Outgoing)
Approval Memo Only (僅簽不稿)
Ideal Use Case (Context): Internal approvals or notifications to superiors of NCCU-level actions.
Action Required: Submit a memo for internal record; no external correspondence is generated.
Post-Approval Destination: Archives Office (Internal Record-Keeping)
Fast-Track Simplified Processing (簡易辦文)
Ideal Use Case (Context): Routine notifications or simple "for your information" filings.
Action Required: Utilize a rapid, narrative-style online sign-off format.
Post-Approval Destination: Archives Office (Internal Record-Keeping)
Your Information Dashboards
NCCU utilizes three primary digital dashboards to ensure information reaches the relevant personnel based on the document's nature.
Electronic Bulletin Board (電子公布欄)
Function: A centralized hub for broad internal awareness.
Trigger Condition: Used for "Simplified Processing" cases to replace individual notices with broad visibility.
Personal Mailbox (個人函文)
Function: Direct digital delivery to specific staff members.
Trigger Condition: Triggered when a document is officially addressed to a specific individual.
Departmental Desk Forwarding (登記桌轉發)
Function: Internal unit-level notification management.
Trigger Condition: Triggered when the Registry Desk receives business notifications relevant to the unit.
Writing Essentials: Precision, Formatting, and Character Constraints
- Subject Drafting Strategy: The subject line must be a single, concise paragraph. Itemization or bullet points are prohibited. State the purpose and the desired outcome clearly.
- Prohibited Characters: To ensure compatibility with electronic exchange systems, avoid rare characters, archaic forms, and specific symbols.
- Terms of Address and Closing: Handlers must use precise terminology to reflect institutional hierarchy. Use appropriate address forms for superior agencies (上行機關) versus subordinate or equal ones, and ensure the inclusion of correct closing expectation words (結尾期望語) to maintain professional etiquette.
- Spacing and Colon Rules: In the "Description" (說明) section, if there are no numbered sub-items, do not start a new line after the colon. Text must follow the colon immediately.
Document Tracking
To maintain accountability, staff must be able to locate the current holder of any pending document.
- Access the Portal: Log in to iNCCU and select "Official Document System" (進入公文系統).
- Enter Query Mode: Navigate to "Query" (公文查詢) and select "Comprehensive Query" (綜合查詢).
- Specify Search: Choose "Document Number Query" (文號查詢).
- Input Data: Enter the unique Document Number (e.g., 1153000157).
- Interpret results: The process log's final entry identifies the current department or individual holding the document.
- Monitoring progress is essential because the institutional clock dictates strict processing windows that are monitored for compliance auditing.
Timelines and Deadlines
Institutional efficiency is measured in working days. Handlers must prioritize documents according to their designated "level of urgency" (速別).
Urgent / High Priority (最速件)
Processing Limit: 1 Working Day
Expedited/ Priority (速件)
Processing Limit: 3 Working Days
Regular / Standard (普通件)
Processing Limit: 6 Working Days
Limited-Time Case
Processing Limit: Per specified date
Special Conditions: Must adhere to the date set by the sender.
Special Project
Processing Limit: 30+ Working Days
Special Conditions: Complex cases; requires formal application for "Project Control."
Closing the Loop
A case is only legally resolved when it is formally archived. This involves a shared responsibility between the handler and the Registry Desk.
For Case Handlers: Finalizing the Record
Online Archiving: Once a document reaches Final Approval (決行), you must manually click "Archive" in the system.
Physical Submission: If the case involves hard-copy files, these must be delivered to the Document & Postal Section to finalize the closure.
For Registry Desks: Proactive Compliance Oversight
Registration Monitoring: The Registry Desk must monitor registration data to proactively prompt handlers before their time limits expire.
Audit Cycle: Desks perform bi-weekly reviews of unclosed cases and conduct daily tracking for overdue items.
Escalation: If a case remains open 30 days past its deadline, it must be reported to a specialized control unit for a formal case analysis.
Off-boarding and Personnel Transfers
Before any staff member leaves their position, the Registry Desk must verify that all documents (physical and electronic) are archived. Any remaining active cases must be officially Transferred (移文) to a successor within the system to ensure no lapse in administrative continuity.
Success Checklist for a Processed Document
- Strategic Pathway: Correct workflow selected (e.g., Simplified vs. Simultaneous).
- Drafting Standards: Subject is a single paragraph with no prohibited symbols.
- Etiquette: Correct terms of address and closing expectation words utilized.
- Timing: Final Approval (決行) obtained within the 1, 3, or 6-day window.
- Closure: Online archiving triggered and physical files delivered to the Document Division.
- Continuity: All pending cases transferred to a successor during off-boarding.