The private documents management system Adoption at the general prosecution

His Excellency Hussein bin Ali Al-Hilali Attorney General and His Excellency Dr. Hamad bin Mohammed Al-Dhoyani head of the National Documents and Archives authority adopted The Private Document Management System in Public Prosecution.  Private documents retention tables and systems for documents classification are implemented after the final approval of the authority. These tools went through various stages for completion before the authority’s approval. This adoption is in compliance with the requirements of the National documents and archives Law promulgated by Royal Decree No. 60/2007, and by reference to Article 18 of the National Documents and Archives Law. All concerned parties are responsible for their documents till they finish with them. All parties must collaborate with the authority to prepare and execute a law for their documents management.

The authority in its cooperation with   other specialized sectors and  administrative units  at the public prosecution prepared a  private nominal list for  types of private documents and files. Then, they prepare schedules for private documents retention time and classification system. After adoption, His Excellency Dr. Hamad bin Mohammed Al-Dhoyani, head of National Documents and Archives  Authority explained that the approval on  the National Documents and Archives Management System at the public prosecution comes within the plan adopted by the National Documents and Archives authority  in the application of the system to various agencies and institutions of government , to preserve  important documents representing  the memory of the Omanis. He his Excellency, head of the authority said that the application of the system at General prosecution will help the organization of documents and files in an innovative and modern way, especially after the adoption of the system of shared private documents, which will pave the way for the adoption of the system. Soon, we will have initiated the applied resolution to include that of the Office of the Public Prosecutor in Muscat and other directorates and departments of the General Prosecution. Teams from both sides will work to prepare the program to be applied in other departments to guarantee good work quality of the system in all various aspects. The authority is looking forwards to an integrated system and not a structural one.  All structured systems are subject to changes and therefore the integrated system will be working continuously and according to certain specifications. The system will help to facilitate the return to full documents from beginning to end. Actually, the authority is implementing electronic ways of work in 17 administrative units which will help the coordination and the   linkage between it and the various targeted sectors.

His Excellency President of the authority insisted on the idea that they would go ahead with the application and adoption of the system in various targeted 28 governmental sectors he added that the system will be implemented in all Omani governmental and administrative bodies soon, and the preparation for that needs huge efforts. For  a completed proper work ,the authority insists on the following:  a careful study of all files and what it contains  should be run taking the classification system and the nominal list into consideration. The authority added that it will supply all team groups with the technical and the technological support and will go through all needed conditions for perfect results. According to The Documents Management System’s clauses consist of setting up of withholding   timetables for private documents  and their management systems after they are done with the private documents nominal lists at General Prosecution. These conditions are very fundamental for building a modern system according to the latest international standards and specifications. After codification, files can be easily distinguished and easily returned to. These work mechanisms when  implemented  helps in detecting any documents loss  and any cases  of law infringement  such as not returning  files in due time  and others.This system can be implemented in all administrative bodies for its unlimited benefits.  It ensures a quick access to files as well as ease of retrieval. It strengthens the success of administrative work to achieve proper conservation of documents and security and helps to improve and raise files management and preservation efficiency and guarantees the rights and interests of individuals and society. The system presents efficient ways for papers selection in favor of national memory and the scientific and historical researches. In this regard, the General Prosecution created section for documents under Article 41 of the documents and archives law and will monitor and coordinate the implementation of the system in various administrative units. Once system applied, the section staff   will work in coordination with the authority to get a proper training to get the experiences needed for the implementation of the system. The norm of classification enables the staff to access quickly and accurately files and their components within a range of elements. By pooling these elements in sub-groups according to the similarities between them. Or, in accordance with standards of other symbols that are assigned to these elements to facilitate access. The classification is used in around hundreds of governmental units where files are arranged according to documents management system’s norms and standards. The adoption of this system will mark the beginning of a new stage of building modern documents management method in the framework of the application of the law of documents and archives.