Adoption of privacy document management system at the Ministry of Tourism

His Excellency Shaikh Ahmed bin Nasser Mahrazi, Minister of Tourism, adopted Private Documents Management System in the Ministry of Tourism in the presence of His Excellency Dr. Hamad bin Mohammed Al-Dhoyani head of the National Documents and Archives Authority. The agreement consists of implementing private documents time retention schedules and their classification systems after the final approval of the authority. The set up of these tools went through legal procedures ending with the authority authorization 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. The authority in its cooperation with   other specialized sectors and administrative units at Ministry of Tourism prepared a private nominal list for types of private documents and files. Then, they prepare   timetables for private documents retention time and classification system.After the adoption, His Excellency Sheikh Ahmed Bin Nasser Al-Mahrazi minister of tourism lectured about the activities done before the last step of adopting the system. He said: ” the adoption of the system  of classification and timetables and withholding duration of private documents at the Ministry of Tourism came after tireless work and extensive studies carried out by the National Archives and Records Authority in collaboration with specialists in the Ministry of Tourism lasted for a period of no less than one year to consider that the work of the Ministry of Tourism is different from that of the work of the various institutions of the state since they relate to abroad. The ministry’s staff has been studying these files in preparation to work within this system’s norms. Now,  we have  adopted  The system at  the Ministry of Tourism  and we will work on its application in all the Ministry’s units in coordination with the national archives and records  authority ”  He added that once system applied, the section staff   will work in coordination with the authority  and will get a proper training  to get the experiences needed for implementing  the  Document Management System. His Excellency Dr. Hamad bin Mohammed Al-Dhoyani head of the National Documents and Archives Authority concluded that The classification enables 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 adoption of this system will mark the beginning of a new stage of building modern documents management method within the framework of applying the law of documents and archives. The ministry also, sought in accordance with the work methodology prepared by the national documents and archives authority and to prepare the Private Documents Management System through a Major Follow-up Committee headed by His Excellency Secretary General of the ministry  and  the official memberships of heads of specialized  general directorates and director of the documents section as a member and a rapporteur , and  the formation of an internal follow up committee  to prepare documents management system in the ministry consisting  of documents and archives specialists and technicians, and forming a team of administrators and technicians to support the national archives and records authority , as well as forming a  team to supervise  and follow-up  the work of the ministry  at the specialized administrative units”

His Excellence 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 Ministry of Tourism  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 Omani nation. His Excellency Dr. Hamad bin Mohammed Al-Dhoyani also said that State Financial and Administrative Control Body should create section for documents under Article 41 of the Documents and Archives law and will monitor and coordinate the implementation of the system in other units. Once system applied, the section staff   will work in coordination with the authority and to get a proper for experiences needed in the implementation of   the Document Management System. The 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 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.