Adoption of Private Document Management System at the Social Development Ministry

A meeting was held in MUSCAT to adopt Document Management System at  the Social Development Ministry on 19 August in the presence of His Excellency Sheikh Mohammed Bin Saeed Al-Kalbani minister of Social Development at the headquarter of the ministry and  in the presence of His Excellency Dr. Hamad Bin Mohammad Al-Dhoyani head of the National Archives and Records Authority. His Excellency Sheikh Mohammed Bin Saeed Al-Kalbani, minister of Social Development said that the adoption of the system is the fruit of the work of the whole  staff  of the Ministry of Social Development and the National Archives and records authority . He added also that adoption is the result of the work of a whole year of ongoing efforts between the Ministry of Social Development and the National Documents and Archives authority and the fruit of the coordination and training of specialists in the Ministry of Social Development.  And added that this application of the system in the Ministry of Social Development is in accordance with the aim of the authority to apply the Private Documents Management System in all ministries and other governmental  institutions. The Minister pointed out that this system will help to save and manage documents electronically in line with recent data, and ensures a speedy access to information. Dr. Hamad bin Mohammed Al-Dhoyani a chief of National Documents and Archives Authority explained that this system will be activated at the Ministry of Social Development as soon as it is adopted. The authority in its cooperation with   other specialized sectors and administrative units at Social Development Ministry prepared a private nominal list for types of private documents and files. Then, they complete   procedure tools like schedules for private documents retention time and classification system. His Excellency  Dr. Hamad bin Mohammed Al-Dhoyani also said that Ministry of Social Development  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 administrative units. 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 Private 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 marks the beginning of a new era of building modern documents management methods in the framework of the application of the law of documents and archives.