H.E Mohammed Bin Salim Bin Saeed Al-Tobi, Minister of Environment and Climate Affairs approved the system of private records management of the ministry with the presence of Dr. Hamad Bin Mohammed Al-Dhoyani, chairman of National Records and Archives Authority. This approval consists of tables for retaining the private documents and the classification system after the acceptance of (NRAA) in the final stage, depending on the law of the National Records and Archives which published by Royal Decree No. 60/2007, and by reference to article 18 of the National Records and Archives Law. Each concerned entity is responsible for their records and coordinate with the Authority to prepare and implement their records system. The Authority coordinates with the administrative entities of the ministry to prepare a nominal list of the types of records and private files to generate procedural tools to prepare extended tables for retention privacy records and its’ classification system.
The procedural tools for the records management system are the main pillar for building a modern system that meets the best approved international standards in this field. The system is based on registering documents, classifying and coding them as per the classification system. This ensures easy reference and helps in controlling dumping, transfer of documents from one side and sticking to their retention period on the other side.
This system could be applied in all administrative parties including organizing the current records and quick access to them as well as ease of retrieval. It is also used to strengthen the success of administrative work in terms of its positive feedback and save those records. Therefore, the administration is improved and individuals and societies’ rights are saved. As a result this system could select records that are suitable to the national memory and historical and scientific research.
The Ministry of Environment and Climate Affairs has established records department under Article 41 of the records and archives law. This department will coordinate the implementation of the system in all ministry parties. This unit will organize, in coordination with the specialist in the authority, a training about applying different system tools in records management.
The classification made a process to identify quickly and accurately the files and its contents through sorting similar items together. These items have codes to access easily. This classification is used in different sectors and it is applied inside the parties according to techniques and procedural rules which are logically and gradually formed the classification system. The Ministry of Environment and Climate Affairs used this system to build a modern units for managing records on the entities that under the law of the records and archives system.