The adoption of the Private Document Management Systems in Scientific Research Council

Dr. Hilal bin Ali Al Hinai, Secretary General of the Research Council adopted Private Document Management Systems in Scientific Research Council. This decision was taken in the presence of His Excellency Dr. Hamad bin Mohammed Al-Dhoyani head of the National Documents and Archives Authority. This system clarifies ways of classification and preservation of private documents after the final approval of the National Documents and Archives Authority (NDAA) .The adoption procedures went through several stages the last of which was the final approval of the authority on tables and systems of classification, and in compliance with the requirements of the documents and archives National Law promulgated by Royal Decree No. 60/2007 , and by reference to Article 18 of the documents and archives law, each side is responsible for its documents till they finish their tasks . Each side should coordination with the authority to prepare a law and carry it out to organize documents. the authority and in coordination with the specialized bodies and administrative entities prepared a list for types of private documents and a completed set of tables for the time needed to classify these private documents. These procedural tools for documents management system mainly prepare tables after preparing private documents nominal lists within the scientific research council. These procedural tools represent a pillar in building a modern system according to the latest international specifications and standards for the classification and the registration of Documents. According to the System of Classification and Coding files will be distinguished and easily accessed .this system can be applied to process documents at its first appearance according to the latest norms and procedures. These measures will help to notice all cases for loss, conversion and deportation of documents on the one hand and control retention time on the other hand. This system can be adopted and implement at all administrative levels for a better organization and a quick access to documents , as well as an ease of retrieval of all documents. The system when applied also will guarantee high quality of administrative work. Our goals behind system implementation are to achieve proper conservation of documents and security, help to improve the image of administration and preserve the rights and interests of individuals and society on the other hand. This system will enable an easy and efficient access to documents related to national memory and the historic and scientific researches .in this regard the Scientific Research Council created a section for documents under article 41 of documents law and it will supervise and monitor the application and implementation of this law in all administrative bodies.Workshops will be held to train the staff members on the effective and appropriate ways of its implementation once this system is applied. The domain of classification consists of ways to identify quickly and accurately the files and their components within a range of elements, as a compilation of these elements in sub-groups, according to similarities and in accordance with other standards. Then each set of documents will be given specific codes to access them easily. Classification is used in several areas related to governmental units. Great numbers of files are arranged within sections according to methods and rules based logically on the classification system norms and standards. Once this system is adopted, the norms of documents management system will be applied in all administrations working under documents and archives law. Thus, declaring the birth of a new stage of work and organization.