Paper and Electronic Archives Management Policy

Definition: This policy sets forth an integrated system for paper and electronic archives management and a life-cycle determination in accordance with Federal Law 7 of 2008 concerning the National Archives and its executive regulations.

Purpose:

1.Provide a framework for files and documents management system throughout their life cycle, from production until final archiving or destruction.

2.Set directives concerning the production and management of hard and soft copy documents in the National Archives.

3.Set limits of responsibility for all participants in the documents paper and electronic production and management process in the National Archive.

4.Determine the scientific requirements for paper and soft copy storage and user accessibility conditions.

Text of the Policy:

The National Archives shall apply an integrated policy for managing documents, subject to state-of-the-art technology in computer software and applications used in documentation, electronic archiving and data management, in addition to storage, copy and other data media handling, as follows:

1.Setting the document and archive management system under NA supervision in accordance with the Federal Law no. 7 of 2008 and its executive regulations.

2.Producing, receiving and saving documents and official records to provide certified information to support the National Archives activities and provide evidence of its transitions, and decisions taken.

3.Applying the documents management system throughout the stages of documents (current- intermediate – permanent) according to the lifecycle the National Archives retention policy.

4.Organizing current and intermediate archives according to international standards and best practices in order to ensure maximum benefit from the document, protect NA rights and its stakeholders, and contribute to the development of an information and knowledge management system for decision support.

5.Setting and executing a Vital Record protection plan to avoid damages that might occur from disasters or other risks factors.

6.Storing and saving documents in accordance with the original format of the files for timely access and secured storage.

7.Setting a system for easy quick and precise access to the documents as part of the information security policy.

8.Organizing the document disposal process according to the National Archives executive regulations and approved procedures.

9.Classifying the document “Top Secret” if containing information that may affect state security, secrecy of a governmental authority or adversely affecting natural persons if disclosed.

10.Employees are responsible for the saving and storage of documents and their confidentiality during the whole cycle of their use.

11.“Top Secret” documents are preserved in the National Archives according to conditions determined for this type of document. A system is in place to follow-up on their circulation, distribution and control of copies.

12.Preparing a document functional classification and coding system in accordance with the National Archives approved system under the executive regulations of Federal Law no. 7 and ISO 15489 standard specifications.

13.Determining the periods of documents conservation according to work needs and office and intermediate archive conservation legal requirements.

14.Providing state of the art electronic document management systems and ensuring the conservation of reserve electronic copy over the long term.

15.Raising awareness among employees of the importance of documents, managing documents and state of the art technology to preserve them through periodic workshops and training.