Sharjah24: In activation of its main role in unifying and implementing an integrated modern system for managing private and similar documents in government agencies, Sharjah Archives organised a series of specialized workshops for government employees, entitled "Explaining the unified system for classifying and retaining similar documents and files" aimed at applying the system to paper and electronic documents, and unifying the mechanism for preserving, organizing, and retrieving documents at the emirate level.
About 400 employees from 30 government entities participated in this series, which lasted for eight days, and each day focused on a specific aspect to ensure the optimal implementation of the system. It was presented by a group of consultants, experts, and specialists from Sharjah Archives.
The workshop covered the legal framework of the similar document management system in government entities, the scope of the unified system for classifying and retaining similar documents and files, implementing the similar document management system in the traditional environment, the application mechanism for electronic files in the absence of an integrated electronic system, retrieving files and documents, and updating the unified system for classifying and retaining similar documents.
The workshop explained the objectives of the classification system, which ensures speed and accuracy in tracing documents and then returning them to their places, facilitating document storage and protection, clarifying the relationship between files to facilitate follow-up of issues and topics the employee is working on, ensuring continuity of administrative work without being affected by employee turnover, and contributing to increase administrative work’s efficiency and developing administrative tasks and functions. The retention schedule system collects data related to retention periods of all types of documents and files circulating in any relevant entity.
The workshop included number of interactive activities that helped enhance understanding and awareness among attendees about the importance of the system and steps for its implementation, in addition to displaying models and examples of applying the system in government entities, which trained on writing classification codes on files allocated for inventory and storage operations, and on file tracing and retrieval mechanisms.
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