There shall be a documentation and archives center at the headquarters of each government agency, called the (Documentation and Archives Center), which shall be administratively linked by a decision from the President of the agency. Subordinate documentation and archives centers may be established in the sectors and branches of government agencies as needed.
The center aims to implement the document and archives system, its executive regulations, and plans related to documents through the following:
1- Collecting, organizing, and preserving the documents of the authority.
2- Facilitating access to documents when needed.
3- Working to prevent the production of unnecessary documents; thereby achieving savings in time, effort, and financial and administrative costs.
4- Working to enhance the quality of documents and standardize similar ones in cooperation with the relevant units in the administrative authority; thus facilitating performance and assisting in the automation of administrative work.
5- Raising document awareness among employees in the center specifically and the authority in general.
The tasks of the center are as follows:
1- Coordination and integration with the National Center for Archives and Records to achieve document service and safety.
2- Indexing, scanning, cataloging, classifying, coding, preserving, and maintaining the documents of the entity, in accordance with the systems, regulations, instructions, and classification and coding plans specific to the documents.
3- Providing the necessary documents, information, and data to beneficiaries in accordance with the instructions governing that.
4- Coordinating with the relevant authorities in the entity to train employees at the center and qualify them in the field of specialization.
5- Administrative and technical coordination of the work of the permanent committee for documents, evaluation committees, destruction committees, and transfer committees.
6- Historical monitoring of the establishment of the entity, its systems, regulations, plans, programs, projects, and its administrative and procedural organizations.
7- Working to prepare document storage locations and providing appropriate means for preserving and protecting documents.
8- Monitoring and evaluating the application of document systems, regulations, and guides by the administrative units in the entity.
9- Collaborating with the relevant departments in the entity to establish objective and formal standards for documents, standardizing similar documents, avoiding the production of unnecessary documents, and coordinating with the National Center for Archives and Records in this regard.
10- Identifying the administrative and financial needs of the center to be included in the entity's annual budget.
11- Preparing the annual and five-year work plans and programs for the center.
12- Any other task assigned in the field of specialization.
The organizational level of the center's functions, the conditions for appointment, and the obligations of employees shall be as follows:
1- The rank of the Director of the Document and Archives Center in the main government agencies (ministries and their equivalents) is determined according to the size of the administrative structure of the government agency and in accordance with the classification rules for civil service, such that their rank is not less than (eleven) or its equivalent and not more than (thirteen) or its equivalent. As for the Document and Archives Centers in non-main government agencies (authorities and public institutions and their equivalents), and in the sectors and branches of the main government agencies, the rank of the center's director is determined according to the size of the government agency, the size of the sector or branch, its tasks and activities, the number of its employees, and the job level of its head. Accordingly, the sufficient number of employees for the main center and its branches is determined, and both the Ministry of Finance and the Ministry of Civil Service - in coordination with the government agency - shall determine this, taking into account the center's tasks, nature, and the expected volume of work.
2- In addition to the general employment conditions, the appointed Director of the Document and Archives Center must possess professional competence, academic qualifications, and practical experience in the field of documents and archives, and their qualification must not be less than a university degree or its equivalent, along with obtaining appropriate training in this field.
3- In addition to the general employment conditions, those appointed in the center from among the employees must hold an academic qualification in the relevant field or in a closely related specialty to the center's activities, in addition to obtaining appropriate training in the field of documents and archives.
4- The Director and employees of the center are obligated to maintain the confidentiality of the documents and information they possess and shall not disclose them to anyone except in accordance with the regulations, rules, and instructions governing that.
The National Center for Archives and Records shall undertake the following:
1- Prepare and issue procedures for the management of documents in the specialized units of the archives and records centers, and seek assistance from relevant entities to achieve this.
2- Clarify the methods by which sorting, indexing, scanning, classifying, coding, indexing, restoring, sterilizing, and similar tasks are carried out, which facilitates the work of each employee and prevents overlap between responsibilities and tasks.
3- Establish the necessary rules and conditions for the requirements of automated documentation programs in accordance with the central document program, facilitating the interconnection of documentary programs across various government entities, in accordance with procedures and regulations that define authorities and what is permissible for access or exchange.
4- Work on designing a unified automated program for documentation tasks at the archives and records centers, taking into account the possibility of linking it to the center's program.
5- Collaborate with relevant entities to prepare rules for standardization and unification and to formulate models for similar subjects within the government apparatus, which aids in the accuracy, brevity, and clarity of each document's subject, facilitates the performance of technical operations, and enables easy access to information and its sources.
6- Conduct necessary studies to challenge the technical preparations for the document preservation environment in accordance with available or emerging modern technologies and tools that serve this purpose, and inform the archives and records centers about them, and may seek assistance from relevant or specialized entities in this regard.
The organizational structure of the main and subsidiary document and archive centers, if any, in government agencies shall be according to the following two organizational forms:
A- The first form
B- The second form
Subject to the provisions of item (Fourth) of these arrangements, both the Ministry of Finance and the Ministry of Civil Service - in coordination with the government apparatus - shall determine the appropriate organizational structure for the documentation and archives centers in government agencies according to the two organizational forms mentioned in item (Sixth) of these arrangements.
The organization of the Document and Archives Center units, along with their objectives and missions, shall be in accordance with the organizational guide attached to these arrangements.
The organizational evidence for the units of the Document and Archives Center in government agencies.