Secretariat and Archives Unit

The Executive Secretariat and Archives Unit at Al-Dhahiriya Municipality is one of the core administrative units within the Municipality’s organizational structure. It plays a vital role in organizing administrative work, managing official correspondence and communications, and controlling, preserving, and safeguarding documents and records. This ensures smooth procedures, accurate documentation, effective internal and external communication, and the preservation of Al-Dhahiriya Municipality’s institutional memory in accordance with approved legal and regulatory frameworks.

The Unit supports senior management in carrying out daily and strategic tasks by organizing agendas and meetings, documenting decisions, following up on the implementation of directives, and managing both paper-based and electronic archiving systems. This guarantees ease of access to information, confidentiality, and protection from damage or loss.

First: Administrative Organization and Support to Senior Management

The Unit organizes the work of senior management by preparing daily and weekly agendas, coordinating appointments and official meetings, and arranging official visits and travel when necessary. It also prepares meeting minutes, documents decisions and recommendations, follows up on the implementation of senior management directives with various departments, and prepares periodic reports on work progress, thereby enhancing managerial efficiency and supporting decision-making.

Second: Management of Official Correspondence and Communications

The Unit supervises the receipt and sorting of incoming mail, whether paper-based or electronic, registers it in the approved official records, forwards transactions to the competent departments within Al-Dhahiriya Municipality, and follows up on outgoing correspondence and responses within specified timeframes. It also prepares and coordinates official correspondence, letters, and invitations in accordance with approved formats, preserves copies within the official archive, and organizes internal and external mail flow to ensure speed and accuracy of communication.

Third: Receipt of Documents and Files

The Unit receives documents and records from the various departments of Al-Dhahiriya Municipality in accordance with approved official procedures and verifies the completeness of files before archiving them. Incoming documents are registered in dedicated registers (manual or electronic) and classified according to the sending entity, document type, and date of receipt, ensuring proper control of the document lifecycle from the moment of arrival.

Fourth: Classification and Organization of Documents

The Unit adopts a unified classification system that aligns with the nature of Al-Dhahiriya Municipality’s work. Documents are classified by subject, year, reference number, or relevant entity. Dedicated files are prepared for each activity or transaction and arranged in cabinets or electronic databases in a manner that facilitates access and ensures effective control and follow-up.

Fifth: Indexing and Preparation of Guides

The Unit prepares comprehensive paper-based and electronic indexes for the archives and uses keywords to facilitate search and retrieval processes. It also develops guidance manuals explaining document access mechanisms and regularly updates indexes when new files are added or transferred, thereby enhancing knowledge management efficiency within Al-Dhahiriya Municipality.

Sixth: Preservation and Maintenance of Documents

The Unit ensures that documents are preserved in appropriate environmental conditions in terms of temperature and humidity, and uses necessary protection measures against fire, moisture, insects, and light. Old or damaged documents are restored whenever possible, and original and backup copies are stored in separate locations to ensure their integrity and sustainability.

Seventh: Electronic Archiving and Digital Transformation

The Unit contributes to supporting digital transformation by digitizing paper documents using scanning equipment and storing digital files within approved Document Management Systems (DMS). Digital folders are organized and named according to clear standards, with regular backups performed and files protected from loss or unauthorized access.

Eighth: Access to and Retrieval of Documents

The Unit receives requests for viewing or borrowing documents from authorized departments and verifies the eligibility of the requesting entity or individual in accordance with approved access permissions. It records borrowing and return operations and provides certified copies of documents when needed, supporting administrative and legal work and informed decision-making.

Ninth: Confidentiality and Information Security

The Unit adheres to data confidentiality and protection policies, defines access levels to documents, and prevents the circulation of sensitive documents without official authorization. It also contributes to raising staff awareness and training on information security rules and administrative ethics, ensuring data privacy and integrity.

Tenth: Evaluation and Determination of Retention Periods

The Unit evaluates documents to determine their administrative, legal, and historical value and establishes clear retention schedules in coordination with the relevant administration. Documents of historical value are transferred to the permanent archive, with periodic reviews conducted to determine their final disposition.

Eleventh: Disposal of Documents

The Unit disposes of expired documents in accordance with applicable laws and regulations, using secure disposal methods (shredding, burning, or electronic deletion). Disposal processes are documented through official records, ensuring confidentiality is maintained throughout.

Twelfth: Compliance with Laws and Regulations

The Unit is committed to applying national laws and regulations related to archiving and records management, implementing instructions issued by oversight bodies, and cooperating with legal and judicial departments when required, thereby ensuring the legality of archival and administrative procedures.

Thirteenth: Administrative and Advisory Support

The Unit provides advice to various departments on methods of file preservation and organization, participates in training staff on archiving and secretarial systems, and contributes to developing records management policies and procedures, enhancing overall administrative efficiency within Al-Dhahiriya Municipality.

Fourteenth: Preservation of Institutional Memory

The Executive Secretariat and Archives Unit contributes to documenting the history and achievements of Al-Dhahiriya Municipality, preserving key correspondence and decisions, preparing periodic archival reports, and supporting academic research and historical studies, thereby safeguarding institutional memory and strengthening organizational identity.