تصور مقترح لتطوير إدارة السكرتارية و المحفوظات و ملفات الخدمة بجامعة الإسكندرية

Abstract EN

Administrative documents are the backbone and cornerstone of any entity that carries out public work, as it feeds the various institutions and bodies with the data and information necessary to perform their tasks, accomplish their work, and make appropriate decisions.

The study concluded that the files are located in storage rooms separate from the employees, the space allocated for keeping files is insufficient, and the number of employees is appropriate.

The study also showed that the working mechanism of the Service Files Department for faculty members and employees records and gives a number to all files in the status record, and all files are registered and numbered in an electronic record.

It also notes the presence of an index to arrange the metadata of the files and the presence of service files in a special central preservation room; this is due to the desire of the department’s workers in development work and notes that there is a joint cooperation between the Permanent Committee of Archives and the Archives to activate its role in preserving active and discarded documents according to the legal preservation periods.

The researcher found that the storage rooms were stacked with files and papers while violating the standards of the preservation system, security, safety, and occupational health.

The files were stored on open stands and exposed to dust and insects, and the storage rooms were not well ventilated.

Also, the rooms are exposed to fire, especially in the summer with high temperatures, and there is no future plan for preservation and storage in the archive, in addition to the exposure of archive workers to disease.

It was also noted that the archive staffs were not aware of the legal periods for keeping files, notes, books, and records, and the lack of adequate infrastructure for the conduct and completion of work (computers - printers - photocopiers - ventilation devices).

There are three copies of the file of the faculty member and staff, without giving them a single number (college - archive - faculty affairs and personnel affairs).

It is noted that a lot of time is consumed in retrieving the file, preventive measures are not followed in dealing with files, and the systems used for preservation and indexing in the faculties of the general administration of the university lack conformity.

It also found some non-governmental models used in some faculties, and one of the positive points is that there is a nucleus of an electronic incoming and outgoing program in the archive, but it is not activated.