ارشيف الوزاراة السيادية بالسودان الوضع الراهن : والتخطيط للتطوير

Abstract

The Republic Of the Sudan Ministry Of Higher Education And Scientific Research El-Neelain University Faculty Of Graduate Studies Faculty Of Arts Department of Library And Information Science Title of the Study: The Archives of Sovereign Ministries in Sudan : The Current Condition And Planning To Develop Supervisor: Dr. Ali Salih Karrar Prepared By: Alziara Omer Abdullah Mohhammad Date : 2012 Abstract The purpose of this thesis is to identify the present situation of Archive of the Sovereign Ministries in The Sudan, and to know the technical procedures followed in keeping and the retrieving documents. The study also identifies the adopted to identify the adopted techniques of classifying and securing these documents. It also presents a plan to introduce an electronic archiving system to replace the current traditional one. The problem of this study is the absence of central archives in a number of sovereign sector’s ministries, the lack of clarity of administrative position of the archives, lack of organizational structures and job description. Also the lack of clarity of services, responsibilities, and functions of the archives, and the lack of standards, policies, legislations and regulations govern and control the Work in the archives sections. This in addition to the lack of appropriate infrastructure such as buildings, furniture, equipment, materials and specialized technical facilities and programs. Furthermore, the lack of competent human resources in the archives sciences field, also the absence of the budgets allocated for development and maintenance of the archives, and poor implementation of the technical aspects such as storage, cataloging, classification, and indexing as Well as the services provided to beneficiaries. And finally,

the absence of electronic archiving and a unifonn and centralized archive’s database for the sector, and lack of plans to secure the documents in the ministries being the subject of this study. The study consists of an introduction, five chapters and a conclusion, besides a list of references and some supplements and future studies. The study uses several research methods including the documentary (historical) method for collecting data related to the research problem, and the descriptive analytical research method in studying the current situation of the archives of the Sovereign Ministries. The study deals the concept and features of archive, also discussed types of the Archive documents and how can be managed in addition to services and functions of the archive, and it also discusses the legislations and preparations of archival activities plus demonstrating the technical processes in both traditional and electronic Archive. In addition it treats electronic archiving, its history, featuring addition to the adopted techniques of electronic archiving. Also it is devoted to the archive of Archive of Sovereign Sector, and it highlights the current situation of the archives of Sovereign Ministries in the Sudan, besides establishing a central integrated archival database for the mentioned ministries. And it presents a proposal for improving and developing the Archive of Sovereign Ministries. This includes a plan for an electronic archive for all ministries, The proposal also includes a plan for securing the documents. The conclusion comprises and the results and the recommendations of the study, which are stated as follows. First: The results:- l. There is no polices or regulations for the Archive System in the Ministries of the study.

2. Weakness of documents and documents security infrastructure in these Sovereign Ministries in terms of human element or equipment and software. 3. Weakness of document or document security culture for the concerned employees in governmental departments. 4. Non- existence of any special programs for Archive in most Sudanese ministries. 5. Lack of the specified training in Archive field and documents security or even the modern techniques. Second: The recommendations: 1. The study suggested placing a regulation and policy for documents system in these Ministries. 2. Efforts should be exerted to establish a strong infrastructure for a document system that shall be provided with the required human, equipments and programs elements. 3. Spreading out a community awareness about documents and security documents beside explaining the future challenges of Archive via utilizing the modern technologies to keep the documents and papers in a safe proper environment and to preserve them from lose or penetration. 4. Providing the specialized programs in electronic Archive and documents security. 5. Providing required training for employees those involving in Archive field. Finally, the research can be considered as a hardworking attempt to explore a map road to place a strategic scheme to move with the Archive job from its antique and traditional manner to a sophisticated system that utilizing the modem technology in keeping and securing the documents in these Sovereign Ministries through a unified database while put the Secrecy factor in consideration.