In the National Archives, the Records Acquisition Department is hierarchically situated below the Records Appraisal Department. This means that all governmental records are first appraised by the relevant experts of the National Archives and then those identified as archival records are separated and transferred to the National Archives by the government body in question.
At first stage, the transferred records undergo a preliminary control and then the information pertinent to each stage of transfer is registered in specific databases. Then, the records are moved to the Records Review Hall. In this Hall, the records are controlled with the registration forms and written submission minutes. If any item is missing, the government body is notified accordingly.
Before transfer of any records, all government bodies are seriously advised to contact with the Pre-archival Records Department.
Records Transfer and Accountability
All records transferred to the National Archives and their accessibility have not been limited by the government body in question are moved normally into the pre-archival process. Those transferred records which have been limited in access by their governmental source are controlled and reviewed, but not sent to the pre-archival process. After the expiry of the limitation period and by the written authorization of the governmental source, their pre-archival processing begins.
The services of the Pre-archive Department can be categorized into intra-organizational and extra-organizational:Intra-organizational services1- Records dispatch to archives: After professional appraisal of transferred records, those having topical priority or historical precedence are selected, categorized, bound, and sent to the Archives Classification and processing Department for archival processing and description.
2- Records transfer to regional archives;
3- Records submission to organizational authorities.Extra-organizational services
Other than noncurrent records, semi-current records are also sometimes transferred to the National Archives. Although the written authorization of the records source for archiving these records always accompanies them, some of such records or dossiers may later be required back by the source. In order to protect the rights of the applicants to have access to such records and the rights of the National Archives, the following steps are taken:
If the records or dossiers are needed by real or legal entities which are their original source, the original copy or a photocopy of the records are submitted to the representative of the applicants against a written request (priority is given to those who apply for photocopies of records except for special cases).
If the source of the records needs the records back for a long period of time, this must be stated in a written request in which case the original records is omitted from the database of the records repositories and returned to the authorized representative of the body in question.
It must be reiterated that the return of a copy of such transferred records to real or legal entities is only done against a written request issued by the body originally transferring the records to the National Archives.
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