Reception of transferred documents
In the National Documents Centre, the Documents Reception Department is hierarchically situated below the Documents Assessment Department. This means that all government documents are first assessed by the relevant experts of the Centre and then those recognised of archival value are separated and transferred to the Centre by the government body in question.
Once received, the transferred documents undergo a preliminary control and then the information pertinent to each stage of transfer is registered in specific databases. At the next level, the documents are moved to the Documents Review Hall for co-identification. In this Hall, the documents are controlled with the registration forms and written submission minutes. If any items are missing, the government body is notified accordingly.
Before transfer of any documents, all government bodies are seriously advised to get in touch with the Pre-archive Documents Department of the Centre.
Document transfer and accountability
All documents transferred to the Centre and not limited in access by the government body in question are moved into the pre-archival process normally. Those transferred documents which have been limited in access by their governmental source are controlled and co-identified but not sent to the pre-archival process. After the expiry of the limitation period and the written authorisation of the governmental source, pre-archival processing of them commences.
The services of the Pre-archive Department can be categorised into intra-organisational and extra-organisational:Intra-organisational services
1- Document dispatch to archives: After professional assessment of transferred documents, those having topical priority or historical precedence are picked out of the other documents, categorised, bound, and sent to the Categorisation and Indexing Department for archival processing while observing their original order and source identity.
2- Document dispatch to regional archives;
3- Document submission to organisational authorities.Extra-organisational services
Apart from fully stagnant documents, semi-operational documents are also sometimes transferred to the Centre. Although the written authorisation of the document source for archiving these documents always accompanies them, some of such documents or dossiers may later be required back by the source. In order to protect the rights of the applicants to have access to such documents and the rights of the National Archives, the following steps are taken:
If the documents or dossiers are needed by real or legal entities which are their original source, the original copy or a photocopy of the documents are submitted to the representative of the applicants against a written request (priority is given to those who apply for photocopies of documents except for special cases).
If the source of the document needs the document back for a long period of time, this must be stated in a written request in which case the original document is omitted from the database of the document troves and returned to the authorised representative of the body in question.
It must be reiterated that the return of a copy of such transferred documents to real or legal entities is only done against a written request issued by the body originally transferring the document to the National Documents Centre.
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