Definition: It is a technical process of converting documents from its hard copy to an electronic form..
Purpose:
1.To control the conversion of paper documents into digital form to ensure high quality for all scanned documents.
2.To secure backup copies of historical documents.
3.To promote use of electronic documents in order to safeguard originals from damage due to frequent handling.
4.To facilitate access to digital documents through the electronic system of the National Library and Archives.
Procedural steps :
1.Preparing document for scanning.
2.Setting equipment according to the approved standards of the National Library and Archives.
3.Scanning of documents.
4.Reviewing the quality of the digital document in comparison to the original paper form.
5.Indexing the document by entering data in the approved electronic system.
6.Checking the entered data on the electronic system and comparing it with the document.
7.Migrating document data into the approved electronic system.
8.Reviewing the data migrated to the approved electronic system.
Public Access To Archive Procedures
Public Access To Archive Procedures
Definition: It is the process of facilitating access to the historical archives preserved in the National Library and Archives to the researchers via hard copy and electronic searching tools.
Purpose:
1. To set controls and tools to enable accessibility of archival documents.
2. To respond to the researcher’s request and provide requested materials.
3. To support historical research based on documents preserved in the National Library and Archives.
Procedural steps:
1. Receiving, registering and determining the researcher’s needs at the National Library and Archives.
2. Providing the researcher with research tools and determining the required documents to be viewed.
3. Drafting an access request. (attached)
4. Approval from the department to provide the researcher with documents.
5. Preparing the materials by the archivist.
6. Submitting the materials to the researcher.
7. Signing the Receipt of the documents form by the researcher.(attached)
Sorting And Indexing Historical Documents Procedures
Sorting And Indexing Historical Documents Procedures
Definition: facilitate the retrieval and use in historical research of the files and documents collected by the National Library and Archives.
Purpose:
1.To assess documents collected by the National Library and Archives with historical value.
2.To index files and documents to highlight their content to researchers.
3.To apply international standards in archives description.
4.To prepare research tools. (manual and electronic)
Procedure steps:
1.Identifying materials willing to be permanently preserved according to historical archive standards.
2.Preparing lists of files to be permanently preserved.
3.Preparing lists of files to be destroyed.
4.Indexing files to be preserved according to the approved standards.
5.Reviewing the indexing outputs.
6.Designing the catalogues and databases.
7.Managing the storage of historical archives.
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