Document management in institutions

Questionnaire analysis Explain in detail

the age

18-25 years old 6.3%

26-35 years 81.3%

36-45 years 6.3%

Job title analysis in tabular form and with explanation

Transformation

Data entry

nothing

free businees

military

Documentation specialist

government employee

Documentation technician

Documentation specialist

Document technician

Imam of a mosque

Document technician

Archive technician

Documentation specialist

International relations administrator

Educational Qualification

Diploma 25%

Bachelors degree 68.8%

Masters 6.3%

Types of documents you deal with?

Reports 34.5

Plans 17.4

Permits 30.1

What are the currently used methods of preserving documents?

Paper 18.8%

Electronic 25%

A combination of both 56.3%

Is there an electronic system for document management within the department?

Yes 68.8%

No 31.3%

How are documents classified in your organization?

Automatic classification 31.3%

Manual classification 18.8%

Mix of both 50%

How can employees request documents when needed?

Send the document electronically

Through established programs

Returns to the archive

He asks for permission

Through the system

Refer to the Documentation Department

Contact the Documents Department to specify the documents you wish to view, and then review procedures are completed by filling out a form

Recalls

Are there specific techniques used to determine when to transfer or retain documents?

Yes 56.3

No 12.5

Maybe31.3

Are there specific document access programs in your organization?

Yes 68.8

No 31.3

Are there restrictions or policies governing employees' access to certain documents?

Yes 75

No 25

How do you evaluate the effectiveness of your organization's document access program? In excellent table format and explanation of the table

Excellent 8. 18

Good75

Acceptable 6.3%

unacceptable

Do you use automatic document conversion techniques?

Yes 50%

No 25

I don't know25

Does your organization rely on specific document destruction or retention policies?

Yes 62.5%

No 25%

I don't know 12.5%

How is document classification handled in your organization? Excellent analysis

By the value of the document

After sorting using retention periods tables

Automatic and self

It depends on retention period schedules

seriously

Well and smoothly

Through extended retention schedules

It is dealt with in an organized manner and keeps up with updates

Documents are classified based on the classification system approved by the entity

According to the outputs of retention periods tables

How would you rate the effectiveness of your organization's document access program? Table format with explanation

unacceptable

Acceptable 18.8%

Good5.62

Excellent 12.5%

Very excellent6.3%

What are the difficulties facing the current document management system?

Lack of technology 41%

Weak training awareness 38.8%

Strict laws and regulations 17.9%

Other: Staff: 6.2%

How is a document management system built and implemented in an organization?

Formal procedures

Employee training 30.8%

Periodic evaluation 20.5%

How careful and aware are officials of the importance of administrative documents?

High 33.3%

Average 6. 2%

Low64.1%