In consideration for the importance of the documents reaching the Department of Finance and the necessity of providing a system that functions easily on retrieving and displaying these documents and their attachments, recently, the electronic system of secretary and archives was implemented by the Department of Finance.
According to this system, the secretary receives the incoming mail in the financial Department, and logs it on to a computer data base through scanning and giving the document a serial number based on the adopted system.Then, she re- distributes this mail to the Department staff and the concerned parties, according to their specializations.
The Archive employee inserts all accounting documents and their attachments to the computer through scanning, which makes it easy to display and print when needed.This saves time, effort and speed in following up on and finishing the documents.
The archive employee is the person responsible for the safety of preserving these accounting documents, and the only one entitled to release those documents from files and give them to the person requesting them after filling out a special form for that purpose.He is also in charge of returning these accounting documents to the working staff after getting done with them.
Besides the above mentioned, this division does many tasks which serve the Department of Finance such as: printing letters and correspondences and distributes them to the concerned parties; maintaining the incoming correspondences at the Department of Finance in files as supposed; and issuing follow up reports on working staff to insure that staff members are carrying out their assigned tasks as properly as they are supposed to.