The establishment of e records management program in Gjilan Municipality

Enrichment and the creation of archival collections depend on their control and management. To realize this procedure the establishing of a program for records management is needed. In creation of this topic in Kosovo, after the capital Pristina one of the major cities of particular significance, Gjilan is analyzed whether or not is possible to create a records management program. After taking our permit from the mayor of Gjilan the work has begun, in this topic basically a plan has been done and then a working calendar has been conducted. Also all the personnel is notified associated with the project in question and then started work in practice regarding the project in question, negotiations have been developed together with the directors and staff of municipal units to identify the problems, Also a survey has been conducted in order to identify the problems. Although from the past there has been a planning of files in Kosovo, after many changes of political systems and wars that have happened, this area the remains behind, it is also noticed that in the management of documents nothing has been worked. It is mentioned that in municipal level a connection through intranet has been made by the Government of Kosovo, where through this system the document management has been done. During the fieldwork it is managed to find the main functions and subsidiary functions in the municipal services. Regarding this, a file plan has been prepared, together with municipal staff we are trying to assess and to generate as better as possible the key functions and naming of files. For developing of file planning a Turkish model is taken by the prime minister's office, named "standard planning of files". After standardization of the files, the second part, retention period is done. For the development of this plan as basic reference we have taken for the subject archival law in Kosovo also not ignoring the procedures for archival material and retention period, determined by the State Archives Agency of Kosovo. So, by including all life cycle of records, a records management program is prepared. In the end of study, after making and sustainable behavior guidance, the staff with adherence of the program is it assessed that it can be sustainable and effective for all working staff