Nasrin Kazemifard, Head of the Land Database Group of
the National Land and Housing Organization, announced the holding of the first
round of video conferences of archive systematization task force of the
National Land and Housing Organization along the completion of the information
gathering and refining projects in information systems related to the
Organization.

According
to the National Land and Housing Organization Public Relations, while mentioning
that this project is being carried out by the order of the Minister of Roads
and Urban Development, Kazemifard added, “Following the information collection
and refining projects in the information systems related to the National Land
and Housing Organization and specifically the integrated land and real estate
system, we reached the implementation of the organization's operational
processes. One of the requirements for the implementation of these operational
processes was mechanization of the circulation of documents and correspondence,
during which the physical circulation of documents would be eliminated and
electronic circulation would be substituted.

"In order to eliminate the physical circulation
of the files, we had to check the scanning of documents, updating the files and
completion of the information and the files contents in our plan," said
the Head of the Land Database Group of the National Land and Housing
Organization. She added, “We are currently monitoring this year's plans based
on expert worksheets, after having been prepared the plan and communicating the
same to the directorates-general and determining the costs. This is one of the
most important executive steps of the project due to the wide range of
operations and high costs of the project and prevention of any waste of time
and money”.

She further stated that the documents related to the
National Land and Housing Organization, the merger and separation of Urban
Land, Housing and Road Departments and the numerous relocations of buildings of
provincial directorates-general, the separation of offices and the increase in
the number of directorates-general to 35 offices and most importantly the
unprofessional view of archivist job in recent years has led to heterogeneity
of archival structures and classification of documents, which determines the
need for standardization and revision of the status quo as a prerequisite for
mechanization, as well as equipping and strengthening the safety of archive
spaces are of the most important executive issues of the project.

Kazemifard called the subprograms of the National Land
and Housing Organization's archives reorganization plan as the reorganization
of archive centers, organization of archive documents, scanning, and documents
archive and said, “Our latest subprogram and ultimate goal in this project is
to mechanize documents, which means that the physical circulation of documents
will be stopped and all documents, both within the organization and between
relative departments, will be turned into electronic files”.

Noting that this round of meetings is being held at
the managerial level, she added: "The next round of meetings will be at
the expertize level so that we are able to implement the plan at the right
time."

In the end, she added, "Of course, document
scanning has already been done in the National Organization, but in this plan
new standards have been defined for it, and by its implementation, it is hoped
for the stalks to prevent forgery and failures caused by manipulation of
documents and file contents or loss of documents due to unexpected events”.

It’s worth mentioning that the plan of reorganization
of the archives of the National Land and Housing Organization was notified to
the provincial directorates-general in late 1398 (early 2020) by the order of
the Minister of Roads and Urban Development and approval of the Organization’s
Board of Directors. Moreover, it is being implemented nationwide with the
responsibility of the Organization Legal and Real Estate Deputy and Board
Member along with collaboration of other Board Members under the supervision of
the Managing Director of the Organization.