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This unit is generally placed under the General Secretariat, as it provides the core function of records management and information organization that supports all other municipal departments.
Core Missions and Responsibilities
The unit ensures that the Council’s administrative, legal, financial, and historical documents are properly classified, secured, and accessible to authorized personnel.
| Mission Category | Key Responsibilities |
| Archival Management | Collect, classify, preserve, and safeguard all non-current, historical, and vital records of the municipal administration. |
| Documentation & Research | Manage the Council’s documentation center or library; provide research assistance and access to official texts (laws, decrees, circulars) to staff. |
| Records Flow & Control | Establish procedures for the creation, filing, and movement of current and semi-current records across all departments to ensure efficiency and traceability. |
| Digitalization | Implement and manage the digitalization of key documents and the Council’s institutional memory to improve accessibility and long-term preservation. |
| Records Disposal | Manage the legal disposition and destruction of documents that have reached the end of their retention period, according to established legal schedules. |
| Institutional Memory | Organize and facilitate access to historical municipal records for approved internal and external researchers. |
Unit Head Contact Table (Hypothetical)
| Position/Unit | Official Name (Hypothetical) | Department | Office Extension (Room No.) | Primary Email (Example) |
| Chief of Department | Mr. Chief | General Secretariat | Room 33 | chief@council.cm |
| Head of Unit | Mr. Head | Documentation and Archives | Room 34 | head@council.cm |
| Archivist | Mr. Michel | Documentation and Archives | Room 35 | michel@council.cm |
| Records Manager | Mr. Noel | Documentation and Archives | Room 36 | noel@council.cm |