strategy of the national archives service of finland 2015

Administrative services and operational
development
strategic planning, development and management support
• Strategies are up-to-date and guide the operations and decision-making of the National
Archives Service.
• Strategic planning as well as the execution and development of financial and administrative
services are based on joint development projects and operating practices
of State administration.
• The basis for operations of the National Archives Service is secure. Administrative
tasks are outsourced in line with the common guidelines for State administration.
• Operational planning and reporting supports the management and is focused on
strategic priorities.
• The quality of internal operating processes which are developed continuously constitutes
a critical element of success with direct impact on the efficiency and operations
of the National Archives Service.
• Coordination between areas of responsibility and units is clear and supports the
execution of processes.
• The National Archives Service complies in all operations with the principles of
sustainable development.
the administrative services area of responsibility
safeguards the operating conditions
of the National Archives Service,
promotes coordination between areas of
responsibility and units of the National
Archives Service and assists management
of the National Archives Service. The
quality of internal operating processes
which are developed continuously constitutes
a critical element of success with
direct impact on the efficiency and operations
of the National Archives Service.
The means for efficient managing
services include continuously developing
operational and financial planning
as well as monitoring in the National Archives
Service, regular evaluation of operations
and management, developing and
increasing online services and operating
practices, identifying risk management
issues, effective cooperation and skilled,
motivated employees.
The National Archives Service updates
its strategy every five years. Implementation
of the strategy is monitored
by means of effectiveness indicators and
through evaluation of various activities.
The administrative services area of responsibility
monitors the operations of
the National Archives Service, supports
management and prepares development
proposals on operating processes and the
organization of the National Archives
Service. Planning an international evaluation
of the National Archives Service will
be started at the end of the strategy period.
Such evaluations are carried out on
average once every ten years.
During the strategy period, the National
Archives Service will develop the
management in order to clarify the allocation
of resources to the areas of responsibility
and various projects, as well as the
principles for their use. The matrix-like
way of operating, which encompasses the
units of the National Archives Service,
will be strengthened. A management information
system enabling the operations
and use of funds to be monitored will be
deployed to assist the management.
Planning will be developed and focus
primarily on areas defined as strategic by
the National Archives Service. Developing
management systems and reporting
practices are emphasized during the strategy
period. Particular attention will be
paid to administration and management
of projects.
Long-term planning of operations
and systematic monitoring of set objectives
are strategic priority areas of the National
Archives Service. Levels and degrees
of cost-effectiveness and accountability in
the operations of the National Archives
Service will be pinpointed through the
use of monitoring systems. Long-term financial
planning as well as reporting on
financial control will be developed.
A new finance and personnel management
information system will be introduced
during the strategy period. Targets
of monitoring will be developed in line
with general State policies.
The National Archives Service makes
use of outsourcing opportunities and the
joint services offered by State administration.
Routine administrative tasks will be
outsourced and no longer performed in
authorities and agencies. The National
Archives Service participates in the joint
development projects of State administration
and is actively looking for cooperation
partners in the administrative sector of the
Ministry of Education and Culture, and
elsewhere in State administration. Staff resources
freed up due to service centres and
organizational changes will be allocated to
core tasks of the National Archives Service.
Acquisition procedures in the National
Archives Service will be organized
during the strategy period. The acquisition
processes will be harmonized and an
electronic ordering management system
introduced.
The operations of the National Archives
Service will be developed in a responsible
manner taking into consideration
the objectives of sustainable development.
Energy saving solutions and
increasing recycling will attract particular
attention. Domestic and foreign travel
will be reduced in accordance with the
general objectives of State administration
when facilities for electronic conferences
and communication are promoted. An
environmental programme will be drawn
up during the strategy period, specifying
the objectives of sustainable development
in greater detail together with the means
for achieving them.
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