The Information and Documentation Center is a specialized technical center that relies in its work on qualified technical cadres that use the latest digital methods to record and document technical documents and correspondence issued and received from and to the agency, where the data and information are documented and classified according to the need of use and saved in multiple methods that facilitate the retrieval process upon request, and these operations include saving technical data, documents, and maps of all kinds, technical reports, studies, research, photographs and video tapes of the project implementation stages, and the activities carried out by other departments. The center also translates construction contracts, memoranda of understanding and change orders.
The number of personnel of the Information and Documentation Center is about 60, distributed over the following departments:
First: Information System Support Section
This section is concerned with providing technical support and continuous monitoring of the functions of the automated information system by operating and maintaining software, as well as performing backup copies of information and periodic testing on the components of the automated system and following up on the center's automatic information system, as well as monitoring the security and confidentiality of information in the information system.
Second: Translation Department
This section is concerned with translating documents, reports, correspondence and agreements, translating contracts, translating change orders, memoranda of understanding and the like, translating any documents of a technical nature and administrative and financial documents for the agency.
Third: Correspondence and Technical Documents Section
This section is concerned with recording all letters and technical documents received from contractors, public agencies and departments of the agency in the automated system of information, distributing originals and copies to departments and manually recording them in their receipt record, entering data, scanning and saving documents manually, providing letters and technical documents in the event of their request, search for and retrieval, as well as Updating work procedures in the system, introducing new codes and placing them in the system, as well as supervising the processes of protecting vital documents and ensuring the implementation of their instructions, as well as reviewing all data entered into the system by the units of the department.
Fourth: The Maps Department
This section is concerned with receiving all the maps received from the contractors, entering all the data related to the maps in the automated system of information, scanning and saving the maps manually, as well as reviewing all the data entered into the system by the employees of the units of the department, providing technical assistance, preparing the maps for circulation, extracting, loaning, retrieval and work.
Provide maps if requested, searched for and retrieved, classify and save maps in their respective files, define modified maps and extract them from active files.
Fifth: the Archives Department
This section is concerned with receiving all files transferred from the departments of the Agency, ensuring the integrity of the procedures for their preservation and retrieval, supervising the information entered in the archive department, as well as supervising the processes of protecting vital archives, ensuring the implementation of their instructions, and preserving and protecting the final drawings of the project according to the implementation on the ground.
Sixth: Department of Geographic Information Systems
This section is concerned with preparing, entering, processing, deducting and concluding technical data and information that includes hydrogeological, geological, engineering and water quality information for all well fields, operation and maintenance sites, reviewing all data entered into the geographic information system by employees of the units of the department, providing technical assistance as well as processing and converting maps to maps that can be dealt with in the future by using engineering drawing programs, as well as controlling the data and information storage operations provided by the data interpretation and analysis unit and the visual documentation unit and output it in the form of ready-made digital maps and information, which can be referred to for updating and using them in the preparation of studies and practical research to help the decision makers to provide the appropriate information at the right time.
Seventh: Documentation and Information Section, Hasawna - Sahel Ijfara system
This section is concerned with supervising the registration of all letters, technical documents and maps received from contractors, public agencies and departments of the agency in the automated information system, providing letters, technical documents and maps if requested, searched and retrieved, as well as continuous monitoring of the functions of the information system, monitoring the security and confidentiality of information in the information system, and making information backups and periodic examination of system files, save referral forms for correspondence of contractors and public entities, as well as sign receiving correspondence from contractors, consultants and public agencies, and receive mail from the (express mail) company, to transport external and internal mail and transfer invoices to the financial department.
Eighth: The Automated Information System Support Section, Al-Hasawna - Sahel Ijfara system
This section is concerned with providing technical support and continuous monitoring of the functions of the automated information system in operating and maintaining the software, as well as performing backup copies of information and periodic examination of the components of the automated system and following up on the automatic information system of the center, as well as monitoring the security and confidentiality of information in the information system.
Ninth: Documentation and Information Section of the Ghadames/Zwara/Azzawiya System
This section is concerned with supervising the registration of all letters, technical documents and maps received from contractors, public agencies and departments of the agency in the automated information system, providing letters, technical documents and maps if requested, searched and retrieved, as well as continuous monitoring of the functions of the information system, monitoring the security and confidentiality of information in the information system, and making backups and periodic examination of system files, save referral forms for correspondence of contractors and public entities, as well as sign receiving correspondence from contractors, consultants and public agencies, and receive mail from the (express mail) company to transport external and internal mail and transfer invoices to the financial department.
Technical Documentation Unit
This unit is concerned with processing and documenting visual tapes in wells (CCTV), which are currently in place, as well as tapes received from contractors for drilling wells currently being drilled or what is being drilled in the future in the fields of wells of the project, as well as filming and documenting visual tapes for the maintenance of water transmission lines, collection tanks, operation and maintenance sites and converting them to a digital format through which visual information can be linked to geographic information systems and stored in the form of computer CDs to facilitate their preservation and reference, as well as carrying out internal and external photography operations.