Management and operational development

The archival legislation is up to date and gives the National Archives Service necessary backing in a rapidly changing operational environment. Competences and tasks of authorities or agencies are clearly defined.

Operational objectives and available resources are defined in the strategy of the National Archives Service and in the agreements on performance guiding its operations.

Management and operational development based on the strategy are priority areas of the strategy period.

The organization model of the National Archives Service promotes efficient use of resources and successful execution of core processes. The management system is based on process management strengthening control of processes.

Management in the National Archives Service is transparent and aims at achieving set performance objectives. The outcome is evaluated through indicators and during development discussions.

Risk management is systematically taken into account. The conformity of operations to the law and their cost-effectiveness is monitored by internal auditors.

The tasks and competence of the National Archives Service have been specified in the Archives Act (831/1994) and the Decree on the National Archives Service (832/1994), both issued in 1994. The National Archives Service has been assigned additional tasks under the Act on Electronic Services and Communication in the Public Sector (13/2003) and under other legislation. The considerable investment made in developing online information services by society, subsequent to the enactment of the Archives Act, has changed the operating practices of the authorities and brought into question current operating practices and lines of subordination. Online information services within the public administration are rapidly developing, which calls for a re-definition of the tasks and the position of the National Archives Service within public information management.

The National Archives Service will carry out a comprehensive evaluation of the legislation on the tasks of the National Archives Service early in the strategy period and will put forward a proposal on amendments that it considers necessary on the basis of the evaluation. The aim of the reforms is to update the legislative basis to correspond to the online information management needs, practices and concepts within public administration and to define the competence of the National Archives Service in the overall planning of life-cycle management of electronic materials. Amendments of law will be carried out in broad cooperation with key stakeholders in terms of the drafting process. The need to update regulations on records management included in other legislation on electronic administration will also be taken into account.

The confirmed strategic policies will guide the long-term planning of the operations as well as the appropriate allocation of resources. The strategy of the National Archives Service forms the basis for the performance negotiations held with the Ministry of Education and Culture.

Open, transparent and clear management is a vital element of success. The management objectives, responsibilities and decision-making powers are clearly defined in the management system, which is based on process management.

During the strategy period, particular attention will be paid to developing management and the skills of managers. Management will be evaluated regularly in the development reviews held at least once a year.

The National Archives Service is organized in a manner facilitating the integrated use of resources, effective management and administration, as well as the centralised implementation and reporting of projects and practical implementation of results. Participation in national as well as international standardization is an integral part of the efforts to develop the National Archives Service.

In a rapidly changing environment the National Archives Service must be capable to develop its operations so that it can undertake its statutory duties. The resources and number of employees of the National Archives Service are confirmed during the performance negotiations conducted with the Ministry of Education and Culture. In terms of operating expenditure, the National Archives Service must be in a similar position as other agencies operating in the administrative sector of the Ministry of Education and Culture.

Internal auditors monitor the conformity to the law of the operations as well as the ability of the National Archives Service to carry out its core tasks in an efficient and appropriate manner. Risk management and internal control will be more tightly incorporated in the operating processes.

The duties of the National Archives Service comprise the entire State administration. Decreasing resources will, however, require development and cutdowns of tasks. By developing risk analyses and internal planning the National Archives Service intends to ensure that it can perform the tasks assigned to it. At the same time an evaluation will be performed of which tasks it could relinquish and what the consequences would be for the records and archives management of the entire State.