Proposal · October 2026
Activating theRecords & Archivesfunction
A proposed scope in two phases: a foundation by 31 December 2026, then scale-up across Tasama.
Dispose
Retain
Use
Keep
Classify
Capture
Record cardService contractID TSM-REC-2026-000123CLS COM-SAL-CTRVER V01
01The concept
Records, archives, and the function that manages them
The function · its life cycle
AssessDesignImplementOperateReview & improverepeatsand improves
Records managementnoun
The function that controls, systematically, how records are created, captured, kept, used and disposed of, so they stay reliable evidence that can be found when needed.
The record · its life cycle
Recordin active use
Archiveskept after active use
Created or receivedin the course of businessKept and usedwhile the work is liveKept after closurefor its approved periodFinal dispositionkept for good, transferred, or destroyedActivity closesthe retention clock starts
Recordnoun
Information created or received in the course of business, and kept as evidence of what was done and as a reference for later.
contracts · project files · decisions & minutes · correspondence · emails · system outputs — on paper or electronic
Archivesnoun
Records no longer in active use that are still kept: for their approved retention period, or permanently when they hold lasting value.
The record's life cycleThe path each record takes, from creation to final disposition. It has an end.
The management life cycleHow the function itself is set up, run and improved, and the rules every record follows. It repeats.
02How it works at Tasama
The record's life cycle, in operation
Create or receive
Keep and use
Final disposition
03Preliminary analysis
Tasama's records at a glance: types, subjects and how we describe them
Initial map by domain · record types and subjectsdrawn from the departments' scope, confirmed after the survey
Board, committees, CEO office & strategyMinutes · decisions · reports · plans · delegationsBoard meetings, initiative follow-up, approved directions, committee decisions
CommercialProposals · agreements · contracts · correspondence · negotiation minutesSales opportunities, services to clients, commercial partnerships
ProductsService specifications · studies · development plans · marketing materialDesigning, pricing, developing and launching a serviceDeveloping a service
Digital & TechTechnical designs · reports · change logs · plansTechnical architecture, automation, data management, running the platforms
OperationsDelivery plans · acceptance minutes · performance reports · incident logsService delivery, service-level follow-up, recovering stalled workDelivering a service
PeopleEmployee contracts · decisions · appraisals · training recordsHiring, performance, development, employee relations
FinanceInvoices · purchase orders · vouchers · reports · budgetsRevenue, expenses, treasury, procurement
Corporate AffairsContracts & legal opinions · risk registers · policies · administrative recordsLegal affairs, compliance, risk, facilities, assets & administrative services
Products and Operations share service names, so their records are told apart by activity: developing a service, or delivering it.
Record card · from CommercialService contract
Business functionSales
Record typeContract
SubjectService delivery for a specific project
FormSigned paper original, or electronic
StatusDraft · Approved · Active · Inactive
ConfidentialityRestricted or Secret, per assessment
Retention classTemporary or permanent, per the approved rule
04Coding & confidentiality
What every record carries: its codes and its level
Record IDfixed for lifeTSM-REC-2026-000123
Identifies the record for its whole life. It stays the same when the record moves or is reclassified.
Classification codeupdated, change loggedCOMCommercial-SALSales-CTRContracts
Business function, activity and record type.
Versionupdated, change loggedV01
Recorded on its own, apart from the codes.
A code dictionary sets each code's meaning, its limits and who updates it. The unified classification and coding plan in the National Center for Documents and Archives guide is a reference when the scheme is developed.
Confidentiality · set by assessing the harm of unauthorised access or disclosurelevels as in SDAIA's references · examples for discussion
PublicThe approved version may be publishede.g. a published report, an announcement, approved marketing material
RestrictedInternal access within a defined scope of worke.g. an internal procedure, an unpublished operational report
SecretAccess for the groups who need it for their worke.g. salary details, an investigation file, sensitive commercial terms
Top secretAccess for named people, with extra controlse.g. strategic information whose disclosure could cause severe harm
05The repository
One library for Tasama's records, and how it is run
- One placeElectronic records and the register of paper originals, linked to source systems
- Search & filtersBy type, subject, owner, project, date and status
- Record cardContent or link, data, versions, paper location, retention rule, audit log
- VersionsThe approved version is kept; later changes become a new version or annex
- Work awaiting actionCompleting data, review, approval, access requests, retention review
- Access controlOn everything shown, search results, titles and previews included
- Permissions by roleGrant, change and revoke access, with the least each role needs
- Classification & codesKeep the scheme and the code dictionary up to date
- Retention rules & holdsLink rules to groups of records; place and lift holds
- DispositionReview eligibility, then carry out approved transfers or destruction, on record
- Data qualityCheck entries are complete and linked to their source and owner
- Audit trailReview what was done, by whom, to which records
Running the repository stays apart from reading what is in it. Backup and restore sit with IT.
Tasama Records Repository
CollectionsGovernance & strategyCommercialProductsTechnologyOperationsPeopleFinanceCorporate Affairs
Search records and their dataTypeSubjectOwnerProjectDateStatusService contract · specific projectTSM-REC-2026-000123 · COM-SAL-CTR · Approved, active
Record cardService contractOwnerCommercialLevelPer assessmentVersionV01RetentionApproved rule, from closureAwaiting your actionComplete dataReviewApproveAccess requestRetention review
06The proposal
Scope, plan and estimated cost
Phase 1 · FoundationEight weeksfrom the start date, to 31 December 2026
Phase 2 · Scale-upFrom 2027
Phase 1 activities
WK1
WK2
WK3
WK4
WK5
WK6
WK7
WK8
Kick-off, and a general survey of records and archivesSample review, and the initial classificationOperating model, procedures and permissions, designed and reviewedRepository set up, chosen records loaded, procedures trialled, users trainedResults measured, feedback addressed, operation and the expansion plan handed overTrack 1 Survey & classifyTrack 2 Operating modelTrack 3 Tools & enablers31 DEC 2026
The dates firm up with the volume of records, the platform's readiness and the stakeholders' availability.
Phase 1 delivers01An initial, company-wide survey of records02A workable operating model03Real operation on a priority set of recordsPreserving all existing records is sized after the survey; disposal waits for approved rules.
Estimated costValueSAR 200,352.46VAT (15%)SAR 30,052.87Total, VAT includedSAR230,405.33