Taipei Fine Arts Museum

Archive Inquiries and Audit
1. Archives statistics and analysis
The RDEC conducts monthly archive analyses. There are five categories in this archive: general archives, special projects, citizens’ applications, citizen petition, and administrative remedies. RDEC will generate six statistic reports from these five categories. The analysis process will examine incoming archive volumes, processing efficiency times, and case closing rates from many categories.

2. Evaluate archive processing time
(1) Review overdue case evaluations
The RDEC produces monthly and quarterly statistical reports on expired cases. This is to identify historical trends and to understand how to design and develop a more effective processing system. A monthly and quarterly inter-agency rating list analyses will be submitted to the mayor for approval before circulating among agencies for review and improvements. This monthly and quarterly review will remind and urge agencies to speed-up case processing time, which will also reduce expired case ratings.

(2) Conduct periodical and non-periodical inspections on archive evaluation
RDEC, Secretariat, and Department of Government Ethics will cooperate in performing inspections to have agency’s documents meet Taipei Government’s document guidelines such as layouts and formats. The inspection will analyze all top-level agencies and district offices in the following aspects such as the overall systems, archive control, document processing, file management, and classified document processing.
Monthly analysis will include agencies’ overall systems and processing time management. After all top-level agencies complete their monthly evaluations, RDEC will evaluate all top-level’s lowest 2 ranking level 2 agencies. RDEC will offer special guidance to all these lower ranking agencies. RDEC hope to encourage all agencies to value and improve their performance in archive processing.

3. Monitor and follow-up archive processing time
(1) Monitor and follow-up on replies from Taipei City Council
RDEC follow up on replies to written interpellations. The purpose of follow-up is to ensure an effective delivery in a timely manner and to promote harmony between the administration and City Council.

(2) Monitor and follow-up on the processing of citizen petitions
RDEC makes referral for agencies in concerning their written, phone, or walk-in petitions. Each case will be tracked and followed up to ensure that they are processed and replied.

(3) Compile Citizens’ Applications Processing Time List
Every year RDEC hold a discussion that requires agencies to participate. This event covers a discussion about the list of required citizen application documents, the citizen application processing time, and other ways in processing the application. RDEC hope to generate a list of processing times to help notify citizens and speed up processing application for citizen as well as the government. Simultaneously, this can clarify any processing procedures from both sides. RDEC hope to build a clearer administrative process for the public.

(4) Monitor various petition rulings that have been revoked
The RDEC monitor all Taipei City Government agencies’ petitions to ensure they conform to the petition guideline. The Administrative Appeals Commission must approve all petitions. If there are any cancellations, RDEC’s responsible in following up with the agencies for a second ruling. At last, all agencies will report their progress to RDEC after completing their case.

4. Training workshops on Document Processing
The RDEC organize and coordinate periodical training programs on document processing. Secretariat, Department of Government Ethics, and the RDEC hosts multiple topics such as the following: General Introduction of the Government Documents, How to Process Classified Documents, How to Control the Processing Time For Different Documents, and How to Update E-Archive System.

5. Implement E-Archive System
The RDEC works with Department of Information Technology to design the overall E-Archive System layouts and functional specifications. The E-Archive System include some features such as view important notices and deadlines, an option to approve or cancel the process of a document, and an option to allow multiple file transfers back and forth between agencies. There will also be an instruction manual to guide staffs in using this web-base electronic archive system. This “Web-Based Archive System” is an outsourced operation. RDEC seek to migrate from a paper-based to a web-based archive system in the future. This will integrate other current applications in a central database system. The objectives are to increase knowledge growth, provide accessible resources, as well as increase information and file transfer and sharing capabilities.

6. Compile the Contact Directory of Inspection Employees
Every year the RDEC gather contact information and publish a contact directory of all the inspection employees in various agencies.

7. Revise Regulation Amendments on Archive Processing Time
The RDEC reviews and modifies the time principle regulation and then notifies all agencies. From the revision process, RDEC can develop efficiency in processing Taipei City Government’s paper work. RDEC want to bridge toward cooperating with Taipei City Government’s E-Archive System.