The process of saving and easily storing data is underway at the cocoa and coffee sub sectors development Fund (CCODEF).

The implementation of an archiving system at the cocoa and coffee sub sectors development Fund (CCODEF) is now a reality. Since its creation in 2004, the Fund has accumulated extensive administrative and financial documentation. Through the deployment of the Management Committee and the Administrator, its two organs, it has been led to take management actions that bear witness to its daily activity.

A durable safeguard and an easy conservation of data

For the Administrator of the Fund, Mr. Samuel Donatien NENGUE, « the archiving and electronic data management system will allow a durable safeguard and an easy conservation of data, in order to edify, in the traceability, the public and private users in search of information ».

The permanent organisation and management system of these archives was developed through a national call for tenders, lot N°3 of which concerns the study and implementation of an archival fund for the CCODEF and the projects in its portfolio.

In accordance with the standards of the discipline

This lot consists of the physical and electronic processing of CCODEF’s archival documents in accordance with the standards of the discipline, with the support of the production of management and classification tools (setting in order, description, codification, packaging, storage in appropriate rooms, etc.)

The projects in Yaoundé were the first to be subjected to the collection and processing of informational data, followed by those in Douala. At the central CCODEF, the work is done by department. Thus, the documentation from the office of the Administrator and those from the technical and administrative departments, including the attached services, was processed.

Any user can have access to the documentation

According to the CCODEF focal point, Mrs. Marcelle ELLA, « there are still 400 chronos, 77 boxes of archives to be processed and inserted so that the archive service can accomplish its first missions, those of collection and storage or transfer. This will be followed by conservation and consultation, followed by destruction and final filing, which are the last steps. By filling in a communication form, any user can have access to the documentation.

It should be recalled that the CCODEFarchives are in the public domain and are therefore under the protection of Cameroon’s archival legislation, Law No. 2000/10 of 19 December 2000 and its implementing Decree of 2001, with regard to organisation, conservation and security. Once the physical archiving is completed, FODECC will proceed with electronic data management (EDM). The project will be operational by 2022.

Nina T. ONGBEHOCK