DOCUMENT MANAGEMENT PROGRAM

YEISON ALEJANDRO ALVAREZ MEDINA

Student

MODULE 5

FUNDETEC INSTITUTE

Technical Program in Document Management and Archiving

BOGOTÁ

2019
 INTRODUCTION

In this work, we will see the importance of norms and how to follow them as well as what

What is the document management program in which we must follow certain steps and

parameters to develop an excellent archiving process

 MODULE 5 WORKSHOP DOCUMENT MANAGEMENT PROGRAM

1. What is a document management program and what are its main objectives?

It is the archival instrument through which short-term documentation and formulation is made.

medium and long term, the systematic development of archival processes

an entity aimed at planning, processing, management and

organization of the documentation produced and received by an entity, from

its origin to its end with the aim of facilitating its conservation and defining

the flows and modes of access to it, both internally and for the public in

general and must be approved, published, implemented, and controlled. Its

main objectives are:

Create policies through archival instruments

Know and identify the status of files and management processes

documentary

Strengthen the management of physical and electronic documents,

Structure and execute administrative activities, planning technical activities,

management and organization of information

Strengthening information security through access policies

Centralize document management operations

Normalize, systematize, digitize, and organize files.

Organize the document management systems hierarchically

Establish conservation policies

2. What is the governing body of the national archive policies?

Law 80 of 1989, Decree 1777 of 1990 and Decree 106 of 2015, below, is
they present the functions of the General Archive of the Nation.

Establish, organize, and direct the National Archive System, in order to plan and
coordinate the archival function throughout the Nation, safeguard the heritage
documentary of the country and put it at the service of the community.
 Establish policies and issue the necessary regulations to ensure conservation and the
proper use of the documentary heritage of the Nation, in accordance with the plans
and programs that the board adopted on the subject.
Select, organize, preserve, and disseminate the documentary heritage that integrates the
National Archive, as well as that which is entrusted to it for safekeeping.
Formulate, guide, coordinate, and control the national archives policy, in accordance with the
National Development Plan and the economic, social, cultural, scientific aspects
and technological aspects of the files that are part of the System.
Promote the organization and strengthening of national order archives,
departmental, superintendency, police, municipal and district to ensure effectiveness
from state management and the preservation of documentary heritage, as well as supporting
to private files that are of special cultural or historical importance.
Establish relationships and cooperation agreements with cultural educational institutions,
of research and with foreign files

[Link] LAW ON ARCHIVES, TITLE V, ARTICLE 21 AND 19

TITLE IV FILE MANAGEMENT

ARTICLE 19. Documentary support. State entities may incorporate

advanced technologies in the management and preservation of your files,

using any technical, electronic, computer, optical, or telematic means,

as long as they meet the following requirements: a) Archival organization of

the documents; b) Conducting technical studies for the appropriate decision,

taking into account aspects such as physical conservation, environmental conditions

and operational, security, durability, and reproduction of information

contained in these supports, as well as the reasonable operation of the system.

PARAGRAPH 1The documents reproduced by the aforementioned means will enjoy the

validity and effectiveness of the original document, provided that the requirements are met

required by procedural laws and guarantee authenticity, integrity, and

inalterability of information.

PARAGRAPH 2 The original documents that have historical value cannot be

destroyed, even when they have been reproduced and/or stored by any

Medium.

TITLE OF DOCUMENT MANAGEMENT

 ARTICLE 21. Document management programs. Public entities must

develop document management programs, which could include the use of new

technologies and supports, whose application must observe the principles and

archival processes.

[Link] are the two international institutions that have contributed to that

professionals and organizations confront decisively the problems that entail the

document management

UNESCO (United Nations Educational, Scientific and Cultural Organization)

Entity that develops dialogue and communication between communities in a way

promotes based on principles such as respect and equality in order to generate

action fields and strategies at a global level

INTERNATIONAL COUNCIL ON ARCHIVES (ICA)

Non-governmental entity dedicated to the development of archives worldwide,

he is also concerned about its preservation as part of historical memory

5. Document management originated thousands of years ago; but in which country, in what

What year was the management of documents conceived and officially recognized?

It was recognized in the United States, around the 1950s it was very well

received in this country and officially recognized in the mid-20th century. This

revolutionized all the archival practices that were carried out at that time because it includes

in the life cycle of documents.

What is the general law of archives?

The general archives law is LAW 594 OF 2000, which gives us several rules and

general principles that regulate the state's archival management.

7. What must an entity do for the document management program to be able to

managed appropriately?

It is necessary for the entity to respond and comply with the standards set by the archive.

national general and take into account:

Administrative: generate a document management administration

transparent, simple and efficient.

Economic: generate a document management system with reduced costs derived

the preservation of unnecessary documents and the rationalization of the

resources.

Archival: compliance with law 594 of 2000 and the theory on management

documents such as the concept of total archive, the life cycle of

documents, the origin and the original order.

8. What are the basic aspects or considerations that should be taken into account?

When creating a PGD? Write them down and explain them in your own words.

They are established in law 594 of 2000 in Article 22.

Production or reception: they must be separated as production encompasses everything

the dependencies and not all the documents are produced and disappoint the

time and their controls are different

Distribution: make the distribution of documents taking into account the

verification of your delivery and its availability in different formats by

dependency.

Inquiry: to have access to the different documents to have all the

necessary information.

Organization: to take into account the rules for classifying, ordering, and describing the

documents to be able to locate them according to their content.

 Recovery: it is the process used to access documents and to

information that has undergone a document organization process

Final disposition: it is a documentary selection that can be made in the

different life cycles of documents in order to preserve them or

eliminate them as established in the document retention schedule

9. Explain in your own words the aspects of planning that need to be considered.

consider for the design and development of a PGD

Diagnosis: this is what gives us the guidelines towards a final objective; in the

In the diagnosis, we will see several points such as problem identification, analysis,

opportunities and objectives. We need to make an assessment to see if it is

necessary a plan B and analyze the possible failures and solutions to have a

excellent PGD, it is imperative to have a filing committee where the definitions are established

general policies of document management

The basic technical requirements must include access to manuals and formats that

be regulated, have a clear understanding of the filing regulations, have the tables of

document retention, the document valuation table and follow the regulations.

It is vital to have administrative support and personnel.

necessary and qualified in archival matters and their constant training.

10. Conceptualize:

FUND:it is the largest documentary collection existing in an archive, and

correspond to the set of documents, in any format or medium,

produced organically and/or gathered and used by a private individual,

family and organism in the exercise of their activities

DOCUMENTARY SERIES:Set of documentary units with structure and

homogeneous content, emanating from the same organ or producing subject

as a consequence of the exercise of its specific functions

DOCUMENTARY SUBSERIES:They are the set of documentary units of

homogeneous structure and content, emanating from the same organ or subject.

producer as a consequence of the exercise of its specific functions.

SINGLE DOCUMENT UNIT:Eit is the one that is composed of a

only type of document that has the same function, is generated by a

the same act that is carried out repeatedly.

COMPOSED DOCUMENT UNIT:it is an organized unit of

documents various simple units that have been gathered by anyone

these reasons and during the archival organization process because it

refers to the same topic, activity or matter.

FILE:it is the set of documents that correspond to a

certain issue. It can also be about the series of procedures

of a judicial or administrative nature that follows a certain order.

DOCUMENTARY CLASSIFICATION: It is a phase within the process of

documentary organization where the can be identified and established the

documentary groups according to the structure of the sponsoring entity

PRINCIPLE OF PROCEEDING:they refer to the documents of a

Documentary funds belonging to an institution or person must not

mixing with those from another background.

ORIGINAL ORDER PRINCIPLE:It is the principle that deals with arranging or

organize the documents within a document unit in the same order

that were generated.

SELECTION:It is the act by which the documents are selected for their

permanent conservation or its elimination in the strict sense and it is the stage

final indicated in the document retention tables.

ELIMINATION:it is an archival procedure indicated in the table of

retention that consists of the destruction of unused documents,

 expressly authorized by the National General Archive through the

Central File of each institution.

FINAL DISPOSITION:Decision resulting from the assessment made in

any stage of the life cycle of documents, recorded in the tables of

retention and/or documentary valuation tables, with a view to their conservation

total, deletion, selection and/or reproduction

11. Is selection, purging, and expunging the same operation? Explain.

It is not the same operation since purification and purging are used for

remove documents that do not have primary or secondary values nor are

repeated or useless; in this case the selection aims to choose a

sample of representative documents for permanent preservation

SELECTION: provision indicated in the retention table and carried out in the

central file in order to select a sample of documents

representatives for permanent conservation.

PURGING: operation given in the document organization phase, by

which are removed those that have no primary or secondary values, for

its subsequent removal.

EXPURGO: removal of duplicate or useless documents within a

determined file, during its formation or its use this action must

to be carried out in accordance with the existing rules and principles of the institution

documentary disposal matter.

12. What is a document classification chart and what is it used for?

It is the prioritization given to the documentation produced by each area or

dependence on an institution and in which the series are recorded

documentary subseries with their respective coding, grouping them by

the productive units or dependencies

 It serves to identify the codes by dependency, the series and subseries

documentaries produced or managed by each department and the types of

documents that contain each one

13. What are document retention schedules and what is their importance?

The Document Retention Schedule is a list of series and subseries with their

corresponding documentary types, to which the time is assigned

permanence at each stage of the life cycle of documents is a Tool

Dynamic Archival Science, therefore it requires continuous monitoring and

support from the agencies ensuring full identification and control of the

Relevant documentation for administration.

Its importance is based on:

It facilitates the retrieval of information.

2. Rationalizes documentary production.

3. It facilitates the control and access of the Documents.

4. Regulates the transfer of documents from the offices to the central archive.

5. It allows for the proper disposal without running the risk of

eliminate relevant documentation.

15. Explain the 5 stages of implementation and adoption of TRD for a

document management program

STAGE 1

PRELIMINARY INVESTIGATION ABOUT THE INSTITUTION AND SOURCES

DOCUMENTARIES

Compile the institutional information contained in legal provisions

related to the creation and changes of the organizational structure, organizational chart

in force, resolutions and administrative acts for the creation of functional groups and

manuals, apply the survey to the producers of the documents for

identify the documentary units that process.

STAGE 2

ANALYSIS AND INTERPRETATION OF THE COLLECTED INFORMATION

Analyze the production and documentary processing taking into account the functions

given the areas and the manuals, identify the primary values of the

bone documentation of administrative, legal, judicial, accounting, and tax aspects.

Forming the series and subseries with their respective documents establishes

the retention and permanence fields of the series and subseries in each phase

of file, central management and historical for rationalization, production and

guarantee of the protection of documentary heritage from the moment it is

final disposition, advance the documentary assessment, seeing in use, the

frequency of consultation and the regulations; determine the final destination whether

conservation or elimination.

STAGE 3

Preparation and presentation of the retention table

DOCUMENTARY FOR YOUR APPROVAL

The archive manager must prepare the retention schedule proposal.

documentary of the entity with the series and subseries of documents it processes

and manages each department, accompanied by an introduction and the

annexes that demonstrate the process and the criteria used in their preparation. The

The archive committee will take the necessary actions and will issue a record approving the

proposal. The general secretaries of the entities or those in charge

They will refer the draft document retention schedule to the appropriate area.

for evaluation and approval.

STAGE 4

APPLICATION

Approved the document retention tables by the competent authority, the

The legal representative will issue the administrative act that orders its application.

before the public servants of the entity; the archives unit will train
all public servants of the entity, for the application of the tables of

document retention, in turn will prepare the instructions that enforce and

normalize the organization of management documents and files and the

preparation of documentary transfers.

STAGE 5

FOLLOW-UP AND UPDATE OF THE RETENTION TABLES

DOCUMENTARY

The file unit of each unit will establish a schedule of

follow-up for the verification of the application of the TRD in the

dependencies and short-term improvement plan, to address the

modifications arising from changes in procedures, reforms

organizational and functions; the modification of the TRD that come out of

the follow-up must be evaluated by the archive unit and approved by the

archive committee.
 CONCLUSION

In this work, we saw the importance of retention tables.

documentary and the document management program that we must

employed as standard in the filing process stipulated by the archive

general of the nation and through the laws and stipulated articles

for this filing process both for the private company and for the

publish