TECHNICAL STANDARDS

NTC 4095: General standard for archival description.

NTC 4436: Information and documentation, paper for archival documents, requirements for the
permanence and durability.

NTC 5029: Standard on file measurement.

NTC 5238: Standard on reprography.

NTC 5421: Micrography measurement of microfilm density.

DECREES

Decree 998 of 1997. Regulates the transfer of historical documentation

from the national files of the central sector of the Executive Branch.
Decreto 1748 de 1995. Archivos laborales informáticos. (Artículos 1, 47,49 y 62).
 Decree 2150 of 1995. Eliminates authentication of original documents and use of
stamps, prohibits among others: requiring copies or photocopies of documents that the
entity has in its possession; prohibits public entities from limiting the use of
technologies for the documentary archiving by individuals. Authorizes the
use of electronic filing and data transmission systems (Articles 1, 13,
16, 18, 19, 26 and 29.
Decree 1382 of 1995. Document retention schedules and transfers to
General Archive of the Nation by entities of the national order of the central sector
from the Executive Branch.
Decree 1584 of 1994. Documentation and information strictly
indispensable. Paragraph, Document preservation, registry of proponents
Chamber of Commerce.

Decree 2274 of 1988. Inventory of documentary heritage and authority of

inspection of files. (Articles 1 to 5).

DOCUMENTARY MANAGEMENT SIMULATION QUESTIONS

1. Law 734 of 2002, chapter 34, sections 4 and 5 are responsible for defining custody, care,
cumplimiento, confidencialidad, protección de archivo

2. The archival organs of an organization and of Colombia are: archive committee, committee
file evaluator, district file, general archive of the nation.

3. Document management program: Set of administrative and technical activities

tending towards the planning, management of the organization of the documentation produced or
received by the entities from their origin until their complete elimination.

[Link] are classified as simple and compound according to their use and utility.
(TRUE)

5. documentary subseries: It is the set of documentary units that are part of a

serie documental, por ejemplo: órdenes de compra

The supporting documents are: informative documentation, auxiliary that receives or prepares.
a dependency and facilitates administrative management.

The termination or deletion of documents occurs only when the deadline expires.
established in the document, a document is produced that nullifies the previous one, it disappears
physical object that accounts for the existence of the file; when it is conventionally established the
completion date. (TRUE)
 8. Primary transfers are the referrals of basic files to management.
central file for its precautionary conservation, and is related to documents whose
usage frequency has decreased.

9. Document management: Process that generates lower costs due to reduction of

paper, ease of handling, greater transfer in the general file, greater productivity
from the different areas of the organization.

10. The types of files considering the life cycle of documents are: files
management, central archive, historical archive

11. The fonds is the entirety of the documentation produced and received by an institution or
personal and is classified as open, closed, mixed

12. The General Archives Law is Law 594 of 2000

13. When a file reaches the end of its useful life, it is deleted.

14. The activity that regulates archives in Colombia is known as AGN.

15. The documents that are not deleted are known as Historical.

16. The office files are known as Management File

DECREE 2609 OF 2012

CHAPTER III
The Document Management System

Article 16. Generalities of the document management system. Public entities must
to have a document management system that allows.

a) Organize physical and electronic documents, including their metadata through tables
of document classification.

b) Establish retention and destruction deadlines for information and documents

electronic records in documentary retention tables (TRD) and valuation tables
documentary (TVD).

c) Carry out partial or complete elimination processes in accordance with the established timelines in
the TRD or TVD.
d) Ensure the authenticity of archival documents and related information (metadata) to
throughout the document lifecycle.

e) Maintain the integrity of documents, through documentary groupings, in series and

subseries.

f) Allow and facilitate access to and availability of archival documents by

citizenship and of the entity itself, when required.

g) Preserve the documents and their documentary groupings, in series and subseries, in the long term
deadline, regardless of the technological procedures used for its creation.
DATA PROTECTION LAWS: LAW 1273 OF 2009 AND STATUTORY LAW 1581 OF 2012

Article [Link] of Decree 815 of 2018, among which are "Proposes strategies to
achieve or exceed the expected results" and "Manage resources to improve productivity and
take necessary measures to minimize risks.

DECRETO 29 DE 2015
(January 14)
By which the process of delivery and/or transfer of the files is regulated
public of the entities that are eliminated, merged, privatized or liquidated; it is developed the
article20from Law 594 of 2000 and the article39from Decree-Law 254 of 2000 and other provisions are issued
provisions

ARTICLE 20 LAW 594 OF 2000

The public entities that are abolished or merged must deliver their files to the entities
that they assume their functions in the ministry or entity to which they have been assigned or linked.

PARAGRAPH. Public entities that are privatized must transfer their documentation.
historical to the ministry or territorial entity to which they have been assigned or linked.

Law 594 of 2000. By means of which the General Archive Law is issued and other provisions are enacted.
provisions.

Law 594 of 2000 in its Article 22. Archival Processes establishes that the management of the
documents within the concept of Total Archive, include processes such as production,
reception, distribution, consultation, organization and the recovery and final disposal of the
documents.

Law 594 of 2000, in its article 23: Formation of archives, establishes that taking into account the
vital cycle of documents, files are classified into Management Files, Central Archive and
Historical Archive.
The General Archive of the Nation in development of Law 594 of 2000 – General Archive Law,
Title XI, Document Conservation, Article 46, establishes that 'The archives of the
Administración Pública deberán implementar un Sistema Integrado de Conservación en cada una
of the phases of the life cycle of documents

Public file. Set of documents belonging to official entities and those that
derived from the provision of a public service by private entities.

Private file of public interest. Those which, due to their value for history, research,
Science or culture is of public interest and declared as such by the legislator.

Total file. A concept that refers to the comprehensive process of documents in their life cycle.

Archive document. Record of information produced or received by a public entity or

private due to its activities or functions.

Archival function. Activities related to the entirety of archival work that

It encompasses everything from the creation of the document to its deletion or permanent preservation.

Document management. Set of administrative and technical activities aimed at the

planning, management, and organization of the documentation produced and received by the entities,
from its origin to its final destination, in order to facilitate its use and conservation.

Documentary heritage. Set of documents preserved for their historical or cultural value.

Documentary support. Media in which the information is contained, according to the materials
employees. In addition to the existing paper files, the audiovisual, photographic files,
filmic, computer-based, oral, and sound.

Document retention schedule. List of series with their corresponding documentary types.
which assigns the duration of stay at each stage of the life cycle of documents.

Original document. It is the primary source of information with all the traits and characteristics that
they allow to guarantee their authenticity and integrity.

THE INTEGRATED CONSERVATION SYSTEM is the set of 7 plans, programs,

strategies, processes, and procedures for digital preservation, under the concept of total archiving,
according to the 'Guide for the Preparation and Implementation of the Integrated Conservation System', of
National Archive, page 13. For the elimination of documents, the following must be applied
Documentary Valuation Tables

THE TRANSFERS OF DOCUMENTS OF TOTAL OR PERMANENT CONSERVATION

they will be done at least every 10 years at the General Territorial Archive, according to article 12, numeral 1,
of Decree 1515 of 2013. In addition, the documents that are transferred should not be the ones that are
they are going to eliminate.

DECREE 1515 OF 2013

TÍTULO IV

PROCEDURE FOR CARRYING OUT DOCUMENT TRANSFERS

PERMANENT CONSERVATION
Article 12. General guidelines. For the secondary transfer of the documents of
files declared for permanent preservation to both the National Archive and to the
territorial general files, the following guidelines must be followed:

1. The transfers of documents of total or permanent preservation will be made at least

every ten (10) years; a shorter period may be established by prior agreement between the
entities and the General Archive of the Nation or the General Territorial Archive, as the case may be.

2. The entity transferring the documents must present them to the National General Archive or the
General Territorial Archive a plan for documentary transfers in accordance with the
procedures and regulations established by the General Archive of the Nation.

3. The entity transferring the documents must provide a technical report detailing the
technical processes of evaluation and selection applied to the documents to be transferred.

4. The documents whose transfer is to be carried out must meet criteria of

archival organization, following the principle of provenance, original order, description and
integrity of funds. In any case, the transfers must be carried out with strict
application of the retention schedules by documentary series, and must include both the
physical files, as well as electronic and hybrid.

[Link] by art. 3, National Decree 2758 of 2013. Lthe transfer of documents must
also include the delivery to the General Archive of the Nation or to the other General Archives
mentioned in this decree, of the following elements:

a) A physical and electronic inventory of the documentary series and the files to
transfer

b) The database with the description of the documents to be transferred, which must comply with the
International Standard for Archival Description (ISAD);

c) Copy of the technical media (Digital, optical, microfilm, etc.), when this procedure is
have been established in the respective TRD or TVD; these means must have a description of their
content

d) The General Archive of the Nation will regulate the corresponding technical aspects of this.
literal.
Agreement AGN 006 of October 15, 2014 DOCUMENT CONSERVATION
 DOCUMENT MANAGEMENT
Regulated by National Decree 2609 of 2012
ARTICLE 23. File formation. Taking into account the life cycle of documents, the
files are classified into:
a) Management file. It includes all the documentation that is subject to continuous use and
administrative inquiry by the producing offices or others that request it. Its circulation or processing
It is carried out to respond to or resolve the initiated matters;
b) Central file. In which documents transferred from the different archives are grouped.
management of the respective entity, whose inquiry is not so frequent but continues to have
validity and are subject to consultation by the offices themselves and individuals in general.

c) Historical archive. It is the one to which documents are transferred from the central archive.
permanent conservation file.

ADMINISTRATIVE ACTS DOCUMENT MANAGEMENT

• Agreement 012 of 1998 "By which the Document Retention Schedule is approved"
presented by the Administrative Department of Public Function - DAFP" before the
National Archive.
• Resolution 596 of August 4, 2016 'By means of which the update is approved'
of the Document Retention Tables (TRD) of the Administrative Department of the
Public Function
• Resolution 536 of 2017 " By which the Document Valuation Tables are approved (
TVD) of the Administrative Department of Civil Service (Today Administrative Department
from the Public Function) and the National Fund for Social Welfare.

FILE CONSERVATION

• Integrated Conservation System - SIC: The Institutional Archives Plan of the Function
Public-PINAR is a planning tool for archival work, which determines
important elements for the Strategic and Annual Planning of the Management Process
Documentary and complies with the guidelines of the National Archive.
current regulations regarding the administration of documents.

DOCUMENTARY ELIMINATION

In compliance with the paragraph of article 25 of Decree 2578 of 2012 and article 15 of
Agreement 004 of 2013, in this section the inventories of the documentation that has been published are included.
fulfilled with the retention time established in the Document Retention Table and are subject to
of elimination.

Agreement No. 004 of April 30, 2019 (Article 22)

Article 25. Decree 2578 of 2012 Elimination of documents. The elimination of documents
The file must be supported by the legal or regulatory provisions that govern the
particularly, in the documentation retention tables or the documentation valuation tables with the
due technical, legal, or administrative support, and noted in technical concepts issued
by the Internal Archive Committee or by the General Archive of the Nation, when it has been elevated
consult this last one.
Paragraph. The elimination of archive documents, both physical and electronic, must
to be included in the Elimination Minutes, specifically indicating the names of the series and of
the files, the dates, the volume of documents (number of files) to be deleted, thus
like the data from the administrative act of approval of the respective retention table or
documentary evaluation; said Act must be signed by the authorized officials in accordance
with the internal procedures of the entity and published on the website of each Entity.

AGREEMENT 39 OF 2002

(October 31)

By which the procedure for the preparation and application of the Tables is regulated
Document Retention in the development of Article 24 of Law 594 of 2000.

THE BOARD OF DIRECTORS OF THE NATIONAL ARCHIVE,

in exercise of the powers conferred by Law 80 of 1989, Law 489 of 1998 and Law
General Archive 594 of 2000,