Components of the document management policy

Records management is a very important tool within the company itself. For this function, it is necessary to have a person qualified in this area. This person is in charge of controlling and storing all the company’s information files.

The archivist is an essential figure to keep all the documentation in an orderly manner. He/she guarantees the preservation of documents, making sure that they are always available when needed. This task of safeguarding the documentary heritage of the company or the Administration is fundamental. But the archivist also performs other tasks:

Another important point that we can mention is that the professional who is in the archive, has to have the knowledge of General Data Protection Regulation. The conservation and privacy of documents has become more protected, without forgetting the conservation periods, which are also important.

Why is records management important?

File management avoids the loss of documentation and data, since all files are identified according to established patterns and integrated in the same system. … Document management systems also make it possible to monitor access control and file security.

What is a document management policy?

A document and archive management policy can be defined as a declaration of intent that sets out the main lines of action and the objectives that an organization wishes to achieve in relation to the management of the documents it produces or receives in the exercise of its functions and activities….

Read more  What is a Invacuation?

How to create the Document Management Policy?

The Document Management Policy begins with the planning and production of physical or electronic documents and ends with their long-term conservation or preservation, in accordance with the process operation model and the Entity’s functional and mission scheme.

Document management policy pdf

The document management policy in the Colombian State, according to Article 6 of Decree 2609 of 2012 should be understood as the set of guidelines established by an entity to have a clear conceptual framework for the management of physical and electronic information, a set of standards for the management of information in any support, a general methodology for the creation, use, maintenance, retention, access and preservation of information, regardless of its support and means of creation, an information and document management program, an adequate articulation and coordination between the technology areas, the Archive office, the planning offices and the information producers.

What is one of the components to formulate a Document Management Policy?

IDIGER’s Document Management Policy recognizes the following as document management processes: Planning, Production, Management and processing, Organization, Transfer, Disposition of documents, Long-term preservation, Valuation.

What are the advantages and disadvantages of document management?

The main advantage of document management and file organization is the security of the information in the event of loss, misplacement or destruction of the original. However, to ensure that our copies are really protected, we must keep them in another place.

How does efficient records management benefit my company?

Workflow improvement

Documents are usually sent from the company to third parties and from one department to another within the company. … A well-planned and efficient document circulation can significantly speed up business processes and improve their quality.

Importance of document management in public entities.

Now let’s move on to other aspects, for example, can you identify the amount of information you need to research in order to come up with business growth strategies? Well, when you think about it and imagine it, you notice how big and complex the whole document issue can be for a company, organization or entity.

Read more  What legislation is prevent duty from?

This only shows us once again that, without a doubt, we live in the era of information, both produced and received. So, if just thinking about document production was complicated, now imagine controlling it, categorizing it, storing it, archiving it and purging it. It is at this point where the importance of document management in Colombia takes on a leading role, since it is responsible for providing solutions and applying effective solutions to all of the above.

What are the archiving policies?

The archives policy will promote the social appropriation of documentary heritage, through the implementation of programs and projects at national and regional level related to processes of valuation, reflection, research and knowledge of documentary heritage, which encourage the active participation of the public and private sectors.

Which standard mentions the 8 processes of document management?

Article 22 of Law 594 of 2000, understands document management within the concept of total archiving, which includes processes such as the production or reception, distribution, consultation, organization, recovery and final disposition of documents.

What is the document management model?

The Document Management Model is a reference framework to implement and maintain an adequate, transparent and reliable document management in a public entity. … This model is based on the ISO 30301 standard, which provides a series of requirements for implementing a document management system.

Importance of records management

Archives are vital and more than necessary for individuals, organizations and society in general because without them they would have no past and no future. They would live from day to day without any knowledge of their actions or those of others. Everyone wants to know their history and claims to be informed and documented, but not everyone pays the interest that archives deserve to get this knowledge.

Read more  What defines gross misconduct?

Archives are necessary in society because they promote knowledge, safeguard and preserve our memory, disseminate our historical heritage, provide access to citizens, guarantee data protection and intellectual property, promote historical and scientific research, support the documentary management of organizations, support transparency and accountability, and provide agility in locating information?

Is it possible to ask for anything more? Yes, but not from the archives, but from the governments… and that is to give them more consideration. Greater consideration that the International Council on Archives (ICA) seeks through the Universal Declaration on Archives. A Declaration that was drafted in September 2010 and adopted by UNESCO in November 2011.