DOCUMENTS MANAGEMENT

The Document Management is a safe and efficient way for companies to stand out from your competitors and also for those who wish to gain ISO 9001 certification.

 

The document management process should establish technical standards and procedures for the production, processing, classification, evaluation, use and archiving of the documents throughout their life cycle, defining terms of guard and its final destination.

 

METHODOLOGY

 

  • Evaluation – It is the qualitative analysis of the documents to identify the document values (eg administrative, probative, historical, informative, investigative) and determine its life cycle;

  • Organization and archiving - Define the Plan of Classification for recovering, identification of document types, the control the vocabulary and assign the codes for classification;

  • Reproduction - Determine reproduction criteria aiming the preservation of the original document for permanent custody and the replacement of the physical documents by microfilm or digital;

  • Work Flow - Check the document flow through a Matrix of Responsibility;

  • Table Temporality Document – Define the period of the documentation guard to ensure the safe disposal of physical and digital information.

 

ADVANTAGES

 

  • Quicker retrieval of information;

  • Optimizing the use of space, equipment and human resources;

  • Streamlining and reduction of costs of the organization in relation to the conservation of the documentation;

  • More security on decision making.

 

BENEFITS

 

  • The application of the record management allows that the document be classified at the time of its production, with periods of custody, destination and physical location pre-defined, eliminating the uncontrolled accumulation of documents; 

  • The management tool applied to the documentary mass allows the careful elimination and release of physical space, ensuring better retention of permanent custody documents; 

  • The recognition of Document Management as a discipline whose mission is to safeguard the records and disseminate the information.