ELECTRONIC DOCUMENT MANAGEMENT SYSTEM FOR ARCHIVING – SGDEA
There is a school of archiving and document management, standardization committees, national and international standards (ISO, CEN, AENOR, etc), functional requirements for information systems (Moreq, ICA, DoD 5015, etc) that instruct us in the proper management of information and archives.
The standards of the ISO 30301 family allow the implementation of a standardized model of management system for documents in any type of organization. Complying with legal requirements, optimizing processes and resources, or facilitating the creation and control of reliable, authentic, complete and usable documents are just some of the advantages of electronic archive management with SGDEA.
A DMS is the software or program designed to manage electronic documents that want to be preserved in the medium and long term. It may consist of a specialized module, several integrated modules or a combination of several types of software. The Electronic Document Management System (EDMS) is usually integrated with, but appropriately differentiated from, an Electronic Document Management System (EDMS), the latter being responsible for managing electronic documents in their broadest sense, which are not necessarily archival but could become archival.
For documents to have evidentiary value, tools are needed to preserve them and make them available for use. SGDEAs ensure that the authenticity, reliability and accessibility of documents are maintained and maintained over time. But it is not all technology: entities must establish, document, maintain and promulgate archival document management policies, procedures and practices that ensure that it meets their needs for information, evidence and accountability.
These policies will define the management model, the characteristics of the system, the functionalities that it must comply with, the guidelines, principles, policies and regulations, as well as the functional requirements of the electronic document archive management applications (SGDEA), which guarantee the standardization and correct management and conservation of electronic archive documents during the periods established in the Document Retention Tables (TRD).
PROCESSES MANAGED BY A SGDEA
Electronic archiving projects focus on the classification, safeguarding and preservation of documentary evidence (records), so their focus is not on a general management of corporate processes, but towards the implementation of a professional document management system.
An electronic archiving document management system should provide functionalities to cover the following typical management processes:
- Planning and Valuation of documents
- Document production and format standardization
- Reception, addressing and organisation (official register)
- Distribution of documents to competent authorities
- Classification of documents by generic dossiers
- Consultation of documents, including search and retrieval
- Retention of documents on file
- Transfer and Final Disposition
- Long-term preservation
- Monitoring of Documentary Management and indicators.