1 - PRÁCTICAS DE ARCHIVO

Summary

This video script introduces the concept of document life cycle management within an organization, highlighting the stages from document creation to its eventual disposal or permanent archiving. It emphasizes the importance of document classification, proper maintenance, and retention according to organizational guidelines. Key actions include depuration (removing unnecessary elements like paperclips), classification, and adherence to retention schedules. It also touches on the three stages of document archiving: management, central, and historical archives, and provides practical tips for preserving document integrity during handling.

Takeaways

• 😀 The document lifecycle includes stages like creation, reception, temporary conservation, and permanent archiving.
• 😀 The 'Ciclo Vital del Documento' is essential to understanding how documents are handled throughout their life.
• 😀 Stage 1: 'Archivo de Gestión' involves active documents that are frequently accessed and used by various departments.
• 😀 Stage 2: 'Archivo Central' stores and conserves documents received from different departments.
• 😀 Stage 3: 'Archivo Histórico' preserves documents of cultural, historical, or scientific significance for the nation.
• 😀 Depuración involves cleaning documents by removing fasteners and checking their legibility and condition.
• 😀 Documents should be cleaned with a white cloth or bread crumbs to ensure they remain in good condition.
• 😀 Documents must be classified based on the retention tables specific to each department's requirements.
• 😀 Certain documents, such as photocopies or supplier lists, should not be part of the retention process.
• 😀 Proper document management ensures documents are available for reference while preserving their integrity over time.

Q & A

What is the main goal of the document management process described in the script?

The main goal is to sensitize and familiarize employees with the proper functioning and good administration of the files and documents generated by various departments within RTVC.

What is the 'document life cycle' mentioned in the script?

The document life cycle refers to the stages through which documents pass, from their creation, receipt, and temporary conservation to their eventual elimination or transfer to a permanent archive.

Can you name the three main stages in the document life cycle?

The three main stages are: 1) Archive of Management, 2) Central Archive, and 3) Historical Archive.

What happens during the 'Archive of Management' stage?

During this stage, documents generated by different departments are stored. These documents are usually linked to the retention schedules (CR) of each department and are frequently accessed for consultation and use.

What is the role of the 'Central Archive' in the document life cycle?

The Central Archive is responsible for storing and conserving the documents received from each department.

What is the purpose of the 'Historical Archive' stage?

The Historical Archive preserves documents that have cultural, research, and scientific value for the nation.

What are the key tasks involved in the 'depuration' of documents?

Key tasks in depuration include removing paper clips or staples, ensuring the documents are legible (making copies if needed), cleaning the documents with a soft, dry cloth to remove dust, and using a bread eraser to clean dirt marks. It’s important to avoid eating while performing these tasks.

What does document classification involve?

Document classification involves organizing documents based on criteria that reflect the functions and activities of the entity, using the retention schedule as a reference. Documents are then either sent to the Central Archive or managed based on their type of retention.

What should you do if your documents do not have a retention schedule?

Documents without a retention schedule, such as photocopies of resolutions, informational dossiers, supplier lists, legal texts, and commercial catalogs, should not be part of the main document management process and should not be classified for retention.

How does the retention schedule affect the management of documents?

The retention schedule guides how documents should be handled, determining whether they belong in the management archive, should be transferred to the central archive, or whether they have any special considerations for preservation or disposal.