Document types and the general administrative procedure for document management in digital government

Abstract

It is just as incorrect to call an unorganized and undescribed collection of documents an Archive,  making  it  impossible  to  quickly  identify,  retrieve,  and  consult  the information contained therein, despite being in appropriate physical environments. It is also incorrect to call a digital space a document management system where, even when developed with the latest technology, information assets accumulate without proper parameterization because of ignoring the application of archival processes and procedures appropriate to the corresponding technological means. Without a metadata framework that represents Document Valuation, which in turn guarantees the authenticity, integrity, reliability, availability, and usability of documents, as established by the Digital Government Regulations and required by the principles of general administrative procedures, it is impossible to ensure not only the long-term security of information but also governance, transparency, and accountability, as well as confidentiality aimed at protecting personal data and national security. Incorporating archival science for proper document management that ensures long- term access to information involves equating each traditional archival process and procedure to the electronic environment, starting with the simple documentary piece, that is, the documentary type, which has its specific function of forming the files during the processing of each administrative procedure. These files must be safeguarded according to previously established retention periods as evidence of citizen rights.