Recommendations for implementing a document management program for the Federal Institute of Amazonas

Abstract

This paper presents the technical-scientific product resulting from the research developed within the scope of the Postgraduate Program in Document and Archive Management at the Federal University of the State of Rio de Janeiro. The general objective of this study was to propose recommendations for implementing a document management program for the Federal Institute of Amazonas (IFAM), aiming to collaborate with the archival practices adopted by the institution. A diagnosis of the institutional archival situation was conducted to verify which document management procedures are applied by IFAM's archival services and identify which ISO 15489:2018 and 30300:2016 guidelines can be applied in the institution, as good records management practices. As for the methodology, descriptive research with a qualitative approach was used. To carry out the diagnosis, it was decided to use a questionnaire with open and closed questions, to obtain information from the Rectory and the seventeen teaching units of the institute. With the analysis of the data collected, and based on good practices disseminated in international standards, five recommendations are proposed for the implementation of the IFAM document management program, namely: definition of institutional archival policy, designation of responsibilities, application of technical document management instruments, the constitution and dissemination of the permanent document evaluation committee and the preservation of archival documents.