Estrategia de implementación de un sistema de gestión de documentos electrónicos de archivos SGDEA para la Universidad Distrital Francisco José de Caldas
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Through recent visits to monitor compliance with archival regulations made to the District University by the Bogotá Archive, the backlog, and outdated document management was evidenced, which is configured from outdated archival instruments and tools, and in some cases non-existent, as is the model of these requirements for the management of electronic records, which is used for the management and administration of. Another example of tools is the inexistence of correspondence management policies, document transfers, information security, among others. It causes the breach of archival regulations at the District and National level, such as Agreement 060 of October 30, 2001, Decree 1080 of 2015, Decree 514 of 2006, which are in charge of regulating the administration of the documents in public entities. This has generated an increase in the costs of storage and custody of the documentation, as well as administrative delays due to the long times used for its search and consultation; on the other hand, the indiscriminate production of negative physical and electronic documents associated with the limitations of knowledge transfer and ignorance of institutional history. To address the set of problems mentioned above, one of the suggestions resulting from the findings in the visits was the inclusion of a technological solution such as the Electronic Document Management System EDMS. This project focuses on establishing the appropriate strategy for both the acquisition and implementation of the software for the District University within the framework of updating and modernizing document management. In this strategy, the parameters and guidelines that must be followed once this software is acquired were carried out, when carrying out this implementation a large part of the solution to both physical and electronic document organization is covered with the University account from its creation to date. It also addresses the chapters that are based on establishing annual phases for the implementation of this computer solution through the 22 processes that the institution has in the integrated quality management system. As a result of the implementation of the EDMS, the economic benefits that the District University can obtain are raised due to the reduction in the consumption of paper, stationery items such as boxes and folders, reduction in storage costs, the fraction of labor used in processing processes, the document management, and finally the orientation towards compliance with archival regulations, which not only includes avoiding financial penalties but also allows the District University to modernize its missionary processes and provide a better user experience to society.