The digitization of documents has entered the information society intending to improve document management processes in organizations. The massive increase in electronic documentation and the decrease in paper documents made it necessary to develop and implement innovations and technological tools to support document administration and management.
“In companies, document custody increases the levels of security and conservation of information through strategic categorizations and prioritization. [1]
Managing the information of an organization is essential in optimization processes. Therefore the application of management strategies carries out the custody of files, technical disposal, and their storage of information in and out. “
A big challenge of innovation in Document Management is to optimize technical and repetitive processes through digital transformation. Therefore, the latest technological trends represented in the Cloud, Internet of Things, and Big Data, catch on value to have more computing capacity in less space, capture information, and disposed of it to be consulted quickly.[2]
It is necessary to develop apps and platforms to support the Document Management process with just one click. Information-based supports for the decision-making process is a fundamental aspect of today’s organizations. Therefore, it is why having up-to-date and accurate information on time makes a difference in the evolution of the Document Management process.
“At Thomas MTI, we have Document Management solutions that allow:
• Manage electronic and physical documents.
• Incorporate good practices and legislation on archives.
• Manage the entire life cycle of the document.
• Automate and control the execution of tasks.
• Consult the complete business file via the web.
• Support the front and middle office processes in digital documents with legal and evidentiary validity.
This platform, developed in 2010, has been applied to public and private entities in the country, being an essential and innovative tool for Document Management.”Data exchange using innovative tools such as digitization, digital signatures, chronological stamping, and e-signatures, strengthens and optimizes technical and legal risks, preventing duplication and alteration of documents, thus guaranteeing the best practices in Document Management.
“Bibliography
1. ATS Gestión Documental. “La custodia de documentos y su impacto en la empresa”. 2018. https://atsgestion.net/custodia-de-documentos/
2. Asociación venezolana de gestión de investigación y desarrollo. “Big data y el camino a la inteligencia artificial autonómica”. 2015. Conference paper, https://www.researchgate.net/publication/280831592
3. Grupo adapting “Adquisición, implantación y mantenimiento del software abox-ecm para la gestión documental electrónica de entidades públicas y privadas” Memoria técnica del producto. 2021 https://www.adapting.com/wp- content/uploads/2021/06/memoria_tecnica_abox-ecm.pdf
4. S. J. Rosas, J. E. Estrada. “Metodología UML”. Diseño de un sistema de gestión documental y prototipo del módulo de migración para preservación de los documentos. 2018. https://repository.unad.edu.co/bitstream/handle/10596/38052/cvramirezc.pdf?sequen ce=1&isAllowed=y
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