Metodologias de gestão de documentos em instituições de ensino superior brasileiras: uma revisão sistemática de literatura

Abstract

The growing volume of documents in the daily life of the Institutions of Higher Education is notorious and has demanded effort and dedication of the servers to have a minimum organization focused on the recovery and access to the document collection. This context highlights the urgency of implementing a Document Management methodology that enables the organization of these documents, in a standardized and functional way. A document management methodology consists of a set of necessary procedures to enable the organization of documents, map the document flow and consequently facilitate the management and the occurrence of its business processes. This research aims to map the uses and applications of Document Management methodologies in Brazilian Higher Education Institutions, from a Systematic Literature Review. More specifically, (i) to describe the Document Management Methodologies mapped, in order to analyze the uses and applications in Brazilian Institutions of Higher Education; (ii) to define the essential characteristics of a Document Management Methodology and (iii) to define the key concepts linked to Document Management in order to contribute to the terminological standardization of the area. For the theoretical foundation, definitions and characterizations of concepts were used such as: Document, Document archival, Document Management, Information Management and Document Management Methodologies. In methodological terms, this research is characterized as descriptive, adopts a qualitative and quantitative approach and presents a basic and exploratory nature, being applied, as for the technical procedures, a Systematic Review of Literature. In general, it was verified that, although constituted by a small number of publications, the sample presented itself in a diversified way, with studies under different approaches, authors in collaboration, applications in different institutions in Brazil, with predominance of the South and Southeast regions, and it was evidenced the increase in the number of researches developed over the years. The results revealed the existence of 18 document management methodologies, which were grouped into four categories: technological, managerial, document treatment, metric and mixed. The evidence indicated that these methodologies manifest themselves through isolated initiatives, with initial suggestions and involving different tools and fundamentals, under an interdisciplinary approach. We conclude that the theme is relatively new and the proposals of existing methodologies are incipient. However, the proposals may indicate subsidies for the development of more robust and complete methodologies, capable of representing the contexts of Higher Education Institutions and to be replicated in institutions of another nature, in various institutional spheres.