Avaliação arquivística: requisitos para valoração e destinação de documentos no âmbito da administração pública estadual

Abstract

The work presented here had as its object the appraisal of records carried out from the perspective of the documentary form as opposed to the appraisal of records from the perspective of “subjects”, in the context of the Brazilian State Executive Branch. An attempt was made to reflect on appraisal as an archival function and its application in Brazil and in other countries. The objective was to conceptualize and analyze the appraisal as an archival function applied to archival records, based on the document form and the subject, carrying out an in-depth study on the methods and ways of using each type of approach, aiming to obtain as a result the definition of which one has more potential from a defined reality. The study was carried out based on the analysis carried out in the schedule disposal produced within the scope of the Recors Management Programs of the states of Rio de Janeiro and Minas Gerais. The choice to assess the use of management instruments in these two perspectives is due to the need to contribute to the public archives of the state Executive Branch and to the archivists, regarding the importance of deciding on an applicable methodology, already at the moment of conception management instruments, especially the document temporality table. The choice of the states of Rio de Janeiro and Minas Gerais is justified by the fact that the first has the documentary form as the guiding principle of the series and the second follows the principle based on the “subject”. The development of the project was carried out through the analysis of concepts and uses presented in the national and international bibliography, on evaluation in the scope of record management, schedule disposal, as a product of the evaluation, document series, subjects and document forms, in the in order to prepare a substantiated literature review. A comparative case study was adopted aiming, from comparable elements, to obtain data on the characteristics of the appraisal process in each of the files selected for the research. It was analyzed how the bodies selected to carry out the research carry out the appraisal and selection of records, what they understand as document evaluation, the reason for the methodological choice by document form or “subject”, and the result of these choices in the practice of the process appraisal. Documentary research was then applied, searching documents published and produced by archival institutions in Rio de Janeiro and Minas Gerais, such as schedule disposal, public notices and lists for the elimination of public records, Records Management Manuals, information on the production of instruments and their use in the selection of records. Although its appearance in archival science is not new, not even in Brazil, the use of the documentary form as a basis for determining documentary series should become the rule and not the exception, and the “subject”, and the miscellany generated from it, should have its use reduced until it is no longer considered practical in the development of archival tasks. The document form used as a parameter to define the series demonstrated its ability to contribute to an appraisal process closer to objectivity, especially when compared to the “subject”.