Gestão de processos físicos: estudo de caso na unidade jurídica de uma secretaria de estado de Minas Gerais

Abstract

The present work aims to contribute in the transformation of the concept of an archive as merely a collection of documents which, regardless of their nature or medium, are gathered through accumulation over the activities of individuals or legal entities, whether public or private. In the current context, the management of public archives faces significant challenges related to the costly hiring of specialized companies, a deficit in suitable physical space, and disorganization in document production. The search for locations to store records from the public sector results in extra expenses such as rent and management, preservation, and organization services. The objective is to suggest changes in the accumulated archives within work sectors that encounter difficulties in disposal due to attachment, with efficient deadline management and the application of appropriate retention schedules that reflect reality. In general, physical documents face challenges such as limited lifespan, occupied space, risks of damage, and high maintenance costs. The hiring of qualified personnel and appropriate committees for document management is crucial, to monitor deadlines and document ages, including those with probative value, optimizing archive management, workflow, and generating service improvements. In this case study, data collection and interviews were conducted with the document management coordination in order to understand the process of receiving and classifying documentation; the process of distribution for archiving or disposal and to identify suggestions for improvement. For the set of proposed suggestions and potential outcomes, it was found that transitioning to the Electronic Information System (SEI) is positive and requires meticulous validation of the attached documents. The digitization of physical documents and their fate, as well as storage and maintenance costs, can be a beneficial investment, ceasing to reflect the exponential production of records, similarly avoiding environmental and biological issues that threaten preservation. Experts in the field can ensure integrity and accessibility of physical processes, in compliance with standards, resulting in efficient management, optimizing the utilization of physical spaces and preventing the accumulation of dust and mold, contributing to the better health of employees. Ultimately, strategic approaches from the public sector are essential to overcome these challenges and promote efficient document management.