Diagnóstico preliminar e organização de arquivos: estudo de caso em uma Instituição Pública Estadual

Abstract

This work was proposed with the aim of substantiating the document management process of a state public institution in Minas Gerais. To that end, a preliminary diagnosis was carried out on part of the digital files and a study was conducted to develop a classification framework that would support the construction of a structure for organizing digital documents and files on Google Drive. The methodology used was applied research, employing a Case Study strategy based on document research and a qualitative approach. The literature review provided the basis for the research development and brought preliminary knowledge for future document management actions. Furthermore, the work allowed for the development of a classification scheme that, after analysis with the team of employees, will enable the organization and sharing of digital documents and files. The results indicated that, as is the case in many Brazilian institutions, the adoption of empirical criteria prevails over the principles of archival science, highlighting the need for training in technological tools and archival issues. Finally, as an intervention, it is proposed that the State Department of Education invest in continuing education courses on document management or related subjects, the development or acquisition of AI systems, and the hiring of qualified personnel with specific training in archival science. These investments will enable the implementation of document management practices based on archival principles and fundamentals, making public service more effective, efficient, and impactful.

Keyword: preliminary diagnosis of files; files organization; document management.