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MACROPROCESS FOR DOCUMENT MANAGEMENT SUPPORT
DOCUMENT MANAGEMENT PROCESS
CHARACTERIZATION
PROCESS OWNER
Yenny Paola Gutierrez Meneses
Head of Archives and Correspondence
- Continuously improve process performance through the implementation of institutional best practices and the application of the mechanisms established by the University of Cundinamarca, with the goal of creating a smart university organization with heart and soul.
- Ensure an institutional environmental culture within the framework of its commitment to life-forming education, democratic values, civility, and freedom.
- Promote and ensure austerity commitments in the efficient use of materials and energy consumed by the strategic, core, support, monitoring, measurement, analysis, and evaluation processes of UCUNDINAMARCA.
- Ensure the understanding, evaluation, and compliance of current environmental legislation and regulations, as well as other requirements voluntarily acquired within the framework of the PIGA (Institutional Environmental Management Plan) and the University's Institutional guidelines.
- To promote the comprehensive protection of the physical and mental health of officials and contractors who contribute to the fulfillment of the institutional mission, through the prevention and control of occupational hazards.
- Identify the hazards, evaluate, assess, and intervene in the risks present in the processes developed by the University Community and other stakeholders, establishing the respective controls, with the purpose of avoiding and minimizing incidents, work-related accidents, and occupational illnesses that may arise as a result thereof.
- Manage risks with each process of the institution based on the confidentiality, integrity, and availability criteria of the Information Security Management System – ISMS information, starting from Information Asset Management, associated in Annex A of the ISO 27001 standard, for their treatment and mitigation, according to the prioritization of the criticality of the identified information assets.
- Implement and maintain the ESG-SSI-PL01 – Institutional Security and Information Privacy Awareness and Training Plan for the academic community in general, and for administrative staff and teachers in particular, for the appropriation and strengthening regarding policies, procedures, manuals, instructions, and guides on information security and privacy.
STAGES
1. PLAN
2. DO
3. VERIFY
4. ACT
OBJECTIVES
GENERAL OBJECTIVE
Contribute to a University Digital Government through the administration of the documents of the University of Cundinamarca, from their inception to their final disposal, through retention schedules, documentary appraisal, and documentary inventories, executing actions to keep the management, central, and historical archives updated.
SPECIFIC OBJECTIVES
1.Digitize the 60% for the linear meters identified in the document inventories during 2025.
2.Provide timely service under the 95% system for requests processed within the timeframe established in the ADOM001 Document Management Manual regarding archiving requirements during the 2025 term.
SCOPE
It begins with establishing the criteria for document production and filing in the correspondence office in physical and/or electronic media, through retention tables, documentary appraisal, single documentary inventory, and documentary transfer inventories, and ends with the location of the documents in the central or historical archive of the University of Cundinamarca.
PROCESS OPERATION POLICY
The operation of the process is inspired by the Rectoral Plan, the Quality Management System, and the Standard Internal Control Model – MECI; it is based on the Plan-Do-Check-Act continuous improvement cycle and compliance with current regulations.
| ENTRIES | PROCEDURES | EXITS |
| - Criteria for Document Standardization | ADOP01 – Document Production |
– Document Standardization |
| – Receive, verify, and register the documents | ADOP02 – Mail Reception and Shipping |
– Recording of incoming mail using the Document Management Software, and records of document distribution |
| – Debug, classify, and sort the documents according to the TRD | ADOP03 – Classification and Organization of Records Management |
– Management Files, organized according to TRD – Registration of documentary inventories |
| – Receive the documents and documentary supports that lost retention according to the TRD – Documentary inventory record |
ADOP04 – Receipt, Organization, and Storage of Documents in the Central Archive |
– Central Archive organized and digitized according to TRD – Registration of Box Labels – Records Transfer Inventory Log |
| - Procedure for the reception, organization, and storage of documents in the Central Archive, retention schedules (TRD), and documentary inventories | ADOP05 – Organization and storage of documents in the historical archive |
- Organized and digitized Historical Archive |
| – Procedure for receiving, organizing, and storing documents in the Central Archives – Documents to be eliminated according to TRD |
ADOP06 – Final disposal of documents |
– Archive Committee Minutes |
| – Document request – Request registration |
ADOP07 – Consultation and loan of documents |
– Response to users – Record of consultation and document loan |
| – Documentary transfers | ADOP10 – Documentary Transfers |
– Document Inventories - Transfer Record |
The Document Management Process monitors its activities on a quarterly basis by tracking the indicators of the Action Plan and the Management System.
It monitors the records of the University of Cundinamarca's Administration.
Advance continuous improvement actions through:
- Risk and Opportunity Management
- Improvement plans
- Opportunities for Improvement
Process ADO Documents
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Digital Operating Model
Digital Operating Model
Digital Operating Model
Digital Operating Model
