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Policy of electronic document management

Una Política de gestión de documentos electrónicos contiene orientaciones o directrices que define una organización para la creación y gestión de documentos auténticos, fiables y disponibles a lo largo del tiempo, de acuerdo con las funciones y actividades que le son propias. La política se aprueba al más alto nivel dentro de la organización, y asigna responsabilidades en cuanto a la coordinación, aplicación, supervisión y gestión del programa de tratamiento de los documentos a través de su ciclo de vida.

The Norma Técnica de Interoperabilidad de Política de gestión de documentos electrónicos (Opens in new window) aims to develop guidelines for the definition of electronic records.

The Guía de aplicación de la Norma Técnica de Interoperabilidad de Política de gestión de documentos electrónicos (Opens in new window)  sirve como herramienta de apoyo para la aplicación e implementación de lo dispuesto en la NTI; su contenido incluye tanto citas explícitas al texto de la NTI como explicaciones y contenidos complementarios a aquélla.

Policy models of electronic document management

  • The Policy model electronic document management (Opens in new window) aims to serve as a generic reference to the development of a policy for electronic document management National along the lines of Interoperability, following the provisions of the technical standard of Interoperability and to its proper Application guide.
  • The A model of management policy of electronic documents to local entities (Opens in new window) (PGD-eL) is the result of the work done by valencian organizations of the college of secretaries, conductors and Treasurers Left of the Local administration (COSITAL), association of engineering technicians of computer science at the Local Administration (ATIAL) and the group of archivists and technical expertise in management.
  • The Model B management policy of electronic documents to local entities (Opens in new window) (PGD-eL) prepared by the sub-working group of policy for the management of Electronic Documents for Local Authorities, established the working group of the document, Record and Electronic Archiving of the sectoral Commission E-government.

Both models A and B contain political orientation of models of local management, functional classification and documentary series that will enable the management of electronic documents of the municipalities, in the framework of the National Scheme of Interoperability, (ENI). In the interests of local entities, especially those smaller and more difficult to develop a policy for the management of electronic documents.

A continuación se recogen algunos ejemplos de políticas de gestión de documentos electrónicos que se han elaborado y publicado desde diferentes ámbitos de las Administraciones Públicas.

    General state administration

    Ministry of finance (2020)

    Policy for the management of electronic documents (PGD-e) of the ministry of finance. The Ministry of finance and public entities so decide. Its implementation in the ministry of Territorial policy and Public Service and the ministry of economic and Digital Transformation, who have participated in the work of drafting, it should be adopted by these departments. Given its global nature, can also be valid and applicable in the entities and public sector agencies to consider.

    Autonomous Communities

    The principality of Asturias

    Resolution of 22 march 2016, authorised by the presidency and Citizen Participation, which approves the management Policy Documents of the principality of Asturias. (BOPA 31 march 2016)
     

    The canary islands

    Order of 23 february 2015, which approves the management of electronic documents and electronic filing of the public service of the autonomous community of The Canary Islands (BOC of 27 february 2015)

    Catalonia

    ORDER CLT/172/2014, of 14 may, which approves the electronic document management and archiving of Generality of Catalonia

    Local entities

    Barcelona provincial council

    ANUNCI d'aprovació de la Política de Gestió Documental de la Diputació de Barcelona

    Universities

    University of Valladolid

    Policy for the management of electronic documents of the university of Valladolid. Document adopted at The governing council of 14 december 2016.

    Universidad de Murcia

    Policy for the management of electronic documents of the university of Murcia. The document adopted in Governing council of 13 february 2014.

    Other institutions

    General Meeting of the principality of Asturias

    Standards of policy for the management of electronic documents of the General meeting of the principality of Asturias

    Senate of spain

    Document management policy of the senate, adopted by the bureau of the senate in its meeting on april 28 2020.

    Examples of classification tables Local Entities

    Model de quadre de classificació d'ajuntaments i consells comarcals. Generalitat de Catalunya

    Table of various types of funds of Municipal Files. The group of the Madrid Municipal Archives

    Proposal for a table of various types of funds of Municipalities. Working group on Organization of Municipal Files

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