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Policy of electronic document management

A policy for the management of electronic documents contains guidance or guidelines defined by an organization for the creation and management of genuine documents, reliable and available over time, in accordance with the functions and activities of its own. The policy was adopted at the highest level within the organization, and assigns responsibilities with regard to coordination and implementation, monitoring and management of treatment of documents through their life cycle.

The Technical Standard policy of interoperability of electronic document management (Opens in new window) , tiene por objeto establecer las directrices para la definición de políticas de gestión de documentos electrónicos.

The Guide to enactment of the technical standard policy of interoperability of electronic document management (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 Modelo B de política de gestión de documentos electrónicos para entidades locales (Opens in new window) (PGD-eL) elaborado por el Subgrupo de trabajo de Política de Gestión de Documentos Electrónicos Tipo para Entidades Locales, creado en el Grupo de trabajo de Documento, Expediente y Archivo Electrónico, de la Comisión Sectorial de Administración Electrónica.

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.

Below are some examples of policies of electronic document management which have been developed and published a variety of fields of public administrations.

    General state administration

    Ministry of finance (2020)

    Política de Gestión de Documentos Electrónicos (PGD-e) del Ministerio de Hacienda. De aplicación en el Ministerio de Hacienda y en sus entidades públicas que así lo decidan. Su aplicación en el Ministerio de Política Territorial y Función Pública y en el Ministerio de Asuntos Económicos y Transformación Digital, que han participado en los trabajos de elaboración, deberá ser aprobada por dichos departamentos. Dado su carácter global, también puede ser válida y de aplicación en las entidades y organismos del sector público que así lo consideren.

    Autonomous Communities

    Community of navarre

    Agreement of the government of navarre, 16 december 2020, which approves the management policy of electronic documents of the administration of the community of navarre and the public Sector Institutional Foral.

    Valencia

    ORDEN 1/2018, de 27 de diciembre, conjunta, de la Conselleria de Hacienda y Modelo Económico y de la Conselleria de Educación, Investigación, Cultura y Deporte, por la que se aprueba la política de gestión de documentos electrónicos de la Generalitat.

    NOTE: With this matter also relates the Decree no. 50/2018, of 27 april (Opens in new window) , del Consell, por el que se regula la gestión documental, la organización y el funcionamiento de los archivos de la Generalitat.

    Castilla-La Stain

    Decree 89/2017, of 12 december, which approves the management policy of documents of the constituent entities of the public sector in the administration of the board of communities of Castilla-La Stain.

    Andalusia

    Acuerdo de 1 de agosto de 2017, del Consejo de Gobierno, por el que se aprueba la política de gestión de documentos electrónicos de la Junta de Andalucía.

    Region of Murcia

    Order of 12 july 2017 of the finance and public administration and tourism, culture and environment, which approves the management policy and archiving of documents of the public service of the autonomous community of the region of Murcia.

    Cantabria

    Decree no. 43/2017 of 22 june, which approves the management policy, administrative documents and electronic files of the administration of the autonomous region of Cantabria and the public Sector.

    Illes Balears

    THE AGREEMENT of the governing council of 9 december 2016 which approves the management Policy of the government of the balearic islands

    The Basque Country

    Order of 27 september 2016, the public administration and Justice and minister for Finance and finance, which approves the management policy of electronic documents of the public sector in the basque autonomy.

    Aragon

    Decree-law no. 38/2016, of 5 april, the government of aragón, which approves the management policy and archiving of documents of the administration of the autonomous community of aragon and its Agencies.

    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)
     

    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

    Normas de política de gestión de documentos electrónicos de la Junta General del Principado de Asturias 

    Senate of spain

    Política de gestión documental del Senado, aprobada por la Mesa del Senado en su reunión del día 28 de abril de 2020.

    Examples of classification tables Local Entities

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

    Cuadro de Clasificación de Fondos de Archivos Municipales. Grupo de Archiveros Municipales de Madrid

    Propuesta de Cuadro de Clasificación de Fondos de Ayuntamientos. Mesa de Trabajo sobre Organización de Archivos Municipales

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