Document Management, Archival Tools

What is a documentary inventory?

According to the Document Management Ministry, the Documentary Inventory is an archival tool that provides a systematic and detailed record of the documentary units existing in archives, following the organization of documentary series. Additionally, Article 26 of Law 594 of 2000 requires Public Administration entities to prepare inventories of the documents they produce in the exercise of their functions to ensure proper control of documents throughout their different phases.

The documentary inventory is a tool that helps organize and locate documents quickly and accurately. It allows documents to be identified by their serial number as well as by their subject matter. For example, it enables any organization to track pending documents, manage those stored in different locations, access information from other offices, identify obsolete documents that need to be discarded, and quickly find the necessary documents.

Why is it crucial to establish a documentary inventory?

Conducting a document inventory in an organization will facilitate the description of content and optimize the organization of documents produced over a specific period (monthly, bimonthly, quarterly, semi-annually, annually).

A company specializing in document management has the ability to ensure document verification at all times, meaning the presence or absence of a documentary unit through an archival inventory. Therefore, utilizing these services can be advantageous for the company, as it guarantees best practices and the privacy of the most relevant documents.

What are archival instruments?

To understand what archival instruments are, it is essential to recognize them as regulatory, technical, and methodological tools that establish guidelines for the proper management of documents. According to the National General Archive, these instruments regulate key aspects such as classification, retention periods, and final dispositions of documentation.

Advantages of having an inventory record of corporate documents

Keeping track of documents allows those responsible to ensure a high level of protection for those that need it most.
It improves productivity within the organization, as searching for disorganized documents, whether old or recent, can consume time that could be invested in more important tasks.
It facilitates the quick identification of information in digital format, especially for companies undergoing digitalization, but also when conducting a physical inventory.
It represents savings for the company in terms of space, costs, time, and paper.
It ensures better control over document retention periods, as without proper organization, documents are more likely to be lost, damaged, or mistakenly discarded.
It improves internal procedures, making data collection more agile and efficient.
It strengthens the company's legal standing, as document management must follow pre-established rules.

|Usually, in the document inventory process, a Unique Documentary Inventory Format (FUID) is used, which must be completed to record the results and manage the inventory.

It is crucial to consider that the documentary inventory is not a static instrument, meaning it is not conducted just once and left unchanged. In fact, the inventory must be carried out periodically to achieve results and maintain the improvements made after the initial inventory.

Steps for Conducting a Proper Documentary Inventory

Organization: Define what types of documents will be included and in which areas the inventory will be conducted.
Identification: Examine and record all documents present in the organization, whether physical or digital.
Category: Organize documents according to their category, purpose, or relevance.
Specification: Record key details of each document, such as title, date, creator, content, format, and location.
Classification: Assign identifiers or labels to documents to simplify their retrieval.
Retention: Establish guidelines for preserving documents based on their value and required retention period.
Regular Review: Keep the inventory up to date by reviewing it periodically.

The Best Strategies to Keep a Documentary Inventory Up to Date

To maintain an up-to-date documentary inventory, it is important to adopt some best practices:

1. Strategies for Managing Obsolete Documents

It is crucial to establish strategies for handling outdated or unnecessary documents. This includes regularly reviewing documents and securely disposing of those that are no longer needed.

2. Periodic Updates of the Documentary Inventory

Regular updates to the document inventory are essential. This involves adding new documents, removing outdated ones, and making necessary changes to reflect modifications in existing documents.

3. Maintaining the Accuracy of the Documentary Inventory

Preserving the accuracy of the documentary inventory at all times is fundamental. This requires regularly verifying the accuracy of the stored data and correcting any errors or discrepancies that may arise.