As a company committed to security and transparency in data management, staying informed about Colombian regulations is essential. The Resolution 20131200000713 (https://www.minambiente.gov.co/documento-normativa/resolucion-1200-de-2013/) issued by the [Superintendence of Industry and Commerce (SIC)](https://sedeelectronica.sic.gov.co/transparencia/planeacion/plan-institucional-de-archivos/plan-institucional-de-archivos-pinar-sic) is crucial for companies handling personal data. This regulation establishes guidelines for proper document management and the responsible handling of personal information.
What does the Industry and Commerce Resolution require regarding document management?
The resolution sets forth key guidelines that all companies must follow to ensure the protection and privacy of personal information, as well as proper document management. These regulations aim not only to safeguard the rights of information owners but also to ensure that data is handled efficiently and transparently, preventing issues arising from poor document management.
Main Requirements to Comply with the Resolution
Why is it important to comply with the resolution?
Complying with this resolution not only prevents financial penalties, but also strengthens the trust of customers and business partners. The protection of information and clarity in document management are essential to build a responsible image and commitment to best practices, and avoid the consequences of poor document management. In addition, staying aligned with regulations optimizes internal processes, reduces risks and improves operational efficiency. Translated with DeepL.com (free version)
Procedures to ensure compliance:
Step 1:Verify current document management policies and verify that they are in accordance with the requirements set by the SIC. Step 2: Create a secure and effective system for storing, handling and processing documents and personal information, which will reduce risk. Step 3: Train the entire team in proper data management and privacy practices. Step 4: Execute regular reviews and required modifications to preserve security and transparency, ensuring that there is no mismanagement of documents in your processes. Step 5: If you have questions or require help, we have specialists who can assist you in improving information management.
Avoid the main risks of poor document management!
The Resolution of Industry and Commerce constitutes an essential legal framework for Protech Ingeniería to work in a safe, clear and efficient way. Complying with these guidelines represents a magnificent opportunity to optimize our internal procedures, safeguard personal information and gain the trust of our clients.
Avoid these main risks associated with poor document management
1. Risk of loss of important information
Poor document management can lead to the loss of key documents, which can seriously damage the company. It is crucial to implement an effective archiving and storage system.
- Recommendation: To avoid the loss of important data, it is essential to implement an efficient document management system, including organized filing and storage, with the correct location and identification of each document.
2. Risk of legal noncompliance
Lack of proper administration can result in penalties for non-compliance with legal regulations, which can be a direct effect of poor document management.
- Recommendation: To avoid legal non-compliance, it is crucial to stay updated on relevant regulations and ensure compliance in document management, especially in terms of preservation, privacy and information protection.
3. Risk of lack of access to relevant information
Poor document management hinders quick access to important documents, affecting decision making. Establishing an orderly and efficient system is essential.
- Recommendation: To ensure quick access to data, it is essential to create a document management system with an intuitive and easy-to-use folder and label organization.
4. Risk of deterioration in the quality of information
Inadequate management can affect the integrity of both physical and digital documents. Implement adequate policies for their conservation and safekeeping.
- Recommendation: To preserve the integrity and quality of data, preservation policies should be established that include the use of high quality archival materials and protecting documents from damaging factors such as light, humidity and dust.
5. Risk of theft or loss of confidential documents
Protect data privacy with physical and digital security measures, such as encryption and access control, to avoid the impact of poor document management.
- Recommendation: To protect the privacy of documents, security measures should be established that include access control policies, restricting access to authorized persons, and physical and digital measures such as locks, document encryption and secure passwords.
6. Risk of difficulty in document search and retrieval.
A poorly organized system, resulting from poor document management, makes it difficult to locate documents. Make sure you implement a categorization system that is intuitive and easy to use.
- Recommendation: To improve document location and retrieval, it is recommended to implement an organization system with detailed file names and an intuitive folder structure.
7. Risk of lack of control over document versions.
The lack of a version control system can cause confusion in teams working with the same documents. Implement a clear versioning system to avoid document mismanagement.
- Recommendation: For effective version control, it is recommended to implement a clear versioning system, with file names indicating the version and tags showing the modifications made.
8. Risk of non-compliance with deadlines
Poor document management can cause delays in the delivery of important documents. Establish clear processes to meet established deadlines.
- Recommendation: To meet deadlines, it is essential to establish clear document management policies, assign responsibilities, set realistic timelines and have monitoring systems in place to ensure progress and proper completion of documents.
9. Risk of loss of business opportunities
Poor document management can lead to lost business opportunities. An efficient system ensures that documents are available when needed.
- Recommendation: To avoid losing business opportunities, it is essential to have a document management system that ensures their availability, organization and efficient retrieval.
10. Risk of damaging the company's image and reputation.
Poor document management can affect corporate reputation, especially if sensitive data is leaked. Protect privacy and confidentiality with appropriate measures.
- Recommendation: To protect the company's image and reputation, it is crucial to safeguard sensitive documents through security measures such as digital encryption and to establish clear policies for their management and access.
Are you ready to implement your document management plan?
Contact us and we will assist you in implementing best practices to comply with regulations and improve your company's security.
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