The importance of having a documentary inventory in organizations is unquestionable. Although it may seem insignificant, it is undoubtedly one of the most crucial elements that every company must have and manage. This is due to the multiple advantages provided by the document management system, which allows the company to unify and manage all its documents and information.
It is no secret that companies face an increasing volume of documents, such as budgets, purchase requests, orders, receipts, invoices, contracts, payroll accounts, and more. Therefore, effectively managing all these documents and information has become essential. In this way, document custody is a great benefit. This service provides companies with the opportunity to enhance security levels.
What is documentary inventory?
The documentary inventory is defined as an information retrieval tool capable of accurately and precisely describing the series and topics located within a document archive. Although this tool is not highly complex, it must be managed with an archival perspective and a sense of responsibility.
Why is it important to have a complete and up-to-date documentary inventory?
A complete and up-to-date documentary inventory is a resource that provides multiple advantages for a company:
1. Increased efficiency in document management
A documentary record enables faster and more efficient document management. Having an inventory of all available documents makes it much easier to locate and access them when needed. This saves time and resources, allowing employees to focus on more productive tasks.
2. Reduction of Costs Associated with Document Search and Retrieval
Keeping the documentary inventory updated reduces expenses related to searching for and retrieving documents. By maintaining an accurate record of each document’s location, employees save time, and the risk of document loss or misplacement is minimized.
3. Ensuring the Security of Stored Information
An up-to-date documentary inventory helps protect stored data. Knowing the exact location and condition of each document allows for the implementation of appropriate security measures to safeguard sensitive information and prevent unauthorized access.
What is the Function of a Documentary Inventory?
Every company, regardless of its size, should have a documentary inventory, as it facilitates proper document management and provides quick and easy access to information, ensuring the implementation of essential organizational processes.
It is crucial to understand that a documentary inventory serves as a gateway to effective document management for each company. Since no two businesses are the same, their requirements will also differ. Some may need to identify and track archived documents in accumulated records, while others may require categorization and identification of documents to determine their retention period and proceed with the disposal of those that have fulfilled their purpose. Some companies need to manage document flow for security reasons, whereas others aim to streamline document processing and ensure immediate responses to business needs. Therefore, the Documentary Inventory, along with the implementation of Retention and/or Document Appraisal Tables, is a powerful tool that helps companies effectively manage their documents.
Types of Documentary Inventories
• General Inventory in Process
Quarterly report on active case files.
• Primary Transfer Inventory
Annual report, only if requested by the department, to transfer case files that have completed their documentary validity.
• Document Acquisition and Transfer
Regulated transfer of sections of documentary collections once they have fulfilled the retention period established by current regulations.
As seen, the structure of the inventory is based on its intended purpose and the date of the documents. For example, in inventories intended for disposal, the series and/or subseries of documents are recorded according to the organization established in the Document Retention Tables (TRD). This archival technique determines the duration of documents and their final destination, categorizing them as “Disposal” or “Selection.”
Characteristics of a Documentary Inventory
Un inventario adecuado debe tener las siguientes propiedades.
- Establishes a standard for categorizing documents.
- Identifies the content of stored documents.
- Organizes documentation in a timely manner.
- Adapts to the organization’s environment.
- Enhances security levels.
Benefits of a Documentary Inventory
A documentary inventory offers multiple advantages. Here are the most notable:
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