The organization of documents is an essential task in any entity, whether public or private. Having tools that help maintain order, traceability, and control of information allows processes to function more efficiently. In this context, one of the most important instruments is the Single Document Inventory Format (Formato Único de Inventario Documental – FUID). FUID. A lo largo de este artículo se explicará qué es el FUID, para qué sirve, quién lo debe aplicar, qué beneficios ofrece y por qué se ha convertido en una pieza clave dentro de una adecuada Document Management.
What is the FUID?
The FUID, short for Single Document Inventory Format (Formato Único de Inventario Documental), is a standardized form used to describe and record in detail the documents that an organization has produced or received. Its main objective is to enable effective control, organization, and management of records throughout their entire life cycle—from creation to their eventual preservation or disposal, as appropriate.
This form is structured to give organizations a clear view of what they have in their archives, allowing them to make more informed decisions regarding the retention, disposition, or transfer of documents.
What is the FUID used for?
The FUID – Single Document Inventory Format serves multiple purposes that make it essential within a records management strategy. Among its main uses are:
- Recording: existing documents: It allows organizations to identify what documents exist, the period they correspond to, their current condition, and their format (physical or digital).
- Organizing archives: It helps classify documents by series and subseries, making them easier to locate and consult.
- Supporting decision-making: With a clear inventory, it is possible to determine which documents should be retained, which can be disposed of, and which must be transferred to a central or historical archive.
- Complying with regulations: In Colombia, for example, the FUID is a required instrument by the National General Archive (Archivo General de la Nación), especially for document disposal or transfer processes, as established by Agreement 042 of 2002 of the Archivo General de la Nación.
- Facilitating audits and internal control: With a complete inventory, it becomes easier to respond to internal or external requests concerning institutional documentation.
Who is responsible for preparing the FUID?
The FUID can be prepared by any organization that manages documentary information, regardless of its size or nature. However, in many cases, it is developed by records managers, document management personnel, or teams leading information organization processes.
Its use is mandatory for public entities in Colombia, but it can also be voluntarily adopted by private companies seeking to strengthen their internal processes, improve information traceability, and prevent the disorganized accumulation of documents.
¿Qué información contiene el FUID?
The Single Document Inventory Format (FUID) includes various fields that allow for the precise description of each document group. The data typically recorded includes:
- Name of the document series or subseries: Identifies the type of documents (e.g., contracts, minutes, invoices, etc.).
- Date range:Indicates the time span during which the documents were produced.
- Number of documentary units: Specifies how many folders, boxes, or files exist.
- Document format: Indicates whether the documents are on paper, in digital format, audiovisual, or another medium.
- Preservation status: Shows whether the documents are in good condition or need intervention.
- Physical or digital location: Specifies where the documents are stored.
All this information is organized in a standardized manner to facilitate analysis and future management.
Benefits of the FUID for Organizations
Having a well-prepared FUID provides multiple benefits at both operational and strategic levels:
1. Optimizes physical and digital space
By having a clear overview of the documentation, it becomes possible to free up space by disposing of what is no longer needed or transferring documents to other departments.
2. Improves efficiency in information retrieval
Proper organization reduces the time spent locating documents, which translates into greater productivity.
3. Strengthens transparency and internal control
A clear inventory allows for document traceability—knowing who created them, where they are located, and how they have been managed.
4. Contributes to the preservation of documentary heritage
Helps identify documents of historical or legal value that must be preserved over the long term.
5. Facilitates digitization and automation
Having organized documents is the first step toward carrying out digitization processes in an orderly and effective manner.
Why is it important to talk about the FUID today?
Nowadays, with the rapid growth of technology and the constant increase in information, having efficient records management systems is no longer optional, but a necessity. The FUID, as a tool for control and organization, remains relevant and adapts well to technological advancements.
For example, if an organization plans to implement a document management software or begin a digital transformation process, starting with the creation of the FUID can make the difference between success and failure of the project.
Furthermore, in a context where data protection and institutional transparency are priorities, the FUID becomes an essential support for demonstrating responsible, organized, and well-implemented records management.
How to start implementing the FUID?
If an organization has not yet created its Single Document Inventory Format – FUID, the first step is to conduct a detailed diagnosis of the current state of its archive. This initial analysis allows the identification of the types of documents, the areas or processes they belong to, their format (physical or digital), their condition, the number of volumes, and how they have been managed up until now.
This diagnosis should be accompanied by a review of the document retention schedules, if they already exist, or the creation of them if they have not been defined yet. These schedules are essential, as they help classify the information correctly according to the document series and subseries established for each entity. To learn more about their importance and how to create them, you can refer to this article on document retention schedules.
With this consolidated information, the fields of the FUID can begin to be filled out, following the official format, which can be completed either physically or digitally, depending on the available infrastructure. It is important that this process be done meticulously, as the data recorded will serve as the foundation for future decision-making regarding the preservation, disposal, or transfer of documents.
In many cases, especially when the archive contains a large volume of information or has not been properly managed for years, it is advisable to seek the assistance of archival professionals or specialized document management companies. These partners not only facilitate the technical process but also ensure compliance with current regulations and the adoption of best archival practices.
Implementing the FUID is not just an administrative task; it is a strategic opportunity for organizations to take control of their information, optimize resources, and streamline their processes. The FUID is much more than just a simple form: it is a key tool that helps organize archives, comply with current regulations, and adequately prepare for the challenges posed by digital transformation in the document management field.
👉Adopting good records management practices, such as the creation of the FUID, is a key step towards more organized, transparent, and efficient administration of archives.
At POTECH INGENIERIA, we assist public and private entities in the creation of the FUID, records organization and document digitization.
