{"id":10996,"date":"2025-02-26T15:20:21","date_gmt":"2025-02-26T20:20:21","guid":{"rendered":"https:\/\/protechingenieria.com\/?p=10996"},"modified":"2025-03-20T11:16:51","modified_gmt":"2025-03-20T16:16:51","slug":"para-que-sirve-el-inventario-documental","status":"publish","type":"post","link":"https:\/\/protechingenieria.com\/en\/para-que-sirve-el-inventario-documental\/","title":{"rendered":"What is the purpose of a documentary inventory?"},"content":{"rendered":"<div data-elementor-type=\"wp-post\" data-elementor-id=\"10996\" class=\"elementor elementor-10996\" data-elementor-settings=\"{&quot;ha_cmc_init_switcher&quot;:&quot;no&quot;}\" data-elementor-post-type=\"post\">\n\t\t\t\t<div class=\"elementor-element elementor-element-fc2269a e-flex e-con-boxed wpr-particle-no wpr-jarallax-no wpr-parallax-no wpr-sticky-section-no wpr-column-slider-no wpr-equal-height-no e-con e-parent\" data-id=\"fc2269a\" data-element_type=\"container\" data-e-type=\"container\" data-settings=\"{&quot;_ha_eqh_enable&quot;:false}\">\n\t\t\t\t\t<div class=\"e-con-inner\">\n\t\t\t\t<div class=\"elementor-element elementor-element-25e553b elementor-widget elementor-widget-text-editor\" data-id=\"25e553b\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>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.<\/p><p class=\"translation-block\">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, <a href=\"https:\/\/protechingenieria.com\/en\/custodia-de-archivo\/\" target=\"_self\">document custody<\/a> is a great benefit. This service provides companies with the opportunity to enhance security levels.<\/p><p><!-- notionvc: ec362098-b46b-4afd-8640-45ac9c6de762 --><\/p><p><!-- notionvc: ce0c0eae-c42b-46f0-8984-cf6ddccc3bcd --><\/p><p><!-- notionvc: 69be6ae1-2ef5-4380-b570-1c2534847c28 --><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-c83fd8d elementor-widget elementor-widget-heading\" data-id=\"c83fd8d\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">What is documentary inventory?<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-63c56d4 elementor-widget elementor-widget-text-editor\" data-id=\"63c56d4\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p class=\"translation-block\">The <a href=\"https:\/\/protechingenieria.com\/en\/inventario-documental\/\" target=\"_self\">documentary inventory<\/a> 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.<\/p><p><!-- notionvc: ec362098-b46b-4afd-8640-45ac9c6de762 --><\/p><p><!-- notionvc: ce0c0eae-c42b-46f0-8984-cf6ddccc3bcd --><\/p><p><!-- notionvc: 69be6ae1-2ef5-4380-b570-1c2534847c28 --><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-0883670 elementor-widget elementor-widget-heading\" data-id=\"0883670\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">Why is it important to have a complete and up-to-date documentary inventory?<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-e291536 elementor-widget elementor-widget-text-editor\" data-id=\"e291536\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>A complete and up-to-date documentary inventory is a resource that provides multiple advantages for a company:<\/p><p><!-- notionvc: ec362098-b46b-4afd-8640-45ac9c6de762 --><\/p><p><!-- notionvc: ce0c0eae-c42b-46f0-8984-cf6ddccc3bcd --><\/p><p><!-- notionvc: 69be6ae1-2ef5-4380-b570-1c2534847c28 --><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-4c2bb27 elementor-widget elementor-widget-heading\" data-id=\"4c2bb27\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h4 class=\"elementor-heading-title elementor-size-default\">1. Increased efficiency in document management<\/h4>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-3645b16 elementor-widget elementor-widget-text-editor\" data-id=\"3645b16\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>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.<\/p><p><!-- notionvc: ec362098-b46b-4afd-8640-45ac9c6de762 --><\/p><p><!-- notionvc: ce0c0eae-c42b-46f0-8984-cf6ddccc3bcd --><\/p><p><!-- notionvc: 69be6ae1-2ef5-4380-b570-1c2534847c28 --><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-11a2bf1 elementor-widget elementor-widget-heading\" data-id=\"11a2bf1\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h4 class=\"elementor-heading-title elementor-size-default\">2. Reduction of Costs Associated with Document Search and Retrieval<\/h4>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-9ab049f elementor-widget elementor-widget-text-editor\" data-id=\"9ab049f\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>Keeping the documentary inventory updated reduces expenses related to searching for and retrieving documents. By maintaining an accurate record of each document\u2019s location, employees save time, and the risk of document loss or misplacement is minimized.<\/p><p><!-- notionvc: ec362098-b46b-4afd-8640-45ac9c6de762 --><\/p><p><!-- notionvc: ce0c0eae-c42b-46f0-8984-cf6ddccc3bcd --><\/p><p><!-- notionvc: 69be6ae1-2ef5-4380-b570-1c2534847c28 --><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-369e789 elementor-widget elementor-widget-heading\" data-id=\"369e789\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h4 class=\"elementor-heading-title elementor-size-default\">3. Ensuring the Security of Stored Information<\/h4>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-6777916 elementor-widget elementor-widget-text-editor\" data-id=\"6777916\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>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.<\/p><p><!-- notionvc: ec362098-b46b-4afd-8640-45ac9c6de762 --><\/p><p><!-- notionvc: ce0c0eae-c42b-46f0-8984-cf6ddccc3bcd --><\/p><p><!-- notionvc: 69be6ae1-2ef5-4380-b570-1c2534847c28 --><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-5c59781 elementor-widget elementor-widget-heading\" data-id=\"5c59781\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">What is the Function of a Documentary Inventory? <\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-910db62 elementor-widget elementor-widget-text-editor\" data-id=\"910db62\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>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.<\/p><p><strong> <br \/><\/strong>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.<\/p><p><!-- notionvc: ec362098-b46b-4afd-8640-45ac9c6de762 --><\/p><p><!-- notionvc: ce0c0eae-c42b-46f0-8984-cf6ddccc3bcd --><\/p><p><!-- notionvc: 69be6ae1-2ef5-4380-b570-1c2534847c28 --><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-30e1562 elementor-widget elementor-widget-heading\" data-id=\"30e1562\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">Types of Documentary Inventories<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-9ef20b9 elementor-widget elementor-widget-heading\" data-id=\"9ef20b9\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h4 class=\"elementor-heading-title elementor-size-default\">\u2022 General Inventory in Process<\/h4>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-f0ace03 elementor-widget elementor-widget-text-editor\" data-id=\"f0ace03\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>\u00a0 \u00a0 Quarterly report on active case files.<\/p><p><!-- notionvc: ec362098-b46b-4afd-8640-45ac9c6de762 --><\/p><p><!-- notionvc: ce0c0eae-c42b-46f0-8984-cf6ddccc3bcd --><\/p><p><!-- notionvc: 69be6ae1-2ef5-4380-b570-1c2534847c28 --><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-82a5a6c elementor-widget elementor-widget-heading\" data-id=\"82a5a6c\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h4 class=\"elementor-heading-title elementor-size-default\">\u2022 Primary Transfer Inventory<\/h4>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-33f6dd2 elementor-widget elementor-widget-text-editor\" data-id=\"33f6dd2\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>\u00a0 \u00a0 Annual report, only if requested by the department, to transfer case files that have completed their documentary validity.<\/p><p><!-- notionvc: ec362098-b46b-4afd-8640-45ac9c6de762 --><\/p><p><!-- notionvc: ce0c0eae-c42b-46f0-8984-cf6ddccc3bcd --><\/p><p><!-- notionvc: 69be6ae1-2ef5-4380-b570-1c2534847c28 --><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-70dc2de elementor-widget elementor-widget-heading\" data-id=\"70dc2de\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h4 class=\"elementor-heading-title elementor-size-default\">\u2022 Document Acquisition and Transfer <\/h4>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-84f979e elementor-widget elementor-widget-text-editor\" data-id=\"84f979e\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>\u00a0 \u00a0Regulated transfer of sections of documentary collections once they have fulfilled the retention period established by current regulations.<\/p><p><!-- notionvc: ec362098-b46b-4afd-8640-45ac9c6de762 --><\/p><p><!-- notionvc: ce0c0eae-c42b-46f0-8984-cf6ddccc3bcd --><\/p><p><!-- notionvc: 69be6ae1-2ef5-4380-b570-1c2534847c28 --><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-af3dc6a elementor-widget elementor-widget-text-editor\" data-id=\"af3dc6a\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p class=\"translation-block\">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 <a href=\"https:\/\/protechingenieria.com\/en\/tablas-de-retencion-documental\/\" target=\"_self\">Document Retention Tables (TRD)<\/a>. This archival technique determines the duration of documents and their final destination, categorizing them as \u201cDisposal\u201d or \u201cSelection.\u201d<\/p><p><!-- notionvc: ec362098-b46b-4afd-8640-45ac9c6de762 --><\/p><p><!-- notionvc: ce0c0eae-c42b-46f0-8984-cf6ddccc3bcd --><\/p><p><!-- notionvc: 69be6ae1-2ef5-4380-b570-1c2534847c28 --><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-8f44770 elementor-widget elementor-widget-heading\" data-id=\"8f44770\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">Characteristics of a Documentary Inventory<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-fb8ed2b elementor-widget elementor-widget-text-editor\" data-id=\"fb8ed2b\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>Un inventario adecuado debe tener las siguientes propiedades.<\/p><ul><li>Establishes a standard for categorizing documents.<\/li><li>Identifies the content of stored documents.<\/li><li>Organizes documentation in a timely manner.<\/li><li>Adapts to the organization\u2019s environment.<\/li><li>Enhances security levels.<\/li><\/ul><p><!-- notionvc: ec362098-b46b-4afd-8640-45ac9c6de762 --><\/p><p><!-- notionvc: ce0c0eae-c42b-46f0-8984-cf6ddccc3bcd --><\/p><p><!-- notionvc: 69be6ae1-2ef5-4380-b570-1c2534847c28 --><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-9711faa elementor-widget elementor-widget-heading\" data-id=\"9711faa\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">Benefits of a Documentary Inventory<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-0beeb5c elementor-widget elementor-widget-text-editor\" data-id=\"0beeb5c\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>A documentary inventory offers multiple advantages. Here are the most notable:<\/p><p><!-- notionvc: ec362098-b46b-4afd-8640-45ac9c6de762 --><\/p><p><!-- notionvc: ce0c0eae-c42b-46f0-8984-cf6ddccc3bcd --><\/p><p><!-- notionvc: 69be6ae1-2ef5-4380-b570-1c2534847c28 --><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-d220101 elementor-widget elementor-widget-eael-feature-list\" data-id=\"d220101\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"eael-feature-list.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<div class=\"-icon-position-left -tablet-icon-position-left -mobile-icon-position-left\">\n\t\t\t<ul id=\"eael-feature-list-d220101\" class=\"eael-feature-list-items circle stacked  eael-feature-list-vertical\" data-layout-tablet=\"vertical\" data-layout-mobile=\"vertical\">\n\t\t\t                <li class=\"eael-feature-list-item elementor-repeater-item-0bb7200\">\n                    \n\t\t\t\t\t\t<div class=\"eael-feature-list-icon-box\">\n\t\t\t\t\t\t\t<div class=\"eael-feature-list-icon-inner\">\n\n\t\t\t\t\t\t\t\t<span class=\"eael-feature-list-icon fl-icon-0\">\n\n\t\t<svg aria-hidden=\"true\" class=\"e-font-icon-svg e-fas-user-edit\" viewbox=\"0 0 640 512\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M224 256c70.7 0 128-57.3 128-128S294.7 0 224 0 96 57.3 96 128s57.3 128 128 128zm89.6 32h-16.7c-22.2 10.2-46.9 16-72.9 16s-50.6-5.8-72.9-16h-16.7C60.2 288 0 348.2 0 422.4V464c0 26.5 21.5 48 48 48h274.9c-2.4-6.8-3.4-14-2.6-21.3l6.8-60.9 1.2-11.1 7.9-7.9 77.3-77.3c-24.5-27.7-60-45.5-99.9-45.5zm45.3 145.3l-6.8 61c-1.1 10.2 7.5 18.8 17.6 17.6l60.9-6.8 137.9-137.9-71.7-71.7-137.9 137.8zM633 268.9L595.1 231c-9.3-9.3-24.5-9.3-33.8 0l-37.8 37.8-4.1 4.1 71.8 71.7 41.8-41.8c9.3-9.4 9.3-24.5 0-33.9z\"><\/path><\/svg>\t\t\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t<div class=\"eael-feature-list-content-box\">\n                            <h2 class=\"eael-feature-list-title\">Increased Productivity<\/h2>\t\t\t\t\t\t<p class=\"eael-feature-list-content\">The search and retrieval process becomes more efficient, significantly reducing search times.<\/p>\n\t\t\t\t\t\t<\/div>\n\n\t\t\t\t\t<\/li>\n\t\t\t\t                <li class=\"eael-feature-list-item elementor-repeater-item-328b8cd\">\n                    \n\t\t\t\t\t\t<div class=\"eael-feature-list-icon-box\">\n\t\t\t\t\t\t\t<div class=\"eael-feature-list-icon-inner\">\n\n\t\t\t\t\t\t\t\t<span class=\"eael-feature-list-icon fl-icon-1\">\n\n\t\t<svg aria-hidden=\"true\" class=\"e-font-icon-svg e-fas-user-check\" viewbox=\"0 0 640 512\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M224 256c70.7 0 128-57.3 128-128S294.7 0 224 0 96 57.3 96 128s57.3 128 128 128zm89.6 32h-16.7c-22.2 10.2-46.9 16-72.9 16s-50.6-5.8-72.9-16h-16.7C60.2 288 0 348.2 0 422.4V464c0 26.5 21.5 48 48 48h352c26.5 0 48-21.5 48-48v-41.6c0-74.2-60.2-134.4-134.4-134.4zm323-128.4l-27.8-28.1c-4.6-4.7-12.1-4.7-16.8-.1l-104.8 104-45.5-45.8c-4.6-4.7-12.1-4.7-16.8-.1l-28.1 27.9c-4.7 4.6-4.7 12.1-.1 16.8l81.7 82.3c4.6 4.7 12.1 4.7 16.8.1l141.3-140.2c4.6-4.7 4.7-12.2.1-16.8z\"><\/path><\/svg>\t\t\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t<div class=\"eael-feature-list-content-box\">\n                            <h2 class=\"eael-feature-list-title\">Cost Reduction<\/h2>\t\t\t\t\t\t<p class=\"eael-feature-list-content\">Large storage spaces for hundreds or thousands of documents are no longer necessary. If documents are stored in a fully digital documentary inventory, you save money by eliminating the need for printing, photocopying, or archiving physical copies.<\/p>\n\t\t\t\t\t\t<\/div>\n\n\t\t\t\t\t<\/li>\n\t\t\t\t                <li class=\"eael-feature-list-item elementor-repeater-item-fd8b772\">\n                    \n\t\t\t\t\t\t<div class=\"eael-feature-list-icon-box\">\n\t\t\t\t\t\t\t<div class=\"eael-feature-list-icon-inner\">\n\n\t\t\t\t\t\t\t\t<span class=\"eael-feature-list-icon fl-icon-2\">\n\n\t\t<svg aria-hidden=\"true\" class=\"e-font-icon-svg e-fas-user-clock\" viewbox=\"0 0 640 512\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M496 224c-79.6 0-144 64.4-144 144s64.4 144 144 144 144-64.4 144-144-64.4-144-144-144zm64 150.3c0 5.3-4.4 9.7-9.7 9.7h-60.6c-5.3 0-9.7-4.4-9.7-9.7v-76.6c0-5.3 4.4-9.7 9.7-9.7h12.6c5.3 0 9.7 4.4 9.7 9.7V352h38.3c5.3 0 9.7 4.4 9.7 9.7v12.6zM320 368c0-27.8 6.7-54.1 18.2-77.5-8-1.5-16.2-2.5-24.6-2.5h-16.7c-22.2 10.2-46.9 16-72.9 16s-50.6-5.8-72.9-16h-16.7C60.2 288 0 348.2 0 422.4V464c0 26.5 21.5 48 48 48h347.1c-45.3-31.9-75.1-84.5-75.1-144zm-96-112c70.7 0 128-57.3 128-128S294.7 0 224 0 96 57.3 96 128s57.3 128 128 128z\"><\/path><\/svg>\t\t\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t<div class=\"eael-feature-list-content-box\">\n                            <h2 class=\"eael-feature-list-title\">Time Optimization<\/h2>\t\t\t\t\t\t<p class=\"eael-feature-list-content\">Locating and retrieving documents becomes easier since all data is stored in a centralized repository with uniform description, classification, and generation standards. <\/p>\n\t\t\t\t\t\t<\/div>\n\n\t\t\t\t\t<\/li>\n\t\t\t\t                <li class=\"eael-feature-list-item elementor-repeater-item-67bc5ce\">\n                    \n\t\t\t\t\t\t<div class=\"eael-feature-list-icon-box\">\n\t\t\t\t\t\t\t<div class=\"eael-feature-list-icon-inner\">\n\n\t\t\t\t\t\t\t\t<span class=\"eael-feature-list-icon fl-icon-3\">\n\n\t\t<svg aria-hidden=\"true\" class=\"e-font-icon-svg e-fas-user-lock\" viewbox=\"0 0 640 512\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M224 256A128 128 0 1 0 96 128a128 128 0 0 0 128 128zm96 64a63.08 63.08 0 0 1 8.1-30.5c-4.8-.5-9.5-1.5-14.5-1.5h-16.7a174.08 174.08 0 0 1-145.8 0h-16.7A134.43 134.43 0 0 0 0 422.4V464a48 48 0 0 0 48 48h280.9a63.54 63.54 0 0 1-8.9-32zm288-32h-32v-80a80 80 0 0 0-160 0v80h-32a32 32 0 0 0-32 32v160a32 32 0 0 0 32 32h224a32 32 0 0 0 32-32V320a32 32 0 0 0-32-32zM496 432a32 32 0 1 1 32-32 32 32 0 0 1-32 32zm32-144h-64v-80a32 32 0 0 1 64 0z\"><\/path><\/svg>\t\t\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t<div class=\"eael-feature-list-content-box\">\n                            <h2 class=\"eael-feature-list-title\">Increased ROI<\/h2>\t\t\t\t\t\t<p class=\"eael-feature-list-content\">A documentary inventory helps increase ROI by improving quality, reducing costs, boosting productivity, and ensuring the organization of corporate documents. <\/p>\n\t\t\t\t\t\t<\/div>\n\n\t\t\t\t\t<\/li>\n\t\t\t\t                <li class=\"eael-feature-list-item elementor-repeater-item-1a0c82f\">\n                    \n\t\t\t\t\t\t<div class=\"eael-feature-list-icon-box\">\n\t\t\t\t\t\t\t<div class=\"eael-feature-list-icon-inner\">\n\n\t\t\t\t\t\t\t\t<span class=\"eael-feature-list-icon fl-icon-4\">\n\n\t\t<svg aria-hidden=\"true\" class=\"e-font-icon-svg e-fas-users-cog\" viewbox=\"0 0 640 512\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M610.5 341.3c2.6-14.1 2.6-28.5 0-42.6l25.8-14.9c3-1.7 4.3-5.2 3.3-8.5-6.7-21.6-18.2-41.2-33.2-57.4-2.3-2.5-6-3.1-9-1.4l-25.8 14.9c-10.9-9.3-23.4-16.5-36.9-21.3v-29.8c0-3.4-2.4-6.4-5.7-7.1-22.3-5-45-4.8-66.2 0-3.3.7-5.7 3.7-5.7 7.1v29.8c-13.5 4.8-26 12-36.9 21.3l-25.8-14.9c-2.9-1.7-6.7-1.1-9 1.4-15 16.2-26.5 35.8-33.2 57.4-1 3.3.4 6.8 3.3 8.5l25.8 14.9c-2.6 14.1-2.6 28.5 0 42.6l-25.8 14.9c-3 1.7-4.3 5.2-3.3 8.5 6.7 21.6 18.2 41.1 33.2 57.4 2.3 2.5 6 3.1 9 1.4l25.8-14.9c10.9 9.3 23.4 16.5 36.9 21.3v29.8c0 3.4 2.4 6.4 5.7 7.1 22.3 5 45 4.8 66.2 0 3.3-.7 5.7-3.7 5.7-7.1v-29.8c13.5-4.8 26-12 36.9-21.3l25.8 14.9c2.9 1.7 6.7 1.1 9-1.4 15-16.2 26.5-35.8 33.2-57.4 1-3.3-.4-6.8-3.3-8.5l-25.8-14.9zM496 368.5c-26.8 0-48.5-21.8-48.5-48.5s21.8-48.5 48.5-48.5 48.5 21.8 48.5 48.5-21.7 48.5-48.5 48.5zM96 224c35.3 0 64-28.7 64-64s-28.7-64-64-64-64 28.7-64 64 28.7 64 64 64zm224 32c1.9 0 3.7-.5 5.6-.6 8.3-21.7 20.5-42.1 36.3-59.2 7.4-8 17.9-12.6 28.9-12.6 6.9 0 13.7 1.8 19.6 5.3l7.9 4.6c.8-.5 1.6-.9 2.4-1.4 7-14.6 11.2-30.8 11.2-48 0-61.9-50.1-112-112-112S208 82.1 208 144c0 61.9 50.1 112 112 112zm105.2 194.5c-2.3-1.2-4.6-2.6-6.8-3.9-8.2 4.8-15.3 9.8-27.5 9.8-10.9 0-21.4-4.6-28.9-12.6-18.3-19.8-32.3-43.9-40.2-69.6-10.7-34.5 24.9-49.7 25.8-50.3-.1-2.6-.1-5.2 0-7.8l-7.9-4.6c-3.8-2.2-7-5-9.8-8.1-3.3.2-6.5.6-9.8.6-24.6 0-47.6-6-68.5-16h-8.3C179.6 288 128 339.6 128 403.2V432c0 26.5 21.5 48 48 48h255.4c-3.7-6-6.2-12.8-6.2-20.3v-9.2zM173.1 274.6C161.5 263.1 145.6 256 128 256H64c-35.3 0-64 28.7-64 64v32c0 17.7 14.3 32 32 32h65.9c6.3-47.4 34.9-87.3 75.2-109.4z\"><\/path><\/svg>\t\t\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t<div class=\"eael-feature-list-content-box\">\n                            <h2 class=\"eael-feature-list-title\">Process Optimization<\/h2>\t\t\t\t\t\t<p class=\"eael-feature-list-content\">Automating processes enhances control over document inventory management while also improving administration and processing times.<\/p>\n\t\t\t\t\t\t<\/div>\n\n\t\t\t\t\t<\/li>\n\t\t\t\t\t\t\t<\/ul>\n\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-1fd9561 e-flex e-con-boxed wpr-particle-no wpr-jarallax-no wpr-parallax-no wpr-sticky-section-no wpr-column-slider-no wpr-equal-height-no e-con e-parent\" data-id=\"1fd9561\" data-element_type=\"container\" data-e-type=\"container\" data-settings=\"{&quot;_ha_eqh_enable&quot;:false}\">\n\t\t\t\t\t<div class=\"e-con-inner\">\n\t\t\t\t<div class=\"elementor-element elementor-element-82b87e6 elementor-widget elementor-widget-eael-cta-box\" data-id=\"82b87e6\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"eael-cta-box.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t<div class=\"eael-call-to-action cta-flex bg-lite cta-preset-1\">\n\t    <div class=\"content\">\n            <h2 class=\"title eael-cta-heading\">Transform your business today!<\/h2><p>Keep your documentation under control and improve your business productivity!<br \/><!-- notionvc: ce091acc-8b3d-4cfb-a8f3-05fa8229b3ee --><\/p>\t    <\/div>\n\t    <div class=\"action\">\n\t        <a href=\"https:\/\/protechingenieria.com\/en\/asesoria\/\" target=\"_blank\" class=\"cta-button cta-preset-1\">Contact Us<\/a>\t    <\/div>\n\t<\/div>\n\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>","protected":false},"excerpt":{"rendered":"<p>Es incuestionable la relevancia de disponer de un inventario documental en las organizaciones. Aunque aparentemente no tenga importancia, indudablemente es uno de los elementos m\u00e1s cruciales que toda empresa debe poseer y gestionar. Esto se debe a las m\u00faltiples ventajas que brinda el sistema de administraci\u00f3n documental, que posibilita que la empresa pueda unificar y gestionar todos sus documentos e informaci\u00f3n. Para nadie es un secreto que las empresas afrontan un incremento en la cantidad de documentos, tales como presupuestos, peticiones de compras, pedidos, recibos, facturas, contratos, cuentas salariales, entre otros. Por lo tanto, se ha vuelto indispensable administrar eficazmente todos estos documentos e informaci\u00f3n. De esta manera, la custodia de documentos es un gran beneficio. Este servicio ofrece a las empresas la posibilidad de aumentar los niveles de seguridad. \u00bfQu\u00e9 es el inventario documental? El inventario documental se define como un instrumento de recuperaci\u00f3n de informaci\u00f3n que tiene la capacidad de describir de manera precisa y exacta las series y asuntos ubicados en un fondo de documentos.\u00a0 Aunque este instrumento no tenga un alto grado de complejidad, el mismo se debe asumir con visi\u00f3n archiv\u00edstica y responsabilidad. \u00bfPor qu\u00e9 es importante tener un inventario documental completo y actualizado? Un inventario documental completo y al d\u00eda es un recurso que brinda m\u00faltiples ventajas para una empresa: 1. Incremento de la eficiencia en la gesti\u00f3n de documentos Un registro documental facilita una administraci\u00f3n m\u00e1s \u00e1gil y eficaz de los documentos. Tener un inventario de todos los documentos disponibles hace mucho m\u00e1s f\u00e1cil su localizaci\u00f3n y acceso cuando se requiera. Esto economiza tiempo y recursos, posibilitando que los trabajadores se enfoquen en labores m\u00e1s eficientes. 2. Reducci\u00f3n de costos asociados a la b\u00fasqueda y recuperaci\u00f3n de documentos Mediante una actualizaci\u00f3n del inventario documental, se disminuyen los gastos vinculados a la b\u00fasqueda y recuperaci\u00f3n de documentos. Al mantener un seguimiento exacto de la localizaci\u00f3n de cada documento, se previene el desperdicio de tiempo de los empleados en la b\u00fasqueda de documentos y se reduce el peligro de que se extrav\u00eden o se extrav\u00eden documentos. 3. Aseguramiento de la seguridad de la informaci\u00f3n almacenada Un inventario documental al d\u00eda ayuda a asegurar la protecci\u00f3n de los datos guardados. Al tener conocimiento del lugar y la condici\u00f3n de cada documento, se pueden implementar acciones de seguridad apropiadas para salvaguardar la informaci\u00f3n sensible y prevenir accesos no permitidos. \u00bfQu\u00e9 funci\u00f3n tiene el inventario documental? Cada empresa, independientemente de su magnitud, deber\u00eda tener un inventario documental, ya que facilitar\u00e1 la administraci\u00f3n correcta de sus documentos y proporcionar\u00e1 un acceso r\u00e1pido y sencillo para la b\u00fasqueda de la informaci\u00f3n, asegurando la implementaci\u00f3n de los procesos caracter\u00edsticos de las organizaciones. Es crucial comprender que el inventario documental se transforma en una puerta que abre las posibilidades para la correcta administraci\u00f3n documental de cada empresa, ya que es evidente que todas no son id\u00e9nticas y sus requerimientos no ser\u00e1n los mismos. Algunas requerir\u00e1n identificar y conocer el archivo que se halla en los fondos acumulados, otras requerir\u00e1n categorizar e identificar los documentos para determinar su duraci\u00f3n y proceder a suprimir los que ya han completado su funci\u00f3n, necesita entender y gestionar el flujo de documentaci\u00f3n por razones de seguridad, mientras que otros buscan acelerar el flujo documental y las respuestas inmediatas a las necesidades empresariales. Por lo tanto, el Inventario Documental, junto con la implementaci\u00f3n de las Tablas de Retenci\u00f3n y\/o Valoraci\u00f3n Documental, son un instrumento potente para asistir a las empresas en su correcta administraci\u00f3n de documentos. Tipos de inventarios documentales \u2022 Inventario general en proceso \u00a0 \u00a0 Informe trimestral sobre expedientes en funcionamiento. \u2022 Inventario de transferencia primaria \u00a0 \u00a0 Informe anual, \u00fanicamente si lo pide el departamento para transferir expedientes que han finalizado su validez\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 documental. \u2022 Adquisiciones y Traslado de Documentos \u00a0 \u00a0Traslado regulado de fracciones de fondos documentales, una vez que han satisfecho el tiempo de permanencia\u00a0 \u00a0 \u00a0 \u00a0establecido por las regulaciones vigentes. Como se puede apreciar, la disposici\u00f3n del inventario se basa en el prop\u00f3sito que desempe\u00f1ar\u00e1 y en la fecha de los documentos. Por ejemplo, en los inventarios destinados a ser eliminados, se anotan las series y\/o subseries de documentos cuya organizaci\u00f3n se establece en las tablas de retenci\u00f3n documental (TRD). T\u00e9cnica archiv\u00edstica que nos muestra la duraci\u00f3n de los documentos y su destino final, estos se categorizan como &#8220;Eliminaci\u00f3n&#8221; o &#8220;Selecci\u00f3n&#8221;. Caracter\u00edsticas del inventario documental Un inventario adecuado debe tener las siguientes propiedades. Tendr\u00e1 establecido el est\u00e1ndar para categorizar los documentos. Identificar\u00e1 el contenido de los documentos que se han guardado. Organizar\u00e1 la documentaci\u00f3n de forma oportuna. Se ajustar\u00e1 al entorno de la organizaci\u00f3n. Aumentar\u00e1 los niveles de protecci\u00f3n. Beneficios del inventario documental Los beneficios del inventario documental son m\u00faltiples, te presentamos los m\u00e1s destacados a continuaci\u00f3n: Incremento de la productividad El proceso de b\u00fasqueda y recuperaci\u00f3n de documentos ser\u00e1 m\u00e1s eficaz gracias al inventario documental, que permite disminuir significativamente los tiempos de b\u00fasqueda. Reducci\u00f3n de gastos Ya no ser\u00e1 imprescindible disponer y conservar grandes espacios para almacenar cientos o miles de documentos. Si estos documentos se encuentran en un inventario documental totalmente digital, podr\u00e1s ahorrar dinero al no necesitar imprimir, fotocopiar o archivar estos documentos. Optimizaci\u00f3n del tiempo Ahora ser\u00e1 m\u00e1s sencillo localizar y recuperar toda la documentaci\u00f3n, esto se debe a que todos los datos se hallan en el mismo repositorio con las mismas normas de descripci\u00f3n, clasificaci\u00f3n y generaci\u00f3n. Incremento del ROI El inventario documental posee la habilidad de incrementar el ROI, esto se debe a que mejora la calidad, disminuye los gastos, potencia la productividad y garantiza la organizaci\u00f3n de los documentos corporativos. Optimizar los procedimientos Indudablemente, la automatizaci\u00f3n de los procesos facilita el control de todo el proceso vinculado al inventario de documentos, adem\u00e1s optimiza los tiempos de administraci\u00f3n y tramitaci\u00f3n. \u00a1Transforme su negocio hoy mismo! \u00a1Mantenga su documentaci\u00f3n bajo control y mejore la productividad de su negocio! Cont\u00e1ctenos<\/p>","protected":false},"author":5,"featured_media":11008,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"footnotes":""},"categories":[4,51],"tags":[],"class_list":["post-10996","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-gestion-documental","category-instrumentos-archivisticos"],"_links":{"self":[{"href":"https:\/\/protechingenieria.com\/en\/wp-json\/wp\/v2\/posts\/10996","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/protechingenieria.com\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/protechingenieria.com\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/protechingenieria.com\/en\/wp-json\/wp\/v2\/users\/5"}],"replies":[{"embeddable":true,"href":"https:\/\/protechingenieria.com\/en\/wp-json\/wp\/v2\/comments?post=10996"}],"version-history":[{"count":22,"href":"https:\/\/protechingenieria.com\/en\/wp-json\/wp\/v2\/posts\/10996\/revisions"}],"predecessor-version":[{"id":11275,"href":"https:\/\/protechingenieria.com\/en\/wp-json\/wp\/v2\/posts\/10996\/revisions\/11275"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/protechingenieria.com\/en\/wp-json\/wp\/v2\/media\/11008"}],"wp:attachment":[{"href":"https:\/\/protechingenieria.com\/en\/wp-json\/wp\/v2\/media?parent=10996"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/protechingenieria.com\/en\/wp-json\/wp\/v2\/categories?post=10996"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/protechingenieria.com\/en\/wp-json\/wp\/v2\/tags?post=10996"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}