{"id":12388,"date":"2025-10-03T18:00:35","date_gmt":"2025-10-03T23:00:35","guid":{"rendered":"https:\/\/protechingenieria.com\/?p=12388"},"modified":"2025-10-09T08:07:20","modified_gmt":"2025-10-09T13:07:20","slug":"como-estructurar-un-archivo-central","status":"publish","type":"post","link":"https:\/\/protechingenieria.com\/en\/como-estructurar-un-archivo-central\/","title":{"rendered":"How to Structure a Central Archive in a Company: A Guide for Effective Document Management"},"content":{"rendered":"<div data-elementor-type=\"wp-post\" data-elementor-id=\"12388\" class=\"elementor elementor-12388\" 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-469cfee 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=\"469cfee\" 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-c77c653 elementor-widget elementor-widget-text-editor\" data-id=\"c77c653\" 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\">One of the most critical challenges is not only storing these documents, but organizing and managing them in a way that adds value, supports decision-making, ensures regulatory compliance, and preserves institutional memory. For this reason, it is essential to understand how to structure a central archive within the company\u2014an organized space, whether physical or digital, that brings together semi-active documents useful for management and preserves them under clear records management control criteria.<\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-3d2e853 elementor-widget elementor-widget-heading\" data-id=\"3d2e853\" 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<h2 class=\"elementor-heading-title elementor-size-default\">Definition and purpose when thinking about How to structure a central archive<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-1bdb17a elementor-widget elementor-widget-text-editor\" data-id=\"1bdb17a\" 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\">To determine how to structure a central archive within a company, it is first necessary to define what a central archive is within the <a href=\"https:\/\/protechingenieria.com\/en\/ciclo-de-vida-documental\/\" target=\"_self\">document life cycle<\/a>. According to Colombian legislation, especially <a href=\"https:\/\/www.anm.gov.co\/sites\/default\/files\/ley_594_de_2000.pdf?utm_source\" target=\"_blank\" rel=\"noopener\">Law 594 of 2000<\/a>, <a href=\"https:\/\/protechingenieria.com\/en\/que-es-la-gestion-documental\/\" data-wplink-edit=\"true\" target=\"_self\">records management<\/a> includes the administrative and technical processes for the planning, creation, organization, distribution, consultation, retrieval, and final disposition of documents. <a href=\"https:\/\/www.anm.gov.co\/sites\/default\/files\/ley_594_de_2000.pdf?utm_source=chatgpt.com\" target=\"_blank\" rel=\"noopener\">Regulatory Framework<\/a> The central archive is the space where documents transferred from the records management offices of the different departments of the organization are grouped\u2014documents that are no longer used frequently but remain valid for internal, administrative, legal, or fiscal processes.<\/p><p>When a company understands how to structure a central archive, it can ensure that these semi-active documents remain accessible, preserved, classified, and available for legal inquiries, audits, or administrative follow-up. A well-structured central archive prevents loss, duplication, and unauthorized access, and improves operational efficiency.<!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-672508e elementor-widget elementor-widget-heading\" data-id=\"672508e\" 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<h2 class=\"elementor-heading-title elementor-size-default\">Essential components when describing how to structure a central archive<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-28294fa elementor-widget elementor-widget-text-editor\" data-id=\"28294fa\" 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\">To fully understand how to structure a central archive within a company, it is necessary to consider several components that are part of <a href=\"https:\/\/protechingenieria.com\/en\/que-es-la-gestion-documental\/\" target=\"_self\">records management<\/a>:<\/p><p><!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-9af0f30 elementor-widget elementor-widget-heading\" data-id=\"9af0f30\" 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\">1. Document life cycle<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-8966b7f elementor-widget elementor-widget-text-editor\" data-id=\"8966b7f\" 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\">Understanding the stages a document goes through from its creation to its final disposition: production or receipt, active use, transfer to the central archive, preservation, and final disposition (whether elimination, destruction, or permanent preservation). <a href=\"https:\/\/www.anm.gov.co\/sites\/default\/files\/ley_594_de_2000.pdf?utm_source\" target=\"_blank\" rel=\"noopener\">Law 594<\/a> establishes these processes as mandatory for public entities; and although private companies are not always legally required to comply with all of them, adopting these principles adds rigor and supports compliance._<\/p><p><!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-b44ebf3 elementor-widget elementor-widget-heading\" data-id=\"b44ebf3\" 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\">2. Archival instruments<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-771afb7 elementor-widget elementor-widget-text-editor\" data-id=\"771afb7\" 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\">They are key tools for <a href=\"https:\/\/protechingenieria.com\/en\/que-es-la-gestion-documental\/\" target=\"_self\">document management.<\/a> To know how to structure a central archive within a company, it is essential that the following exist and are used:<\/p><ul><li>Document Retention Schedules (TRD): define how long a document must remain in active management, in the central archive, or in another stage of the document life cycle, and when it may be eliminated.\u00a0<\/li><li>Document Appraisal Tables (TVD): help determine the administrative, legal, historical, or cultural value of documents and their final disposition.<\/li><li>Document classification schemes: systems for organizing documents by series, subseries, types, functions, or subjects.<\/li><li>Document inventories: up-to-date lists of existing documents, their location, format, and condition.<\/li><\/ul><p><!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-9e7b253 elementor-widget elementor-widget-heading\" data-id=\"9e7b253\" 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\">3. Policies, regulations, and documentary quality standards<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-8c5f1ce elementor-widget elementor-widget-text-editor\" data-id=\"8c5f1ce\" 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\">Knowing <span class=\"notion-enable-hover\" data-token-index=\"1\">how to structure a central archive within a company<\/span> involves establishing clear rules regarding documentary responsibility, confidentiality, integrity, authenticity, traceability, and accessibility. In Colombia, <a href=\"https:\/\/gestornormativo.creg.gov.co\/gestor\/entorno\/docs\/ley_0594_2000.htm?\" target=\"_blank\" rel=\"noopener\">Law 594 of 2000<\/a> mandates that entities implement <a href=\"https:\/\/protechingenieria.com\/en\/que-es-la-gestion-documental\/\" target=\"_self\">document management<\/a> programs, observing archival principles and standards related to facilities, custody, ownership, and the handling of documents.<\/p><p><!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-0e74641 elementor-widget elementor-widget-heading\" data-id=\"0e74641\" 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\">4. Documentary roles and responsibilities<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-a68f737 elementor-widget elementor-widget-text-editor\" data-id=\"a68f737\" 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\">To maintain effective <a href=\"https:\/\/protechingenieria.com\/en\/que-es-la-gestion-documental\/\">document management<\/a> and understand how to structure a central archive within a company, each department must have designated personnel responsible for the records office, transfer to the central archive, monitoring standards, <a href=\"https:\/\/protechingenieria.com\/en\/control-documental\/\">digitization<\/a> where applicable, lending, and security. These responsible parties ensure that processes are consistent and that retention periods, access rules, and the final disposition of documents are properly followed.<\/p><p><!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-d4e897d elementor-widget elementor-widget-heading\" data-id=\"d4e897d\" 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\">5. Digitization and technology<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-8f3fb50 elementor-widget elementor-widget-text-editor\" data-id=\"8f3fb50\" 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\"><a href=\"https:\/\/protechingenieria.com\/en\/transformacion-digital-era-moderna\/\">Digital transformation<\/a> turns many physical processes into digital ones. When designing how to structure a central archive within a company, it is necessary to consider the use of <a href=\"https:\/\/protechingenieria.com\/en\/componentes-clave-para-un-sistema-de-gestion-documental\/\">document management systems<\/a> (DMS), digital backups, secure copies, the integrity of digital documents, metadata, search indexes, and controlled access. This facilitates retrieval, reduces the need for physical space, <a href=\"https:\/\/protechingenieria.com\/en\/trazabilidad-documental\/\">improves traceability<\/a>, and <a href=\"https:\/\/protechingenieria.com\/en\/regulaciones-en-la-gestion-documental\/\">enhances regulatory compliance<\/a> more efficiently.<\/p><p><!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-261a7fa elementor-widget elementor-widget-heading\" data-id=\"261a7fa\" 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\">6. Security, preservation, and conservation<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-5eda836 elementor-widget elementor-widget-text-editor\" data-id=\"5eda836\" 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\">Part of <a href=\"https:\/\/protechingenieria.com\/en\/que-es-la-gestion-documental\/\">document management<\/a> involves ensuring environmental conditions, physical security (safe physical space, protection against fire, humidity, pests), as well as <a href=\"https:\/\/protechingenieria.com\/en\/valor-de-la-seguridad-documental\/\">digital security<\/a> (backup copies, protection against attacks, encryption when necessary). When designing how to structure a central archive within a company, these factors must be considered to preserve both physical and digital documents for the periods specified by the TRD\/TVD.<\/p><p><!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-1e03ad5 elementor-widget elementor-widget-heading\" data-id=\"1e03ad5\" 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<h2 class=\"elementor-heading-title elementor-size-default\">Steps to implement how to structure a central archive within a company<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-e4807c2 elementor-widget elementor-widget-text-editor\" data-id=\"e4807c2\" 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>Now, once the theory is understood, the practical part: how to structure a central archive in the company, step by step?<br \/><!-- notionvc: ee9cc4fe-57e3-46fd-a01a-065652b853ba --><\/p><p><!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-8ed3f80 elementor-widget elementor-widget-heading\" data-id=\"8ed3f80\" 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\">1. Initial documentary assessment<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-6bdb06c elementor-widget elementor-widget-text-editor\" data-id=\"6bdb06c\" 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\">First, a <a href=\"https:\/\/protechingenieria.com\/en\/inventario-archivistico\/\">inventory<\/a> of existing materials should be conducted: active, semi-active, and historical documents; formats (paper, electronic, audiovisual, etc.), volume, and location. Assess which documents are useful and which have legal, administrative, or historical value. This helps determine the size of the central archive, the resources required, and the necessary software or physical infrastructure.<\/p><p><!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-29c1bea elementor-widget elementor-widget-heading\" data-id=\"29c1bea\" 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\">2. Design of the central archive model<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-e8ec2f1 elementor-widget elementor-widget-text-editor\" data-id=\"e8ec2f1\" 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>Using the information from the assessment, design the structure of the central archive: its physical or digital organization, document series and subseries, classification criteria, rules for transfers from the records office, retention decisions, access, lending, and final disposition. Establish a responsibility chart. Determine whether to use digital storage or a mixed format if appropriate.<br \/><!-- notionvc: ee9cc4fe-57e3-46fd-a01a-065652b853ba --><\/p><p><!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-9dc1c14 elementor-widget elementor-widget-heading\" data-id=\"9dc1c14\" 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\">3. Development of internal policies, procedures, and regulations<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-7008d1d elementor-widget elementor-widget-text-editor\" data-id=\"7008d1d\" 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\">Create internal policies that define and regulate: who decides on the transfer of documents to the central archive; how <a href=\"https:\/\/protechingenieria.com\/en\/control-documental\/\">digitization<\/a> is carried out; how document quality is controlled; which metadata are used; how access permissions are managed; how confidentiality is protected; how document disposal is performed according to the TRD\/TVD; how backups are made; and how lending records are maintained. All of this within the framework of <a href=\"https:\/\/protechingenieria.com\/en\/que-es-la-gestion-documental\/\">document management<\/a>.<\/p><p><!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-bd9c132 elementor-widget elementor-widget-heading\" data-id=\"bd9c132\" 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\">4. Implementation of archival instruments<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-cc1c9e1 elementor-widget elementor-widget-text-editor\" data-id=\"cc1c9e1\" 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>Put into operation the Document Retention Schedules, Appraisal Tables, document classification schemes, inventories, and preservation policies. Establish internal archive committees if applicable and assign responsibilities. Begin organizing existing documents according to the defined criteria\u2014transfer semi-active documents from the producing offices to the central archive, respecting the retention periods specified in the TRD.<br \/><!-- notionvc: ee9cc4fe-57e3-46fd-a01a-065652b853ba --><\/p><p><!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-a02cd3a elementor-widget elementor-widget-heading\" data-id=\"a02cd3a\" 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\">5. Physical or digital infrastructure<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-6701949 elementor-widget elementor-widget-text-editor\" data-id=\"6701949\" 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\">If the central archive is physical, it must have adequate space, shelving, furniture, environmental conditions, access control, and security. If it is digital, a robust technological platform is required, including <a href=\"https:\/\/protechingenieria.com\/en\/componentes-clave-para-un-sistema-de-gestion-documental\/\">document management systems<\/a>, backup, <a href=\"https:\/\/protechingenieria.com\/en\/control-documental\/\">IT security<\/a>, advanced search capabilities, properly applied metadata, possible format conversions, and digital integrity.<\/p><p><!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-aaba14a elementor-widget elementor-widget-heading\" data-id=\"aaba14a\" 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\">6. Document transfer process<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-027051e elementor-widget elementor-widget-text-editor\" data-id=\"027051e\" 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>Define the procedures for moving documents from the records office to the central archive. Establish transfer times and criteria based on usage, validity, and legal value. Ensure that transferred documents are complete, that their physical or digital condition is adequate, that the transfer is properly recorded, and that users know where to locate these documents.<br \/><!-- notionvc: ee9cc4fe-57e3-46fd-a01a-065652b853ba --><\/p><p><!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-977e1ac elementor-widget elementor-widget-heading\" data-id=\"977e1ac\" 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\">7. Training and documentary culture<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-455a4da elementor-widget elementor-widget-text-editor\" data-id=\"455a4da\" 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\">For everything to function properly, employees must know how to structure a central archive within the company. This involves continuous training in document management: applicable laws and regulations (e.g., Law 594 in Colombia), internal procedures, use of the archive system, digitization, preservation, and document security. Promote a culture of documentary responsibility.<\/p><p><!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-43bd155 elementor-widget elementor-widget-heading\" data-id=\"43bd155\" 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\">8. Control, monitoring, and continuous improvement<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-5ef07e8 elementor-widget elementor-widget-text-editor\" data-id=\"5ef07e8\" 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>Once the central archive is structured, its operation must be monitored: conduct internal audits, access controls, verify compliance with retention periods, track lending records, use of the digital system, and physical and digital integrity. Adjust procedures as laws, technology, and company needs evolve.<br \/><!-- notionvc: ee9cc4fe-57e3-46fd-a01a-065652b853ba --><\/p><p><!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-8b9bf90 elementor-widget elementor-widget-image\" data-id=\"8b9bf90\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"image.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<img fetchpriority=\"high\" decoding=\"async\" width=\"1024\" height=\"701\" src=\"https:\/\/protechingenieria.com\/wp-content\/uploads\/2025\/10\/Como-estructurar-un-archivo-central.webp\" class=\"attachment-large size-large wp-image-12390\" alt=\"C\u00f3mo estructurar un archivo central\" srcset=\"https:\/\/protechingenieria.com\/wp-content\/uploads\/2025\/10\/Como-estructurar-un-archivo-central.webp 1024w, https:\/\/protechingenieria.com\/wp-content\/uploads\/2025\/10\/Como-estructurar-un-archivo-central-300x205.webp 300w, https:\/\/protechingenieria.com\/wp-content\/uploads\/2025\/10\/Como-estructurar-un-archivo-central-768x526.webp 768w, https:\/\/protechingenieria.com\/wp-content\/uploads\/2025\/10\/Como-estructurar-un-archivo-central-18x12.webp 18w, https:\/\/protechingenieria.com\/wp-content\/uploads\/2025\/10\/Como-estructurar-un-archivo-central-150x103.webp 150w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" title=\"\">\t\t\t\t\t\t\t\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-c113577 elementor-widget elementor-widget-heading\" data-id=\"c113577\" 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<h2 class=\"elementor-heading-title elementor-size-default\">Practical examples of how to structure a central archive within a company<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-df0f55f elementor-widget elementor-widget-text-editor\" data-id=\"df0f55f\" 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\">To better illustrate how to structure a central archive in a company, here are examples adapted to different types of organizations:<\/p><p><!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-aa400da elementor-widget elementor-widget-heading\" data-id=\"aa400da\" 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\">Small professional services company<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-9fdf262 elementor-widget elementor-widget-text-editor\" data-id=\"9fdf262\" 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>Has few employees and handles client documents, contracts, invoices, correspondence, and reports. Here, the central archive can be mixed: retain relevant physical documents and maintain a digital backup. Classification can be done by client (alphabetically), by type (contracts, invoices, projects), and by date. Create an appropriate internal TRD, assign a single documentary responsible person, provide modest but secure physical space, and perform selective digitization.<br \/><!-- notionvc: ee9cc4fe-57e3-46fd-a01a-065652b853ba --><\/p><p><!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-6afbd50 elementor-widget elementor-widget-heading\" data-id=\"6afbd50\" 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\">Medium-sized manufacturing company<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-9571d0d elementor-widget elementor-widget-text-editor\" data-id=\"9571d0d\" 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\">Handles many technical documents, purchase orders, quality control records, logistics, and environmental regulations. Structuring a central archive in this type of company requires a more robust setup: broad thematic series (production, logistics, quality, environment); well-defined TRD; intensive digitization; use of a DMS (document management system); off-site backups; policies to define the lifespan of technical versus administrative documents; and a document management committee.<\/p><p><!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-b0753cd elementor-widget elementor-widget-heading\" data-id=\"b0753cd\" 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\">Large corporation or public entity<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-3c63566 elementor-widget elementor-widget-text-editor\" data-id=\"3c63566\" 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\">Handles high volumes of documents, faces legal requirements, frequent audits, and the obligation to preserve historical records. Structuring a central archive in such an organization involves a well-sized physical central archive, possibly multiple digital repositories, advanced ICT infrastructure, strict compliance with national archival standards, legal support, specific policies for security, access, and long-term digital preservation, cataloging with metadata, and even disaster contingency plans.<\/p><p><!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-02942f7 elementor-widget elementor-widget-heading\" data-id=\"02942f7\" 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<h2 class=\"elementor-heading-title elementor-size-default\">National regulatory framework<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-6b43101 elementor-widget elementor-widget-text-editor\" data-id=\"6b43101\" 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\">When designing how to structure a central archive within a company, in Colombia there are key regulations that cannot be ignored:<\/p><p><!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-b555dcb elementor-widget elementor-widget-eael-feature-list\" data-id=\"b555dcb\" 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-b555dcb\" class=\"eael-feature-list-items circle stacked connector-type-classic 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                                            <span class=\"connector\" style=\"right: calc(100% - 52px); left: 0;\"><\/span>\n                        <span class=\"connector connector-tablet\" style=\"right: calc(100% - 52px); left: 0;\"><\/span>\n                        <span class=\"connector connector-mobile\" style=\"right: calc(100% - 52px); left: 0;\"><\/span>\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-check-circle\" viewbox=\"0 0 512 512\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M504 256c0 136.967-111.033 248-248 248S8 392.967 8 256 119.033 8 256 8s248 111.033 248 248zM227.314 387.314l184-184c6.248-6.248 6.248-16.379 0-22.627l-22.627-22.627c-6.248-6.249-16.379-6.249-22.628 0L216 308.118l-70.059-70.059c-6.248-6.248-16.379-6.248-22.628 0l-22.627 22.627c-6.248 6.248-6.248 16.379 0 22.627l104 104c6.249 6.249 16.379 6.249 22.628.001z\"><\/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                            <h4 class=\"eael-feature-list-title\"><\/h4>\t\t\t\t\t\t<p class=\"eael-feature-list-content translation-block\"><a target=\"_self\">Law 594 of 2000:<\/a> General Archives Law. Defines document management, the document life cycle, and the obligations of public entities in the handling and preservation of their archives.<\/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-f5f0b50\">\n                                            <span class=\"connector\" style=\"right: calc(100% - 52px); left: 0;\"><\/span>\n                        <span class=\"connector connector-tablet\" style=\"right: calc(100% - 52px); left: 0;\"><\/span>\n                        <span class=\"connector connector-mobile\" style=\"right: calc(100% - 52px); left: 0;\"><\/span>\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-check-circle\" viewbox=\"0 0 512 512\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M504 256c0 136.967-111.033 248-248 248S8 392.967 8 256 119.033 8 256 8s248 111.033 248 248zM227.314 387.314l184-184c6.248-6.248 6.248-16.379 0-22.627l-22.627-22.627c-6.248-6.249-16.379-6.249-22.628 0L216 308.118l-70.059-70.059c-6.248-6.248-16.379-6.248-22.628 0l-22.627 22.627c-6.248 6.248-6.248 16.379 0 22.627l104 104c6.249 6.249 16.379 6.249 22.628.001z\"><\/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                            <h4 class=\"eael-feature-list-title\"><\/h4>\t\t\t\t\t\t<p class=\"eael-feature-list-content translation-block\">Complementary regulations such as <a target=\"_self\">Decree 1080 of 2015<\/a> (Single Regulatory Decree of the Culture Sector), which governs various aspects of document and archive management.<\/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-d9289d0\">\n                                            <span class=\"connector\" style=\"right: calc(100% - 52px); left: 0;\"><\/span>\n                        <span class=\"connector connector-tablet\" style=\"right: calc(100% - 52px); left: 0;\"><\/span>\n                        <span class=\"connector connector-mobile\" style=\"right: calc(100% - 52px); left: 0;\"><\/span>\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-check-circle\" viewbox=\"0 0 512 512\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M504 256c0 136.967-111.033 248-248 248S8 392.967 8 256 119.033 8 256 8s248 111.033 248 248zM227.314 387.314l184-184c6.248-6.248 6.248-16.379 0-22.627l-22.627-22.627c-6.248-6.249-16.379-6.249-22.628 0L216 308.118l-70.059-70.059c-6.248-6.248-16.379-6.248-22.628 0l-22.627 22.627c-6.248 6.248-6.248 16.379 0 22.627l104 104c6.249 6.249 16.379 6.249 22.628.001z\"><\/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                            <h4 class=\"eael-feature-list-title\"><\/h4>\t\t\t\t\t\t<p class=\"eael-feature-list-content translation-block\">Agreements from the <a target=\"_self\">National Archives<\/a> that establish the Unified Archive Function Agreement, the Unique Registry of Document Series, TRD certifications, and more. These regulations set standards for validity, authenticity, integrity, and preservation.<\/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<div class=\"elementor-element elementor-element-8a01798 elementor-widget elementor-widget-heading\" data-id=\"8a01798\" 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<h2 class=\"elementor-heading-title elementor-size-default\">Common challenges when structuring a central archive<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-449cd71 elementor-widget elementor-widget-text-editor\" data-id=\"449cd71\" 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>When a company decides to implement a central archive, it faces several obstacles:<\/p><ul><li>Resistance to change: employees accustomed to disorganized documents, keeping multiple versions, and not following procedures.<\/li><li>Limited resources: physical space, budget for digitization, technology, and trained personnel.<\/li><li>Digital document management: ensuring authenticity, integrity, metadata, stable storage, and mitigating the risk of technological obsolescence.<\/li><li>Regulatory compliance: understanding and applying national laws, international standards if applicable, data protection regulations, and legal retention rules.<\/li><li>Information security: both physical and digital, including access control, backups, and disaster recovery.<\/li><\/ul><p><!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-e0523e0 elementor-widget elementor-widget-heading\" data-id=\"e0523e0\" 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<h2 class=\"elementor-heading-title elementor-size-default\">Visible impacts <\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-f6ba9b3 elementor-widget elementor-widget-text-editor\" data-id=\"f6ba9b3\" 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>When the central archive is properly structured in a company, effects can be seen both operationally and strategically:<\/p><ul><li>Improved productivity: less time spent searching for documents, fewer errors from using outdated versions, and smoother administrative processes.<\/li><li>Legal compliance ensured: the company can demonstrate that it retains documents according to the TRD, respond to audits, and maintain document integrity.<\/li><li>Institutional transparency: documented access, traceability of decisions, and a clear history of contracts and communications.<\/li><li>Protection of documentary heritage: historical or culturally significant documents are well preserved, not destroyed due to ignorance or negligence.<\/li><li>Enhanced decision-making: having reliable, organized, and accessible documents allows for analyzing background information, assessing risks, and planning strategies based on data.<\/li><\/ul><p><!-- notionvc: 9d4b58d2-c474-4447-bf44-66aba7f62af0 --><\/p><p><!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-9777747 elementor-widget elementor-widget-heading\" data-id=\"9777747\" 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<h2 class=\"elementor-heading-title elementor-size-default\">Recommended resources and tools<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-e4e87fb elementor-widget elementor-widget-text-editor\" data-id=\"e4e87fb\" 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\">To effectively know <strong>how to structure a central archive within a company<\/strong>, it is useful to use the following tools and resources:<\/p><ul><li class=\"translation-block\"><strong>Document management software (DMS \/ Document Management System):<\/strong> platforms that allow storage, indexing, searching, version control, permission management, and workflow approval management.<\/li><li class=\"translation-block\"><strong>Digitization systems with standards:<\/strong> quality scanners, OCR, formats that ensure digital preservation, and well-structured metadata.<\/li><li class=\"translation-block\"><strong>Secure physical infrastructure:<\/strong> filing cabinets, mobile shelving, fire protection systems, humidity and light control, and restricted access.<\/li><li class=\"translation-block\"><strong>Document management training:<\/strong> courses, workshops, and continuous training for archive personnel, document-producing areas, management, and auditors.<\/li><li class=\"translation-block\"><strong>Internal archive committees \/ document managers:<\/strong> groups responsible for supervising compliance, updating TRD\/TVD, and monitoring processes.<\/li><li class=\"translation-block\"><strong>Audits and periodic evaluation:<\/strong> internal reviews, document quality controls, and indicators such as search times, version standardization, loan tracking, and usage records.<\/li><\/ul><p><!-- notionvc: 838477a3-06b4-4459-abc0-acb47a789ae1 --><\/p><p><!-- notionvc: 9d4b58d2-c474-4447-bf44-66aba7f62af0 --><\/p><p><!-- notionvc: 8591c4ca-dfe0-4dc0-a30e-91341451c626 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-9ca7103 elementor-widget-divider--view-line elementor-widget elementor-widget-divider\" data-id=\"9ca7103\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"divider.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<div class=\"elementor-divider\">\n\t\t\t<span class=\"elementor-divider-separator\">\n\t\t\t\t\t\t<\/span>\n\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-dd672bc elementor-widget elementor-widget-heading\" data-id=\"dd672bc\" 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\">Does your company already have a well-structured central archive?<\/h4>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-769521a elementor-widget elementor-widget-text-editor\" data-id=\"769521a\" 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 style=\"text-align: center;\" class=\"translation-block\">Don\u2019t wait for disorganization, document loss, or regulatory non-compliance to affect your productivity. Implementing clear strategies on how to structure a central archive within your company not only optimizes internal processes but also strengthens security, traceability, and legal compliance.<\/p><p><!-- notionvc: 96b0c05a-9f2e-464e-8d30-bdc66d772c8c --><\/p><p><!-- notionvc: 811469a9-08bf-4822-a776-edf29e636e97 --><\/p><p><!-- notionvc: 82c6edbc-aab9-463a-b502-6c43e47d6be9 --><\/p><p><!-- notionvc: a78b5358-a195-4467-a1ce-bc2d030bfa09 --><\/p><p><!-- notionvc: 11581b34-66fe-4b2b-a511-9a497b9c21e7 --><\/p><p><!-- notionvc: d8c92ab8-5570-4322-a3ea-4dd51b96132f --><\/p><p><!-- notionvc: 74f1cd79-c3d9-4b14-87f5-98bfae57da03 --><\/p><p><!-- notionvc: 46310d6c-0164-46e6-b5cb-66cfed49abc5 --><\/p><p><!-- notionvc: 17b2064c-3d9a-4c0c-a7fe-20c7a1f5a052 --><\/p><p><!-- notionvc: 6ae26569-0047-40ab-8910-15de662feb10 --><!-- notionvc: 9303a18d-ecb6-4de1-82ee-8f6f843bd72f --><\/p><p><!-- notionvc: 8017e81b-39ee-4eef-abc9-51eae05f9620 --><\/p><p><!-- notionvc: 058a4bb7-758e-4587-adc1-a155cdaa8242 --><\/p><p><!-- notionvc: c7c603b7-45e5-4f67-a9f0-5611b70d022f --><\/p><p><!-- notionvc: 05e1da75-0eed-4c08-974e-07b03a15921c --><\/p><p><!-- notionvc: 50156899-9685-4367-8a70-ea05d788833e --><\/p><p><!-- notionvc: 9700c6da-52b7-4e9e-99c4-604975891814 --><\/p><p><!-- notionvc: aa5ac433-468f-4d81-94f6-0bafc34346dd --><!-- notionvc: ff5280bf-9f7c-45c5-bf53-2f276c98f1d0 --><\/p><p><!-- notionvc: 8122984d-ec98-4bcb-80e5-e3d333cb1055 --><\/p><p><!-- notionvc: da0b07d3-b374-4f65-b893-21eab3065729 --><\/p><p><!-- notionvc: 572cce23-6058-46eb-9ffb-241f964f4742 --><\/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-c905dd0 elementor-widget elementor-widget-eael-cta-box\" data-id=\"c905dd0\" 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\t<div class=\"eael-call-to-action cta-icon-flex bg-lite cta-preset-1\">\n\t    <div class=\"icon\">\n\t\t\t\t\t\t\t<svg class=\"e-font-icon-svg e-fas-bullhorn\" viewbox=\"0 0 576 512\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M576 240c0-23.63-12.95-44.04-32-55.12V32.01C544 23.26 537.02 0 512 0c-7.12 0-14.19 2.38-19.98 7.02l-85.03 68.03C364.28 109.19 310.66 128 256 128H64c-35.35 0-64 28.65-64 64v96c0 35.35 28.65 64 64 64h33.7c-1.39 10.48-2.18 21.14-2.18 32 0 39.77 9.26 77.35 25.56 110.94 5.19 10.69 16.52 17.06 28.4 17.06h74.28c26.05 0 41.69-29.84 25.9-50.56-16.4-21.52-26.15-48.36-26.15-77.44 0-11.11 1.62-21.79 4.41-32H256c54.66 0 108.28 18.81 150.98 52.95l85.03 68.03a32.023 32.023 0 0 0 19.98 7.02c24.92 0 32-22.78 32-32V295.13C563.05 284.04 576 263.63 576 240zm-96 141.42l-33.05-26.44C392.95 311.78 325.12 288 256 288v-96c69.12 0 136.95-23.78 190.95-66.98L480 98.58v282.84z\"><\/path><\/svg>\t    <\/div>\n\t    <div class=\"content\">\n            <h3 class=\"title eael-cta-heading\">Start today!<\/h3><p class=\"translation-block\">At Protech Ingenier\u00eda, we help you design and implement comprehensive document management solutions aimed at creating an efficient, compliant central archive fully tailored to your company\u2019s needs.<\/p>\t    <\/div>\n\t    <div class=\"action\">\n            <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<\/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>Uno de los desaf\u00edos m\u00e1s cr\u00edticos es no solo guardar estos documentos, sino organizar y manejar esa documentaci\u00f3n de modo que aporte valor, respalde decisiones, cumpla regulaciones y preserve la memoria institucional. Por eso es esencial entender c\u00f3mo estructurar un archivo central en la empresa, un espacio organizado f\u00edsica o digitalmente que concentra los documentos semiactivos \u00fatiles para la gesti\u00f3n y los conserva bajo criterios claros de control documental. Definici\u00f3n y prop\u00f3sito al pensar en C\u00f3mo estructurar un archivo central Para determinar c\u00f3mo estructurar un archivo central en la empresa, primero hay que definir qu\u00e9 es un archivo central dentro del ciclo de vida del documento. Seg\u00fan la legislaci\u00f3n colombiana, en especial la Ley 594 de 2000, gesti\u00f3n documental incluye los procesos administrativos y t\u00e9cnicos para la planificaci\u00f3n, producci\u00f3n, organizaci\u00f3n, distribuci\u00f3n, consulta, recuperaci\u00f3n y disposici\u00f3n final de los documentos. Gestor Normativo El archivo central es el espacio donde se agrupan documentos transferidos desde los archivos de gesti\u00f3n de las distintas dependencias de la entidad, que ya no se usan con frecuencia, pero que siguen vigentes para procesos internos, administrativos, legales o fiscales.\u00a0 Cuando se sabe c\u00f3mo estructurar un archivo central en la empresa, se puede asegurar que esos documentos semiactivos se mantengan accesibles, conservados, clasificados y disponibles para consultas legales, auditor\u00edas o seguimiento administrativo. Un archivo central bien estructurado evita p\u00e9rdidas, duplicaciones, accesos indebidos, y mejora la eficiencia operativa. Componentes esenciales al describir c\u00f3mo estructurar un archivo central Para comprender plenamente c\u00f3mo estructurar un archivo central en la empresa, hay que considerar varios componentes que forman parte de la gesti\u00f3n documental: 1. Ciclo vital del documento Entender las etapas que atraviesa un documento desde su creaci\u00f3n hasta su disposici\u00f3n final: producci\u00f3n o recepci\u00f3n, uso activo, traslado al archivo central, conservaci\u00f3n y disposici\u00f3n final (sea eliminaci\u00f3n, destrucci\u00f3n o conservaci\u00f3n permanente). La Ley 594 establece estos procesos como obligatorios para entidades p\u00fablicas; y aunque empresas privadas no siempre est\u00e9n obligadas legalmente en todos los puntos, adoptar estos principios aporta rigor y cumplimiento.\u00a0 2. Instrumentos archiv\u00edsticos Son herramientas clave para la gesti\u00f3n documental. Para saber c\u00f3mo estructurar un archivo central en la empresa, es imprescindible que existan y se usen: Tablas de Retenci\u00f3n Documental (TRD): definen cu\u00e1nto tiempo debe permanecer un documento en gesti\u00f3n activa, en archivo central u otra etapa del ciclo documental, y cu\u00e1ndo puede eliminarse.\u00a0 Tablas de Valoraci\u00f3n Documental (TVD): ayudan a decidir el valor administrativo, legal, hist\u00f3rico o cultural de los documentos y su destino. Cuadros de clasificaci\u00f3n documental: sistemas para ordenar documentos por series, subseries, tipos, funciones o temas. Inventarios documentales: listados actualizados de los documentos existentes, su ubicaci\u00f3n, soporte y estado. 3. Pol\u00edticas, normas y est\u00e1ndares de calidad documental Saber c\u00f3mo estructurar un archivo central en la empresa implica establecer reglas claras de responsabilidad documental, confidencialidad, integridad, autenticidad, trazabilidad, accesibilidad. En Colombia, la Ley 594 de 2000 ordena que las entidades tengan programas de gesti\u00f3n documental observando principios archiv\u00edsticos, normas para instalaciones, custodia, propiedad y manejo de documentos.\u00a0 4. Responsables documentales Para mantener la gesti\u00f3n documental efectiva y saber c\u00f3mo estructurar un archivo central en la empresa, cada \u00e1rea debe tener responsables encargados del archivo de gesti\u00f3n, del traslado al archivo central, de la vigilancia de est\u00e1ndares, de la digitalizaci\u00f3n si aplica, del pr\u00e9stamo, de la seguridad. Estos responsables aseguran que los procesos sean consistentes y que se cumplan los tiempos de retenci\u00f3n, las reglas de acceso y la disposici\u00f3n final de los documentos. 5. Digitalizaci\u00f3n y tecnolog\u00eda La transformaci\u00f3n digital convierte muchos procesos f\u00edsicos en digitales. En el dise\u00f1o de c\u00f3mo estructurar un archivo central en la empresa, hay que considerar el uso de sistemas de gesti\u00f3n documental (SGD), respaldo digital, copias seguras, integridad de los documentos digitales, metadatos, \u00edndices de b\u00fasqueda, acceso controlado. Esto facilita la recuperaci\u00f3n, reduce necesidad de espacio f\u00edsico, mejora trazabilidad y cumplimiento normativo con mayor rapidez. 6. Seguridad, preservaci\u00f3n y conservaci\u00f3n Parte de la gesti\u00f3n documental incluye asegurar condiciones ambientales, seguridad f\u00edsica (espacio f\u00edsico seguro, protecci\u00f3n contra incendios, humedad, plagas), as\u00ed como seguridad digital (copias de respaldo, protecci\u00f3n contra ataques, cifrado si necesario). En c\u00f3mo estructurar un archivo central en la empresa, estos factores deben estar contemplados para preservar documentos f\u00edsicos y digitales por los periodos que indiquen las TRD\/TVD. Pasos para implementar C\u00f3mo estructurar un archivo central en la empresa Ahora bien, una vez que se entiende la teor\u00eda, lo pr\u00e1ctico: \u00bfc\u00f3mo estructurar un archivo central en la empresa paso a paso? 1. Diagn\u00f3stico documental inicial Primero se debe hacer un inventario de lo que ya existe: documentos activos, semiactivos, hist\u00f3ricos; soportes (papel, electr\u00f3nico, audiovisual, etc.), volumen, ubicaci\u00f3n. Evaluar qu\u00e9 documentos son \u00fatiles, cu\u00e1les tienen valor legal, administrativo o hist\u00f3rico. Esto permite identificar qu\u00e9 tan grande debe ser el archivo central, qu\u00e9 recursos se necesitan, qu\u00e9 software o infraestructura f\u00edsica, etc. 2. Dise\u00f1o del modelo de archivo central Con la informaci\u00f3n del diagn\u00f3stico, dise\u00f1ar la estructura del archivo central: su organizaci\u00f3n f\u00edsica o digital, series y subseries documentales, criterios de clasificaci\u00f3n, reglas para transferencias desde archivo de gesti\u00f3n, decisi\u00f3n de retenidos, acceso, pr\u00e9stamos, disposici\u00f3n final. Establecer organigrama de responsabilidades. Determinar soporte de digitalizaci\u00f3n o soporte mixto si conviene. 3. Desarrollo de pol\u00edticas, procedimientos y normativas internas Crear pol\u00edticas internas que definan y regulen: qui\u00e9n decide la transferencia de documentos al archivo central; c\u00f3mo se hace la digitalizaci\u00f3n; c\u00f3mo se controla la calidad de los documentos; qu\u00e9 metadatos se usan; c\u00f3mo se manejan permisos de acceso; c\u00f3mo se protege la confidencialidad; c\u00f3mo se realiza la eliminaci\u00f3n documental seg\u00fan TRD\/TVD; c\u00f3mo se hacen los respaldos; c\u00f3mo se mantienen registros de pr\u00e9stamos. Todo esto dentro del marco de la gesti\u00f3n documental. 4. Implementaci\u00f3n de instrumentos archiv\u00edsticos Poner en marcha las Tablas de Retenci\u00f3n Documental, Tablas de Valoraci\u00f3n, cuadros de clasificaci\u00f3n documental, inventarios, pol\u00edticas de conservaci\u00f3n. Establecer comit\u00e9s internos de archivo si corresponde, asignar responsabilidades. Empezar a organizar los documentos ya existentes seg\u00fan los criterios definidos\u2014mover documentos semiactivos desde las oficinas productoras hacia el archivo central, respetando los tiempos de la TRD. 5. Infraestructura f\u00edsica o digital Si el archivo central es f\u00edsico,<\/p>","protected":false},"author":5,"featured_media":12389,"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],"tags":[],"class_list":["post-12388","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-gestion-documental"],"_links":{"self":[{"href":"https:\/\/protechingenieria.com\/en\/wp-json\/wp\/v2\/posts\/12388","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=12388"}],"version-history":[{"count":11,"href":"https:\/\/protechingenieria.com\/en\/wp-json\/wp\/v2\/posts\/12388\/revisions"}],"predecessor-version":[{"id":12401,"href":"https:\/\/protechingenieria.com\/en\/wp-json\/wp\/v2\/posts\/12388\/revisions\/12401"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/protechingenieria.com\/en\/wp-json\/wp\/v2\/media\/12389"}],"wp:attachment":[{"href":"https:\/\/protechingenieria.com\/en\/wp-json\/wp\/v2\/media?parent=12388"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/protechingenieria.com\/en\/wp-json\/wp\/v2\/categories?post=12388"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/protechingenieria.com\/en\/wp-json\/wp\/v2\/tags?post=12388"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}