Intervention of Documentary Collections

We advance this process with the purpose of organizing, selecting, classifying, and describing the documentation produced in the course of the activities of various public and/or private organizations, with the aim of efficiently supporting their administrative management.

This service includes:

• Organization: physical intervention in the archives implementing technical archival processes.
• Selection: categorization of archives according to the application of Document Retention Schedules and/or Document Appraisal.
• Classification: identification of archival documents corresponding to the same documentary series.
• Description: this corresponds to the control of documentation produced by companies and/or entities through documentary inventories or document control tools.

What you need to know to require this service:

• We provide services for organizing archives in accordance with the current regulations enacted by both the National General Archive (AGN) and the District Archive of Bogotá. Additionally, we offer services for the technical organization of accumulated documentary collections, as well as services related to the final disposition of documentation, including management, central, and historical archives.

Custody and Document Management

We have the necessary infrastructure to safeguard and manage physical files and magnetic media.

This service consists of:

• Comprehensive documentation management: we manage information and documentary collections with a focus on proper handling of reception, adequate maintenance of facilities, application of the Integrated Conservation System - SIC, and the security and integrity of all types of documentary support and their information.
• Attention to Inquiries: we provide consultation services in accordance with the Service Level Agreements (SLAs) offered to clients, whether by locating documents at their facilities, in-room consultations at our premises, or sending them digitally.
• Warehousing: we have an excellent warehouse service, complying with quality standards in infrastructure, environmental conditions and safety for the processing of your documentation.
• Transfers: we offer an excellent warehousing service, meeting quality standards in infrastructure, environmental conditions, and security for handling your documentation.

What you need to know to require this service:

• We guarantee the security and preservation of documents in specialized warehouses equipped with the necessary mechanisms for information preservation, such as suitable archival document storage systems, fire detection, CCTV, humidity and temperature controls, and dehumidifiers. We supply services related to information management, such as transportation for document collection, software for the management of files in custody, retrieval of information from documentary units, and attention to inquiries.

Consultancy in Document Management

We have a team of highly qualified professionals who will provide consultancy in document management, according to the demands of our users.

What you need to know to require this service

• We conduct diagnostics on the state of information within organizations, aiming to establish the status of companies in terms of document management. After analyzing the information, we are able to offer the necessary alternatives, so that your organization can implement the best practices in this field to access information promptly, while reducing costs, time, and space.

Creation of Archival Instruments

We develop Archival Instruments aimed at supporting the proper development and implementation of document management and archival functions within organizations.

This service includes:

• Document Classification Chart: an instrument that reflects the hierarchy assigned to the documentation produced by an institution, according to the level of series and subseries established in the Document Retention Schedule.
• Document Retention Schedule: an instrument consisting of a list of series, with their corresponding types of documents, to which the retention time is assigned for each stage of the documents' life cycle.
• Document Appraisal Tables: an instrument that allows assigning values to the documents belonging to the archives of liquidated entities or restructured entities.
• Document Management Program: this is the archival instrument that formulates and documents the systematic development of archival processes aimed at managing an entity's documentation, with the goal of facilitating its use and preservation.
• Institutional Archive Plan – PINAR: an instrument for planning the archival function, which is integrated with the other strategic plans and projects envisioned by the entity.
• Terminology Banks: an archival instrument that allows for the normalization of the names of series, subseries, and types of documents through controlled languages and terminological structures.
• Access Control Tables: an instrument for identifying the conditions of access and restrictions that apply to documents.
• Single Document Inventory Format: a documentary description instrument aimed at controlling documentation.
• MoReq: the Model Requirements for Electronic Document Management Systems - MoReq are a planning instrument that formulates both the functional and non-functional requirements of the entity's electronic document management.

What you need to know to require this service

• You should be familiar with the institutional history of the entity, its organizational chart, and departments..

Documentary Inventory

An information retrieval tool that describes precisely and accurately the series or matters of a documentary collection.

What you need to know to require this service

• We offer the service of documentary inventories through a digital file in which relevant and descriptive information of each documentary unit is recorded, for its subsequent location and management of the intervened archives. Similarly, through this tool, the opening and closing times of the units for applying Document Retention or Appraisal Tables can be established.

Supervision of Document Management Projects

Technical, Administrative, and Financial Supervision to support the supervision of contracts with the supply of specialized resources in document management processes, ensuring the quality of the services contracted by the entities.

What you need to know to require this service

• We support entities by providing specialized supervision and oversight services for Document Management projects, with the aim of conducting monitoring, surveillance, and administrative, financial, legal, and technical control in the execution of contracted archival processes.

Digitization

We offer digitization services for large volumes of documents, with the aim of providing timely and efficient access to information, as well as metadata indexing for information retrieval.

We carry out the digitization process according to our clients' criteria:

• For Consultation Purposes: to carry out the processes of converting analog documents into digital formats in order to preserve the documentation.
• Certified for Evidentiary Purposes: a technological process that converts an analog document into one or several electronic files, which contain the encoded image that is faithful and complete to the original, with certification of: Reliability, Availability, Integrity, and Authenticity.

What you need to know to require this service:

• Organized information, properly prepared without the presence of abrasive material.

Document Management Outsourcing

We ensure the management of our clients' information at their facilities by supplying personnel specialized in documentary intervention processes, correspondence, and digitization, among others.

We perform the process according to our clients' criteria in:

• Staffing: assignment of resources for the outsourcing of processes related to document management.

What you need to know to require this service:

• The primary goal of Document Management Outsourcing is to ensure the handling and management of an organization's documents through a specialized team.

Bibliographic Description Processes in Libraries and Documentation Centers

Implementation of bibliographic tools, documentary cataloging processes, and supply of electronic information resources.

This service consists of:

• Bibliographic Description Processes: Currently, libraries have resources and services that meet the information needs, supporting research development through advanced information technologies, bibliographic collections, and physical resources, enabling the growth and strengthening of the community.

Actions we perform in this service:

• Through a specialized team, we offer effective solutions for our clients, achieving the primary goal of discovering and identifying the formal aspects of the document, primary and secondary access points to the document, and finally organizing the information for the creation of a catalog or database subjected to a search order of automated documentary records that, using computer language, have labels or metadata so that the information can be efficiently retrieved and allow access to information.

Projects:

• As documentary information units, libraries and documentation centers must ensure their user community has the necessary resources for proper access to their documentary sources. To achieve this, it is necessary to utilize various technological tools that can contribute to the development of their objectives, which we offer as:
  • Library Management Software
  • Digital Repositories
  • Metasearch Engines
  • Proxy Servers for requests