Preservação digital na gestão de processos administrativos de uma instituição de ensino superior: os caso dos PEAPDs da PROGEP da UFSM

Abstract

The evolution of information technology in the last decades has been accompanied by an increase of its importance for the organizations. Any process inside an industry, company or public institution uses some sort of information which may vary from the simplest to the more complex ones. In other words, the information systems are connected to all levels and roles in an organization collaborating either with operational and simple activities or strategic decision-making, passing through all the activity flows involved in the processes. The current format demands the manager an involvement with the information technology in order to get better results through the innovation of processes. The advent of the digital era through the evolution of information and communication technologies (TIC’s) provided the communication via computer network where information in the digital format move through. Consequently, from the increase of information through digital format, a concern with the preservation of this information has arisen in a way to guarantee safe access for a long period of time. This way, this study had the objective to investigate and propose a long term model of digital preservation management of the administrative process from the previous administrations of Teacher Development ( (PEAPD), Payment System Coordinator (CPAG), Pro-Rectory of People Management (PROGEP) from the Federal University of Santa Maria (UFSM). It is expected from this model that all the processes in the future may be created in a digital format and be preserved in trusted digital archives, in a way that their information do not get lost throughout the time. Therefore, an applied research was done, more specifically a quali-research, because of the problem approach. Due to the objectives, a descritive research, and then, related to the technical procedures, an action research was done. PROGEP was chosen because the author of this research is an employee there and this is where the PEADs are filed. The analysis and discussion of the results demonstrates that the objective were fulfilled as soon as the model of management digital preservation was developed. The model was adapted to keep the custody chain and authenticity of the PEADs documents from the Federal University of Santa Maria. So, these documents will be produced born digital in the information system for the Teaching (SIE) that will be the management computerized system used for this present research. In the proposed model, the SIE operates with all the functionalities of the document management system archival digital (SIGAD) and works along with trusted digital archival repositories (RDC-Arq), which will be responsible for the filing of the processes in the intermediate phase. Finally, the development of this study shows many study possibilities about the subject, enabling the search for the improvement of the document management system archival digital.