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  • In-house Document Management

    Structure a specialized documentation area to provide more strategy and agility in handling information

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Overview

In-house Document Management

It is not uncommon for the organization of documents to occur in an unstructured and methodless manner, both in public and private organizations. This leads to problems ranging from general issues like the accumulation of materials that could have been discarded to more strategic issues such as the loss of important files, for example.

The work of an In-house Document Management eliminates this problem because this service involves the construction of a technical area responsible for structuring the management of knowledge produced and stored in the workplace.

In addition to structuring documentation areas, this service creates processes, resources, technologies, and materials suitable for efficient and cost-effective document management within the organization.

Ikhon has a team with experience in various activities related to information classification and the technical expertise necessary to create a document area tailored to the regulations and customized for the characteristics of your business segment or size.

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BENEFITS

Benefits of Contracting a In-house Document Management Service

Understand how the creation of a structured document management area provides more agility to the organization

  • Complete Understanding of the Collection

    The first step of this service involves a survey of all documents produced or hosted in the organization, providing a complete and detailed view of the informational history that will be worked on.

  • Creation and Structuring of Processes

    We produce tutorials and support materials that adapt all document production on-site, covering everything from daily tasks to materials produced at specific times, all in accordance with the National Archives Council (ConArq) standards.

  • Teamwork

    Creating an information unit involves people from different departments who need to follow the same process, increasing interaction and synergy between different areas of the organization.

  • Methodological Thinking

    The development of information processes is based on technical standards and technical processes. Contact with this more structured way of working can have a positive impact on the execution of other workflows.

  • Knowledge Management Culture

    In addition to the implementation of a technical unit, the development work encourages professionals in the organization to understand the importance of document and knowledge management.

  • Information Security

    Understanding the entire institution’s collection allows for the implementation of processes related to data privacy and security, ensuring compliance with the General Data Protection Law.

  • Compliance and Auditing

    The processes established in the development of a iIn-house Document Management are produced with methodology and in a structured manner, facilitating future compliance audits.

  • More Space and Cost Savings

    The development of a In-house Document Management analyzes the entire on-site collection and creates disposal processes for documents that are no longer needed, reducing unnecessary paper accumulation and the space required for document storage.

  • Cost Reduction and Flexibility

    With structured processes tailored to the organization’s legal personality, document management work runs more smoothly, reducing errors and rework.

ADVANTAGES

Why Hire Ikhon to develop an In-house Document Management area?

  • Use of International Methodologies

    Use of International Methodologies

    In addition to compliance with ConArq standards and regulatory agencies, we also adopt classification standards created by international norms, such as ISO 15489 and ISO 30300.

  • Custom Archival Production

    Custom Archival Production

    Our team immerses itself in the client’s environment, understanding both their legal personality and the local practices, adapting the production of archival instruments to align with the local reality and be genuinely useful.

  • Solid Experience in the Field

    Solid Experience in the Field

    We have been operating in the document management sector for over 20 years, with a specialized archival team producing archival instruments for public and private organizations across various sectors.

  • Process Automation

    Process Automation

    After mapping the workflow, we automate all physical routines to a digital platform, making information retrieval faster.

  • Optimization of Collections

    Optimization of Collections

    We have experience in organizing, digitizing, and archivally indexing collections, resulting in quicker information retrieval.

  • Accelerated Implementation

    Accelerated Implementation

    Our work model prioritizes continuous execution, delivering results early in the process.

  • Comprehensive Solution

    Comprehensive Solution

    We organize and improve the entire information management journey, creating processes to classify information, transferring physical document collections to a web platform, and automating tasks to offer services digitally that were previously only available in-person.

FAQ

Questions and Answers About the Development of a In-house Document Management department

  • What is an In-house Document Management?

    An In-house Document Management service involves creating a technical area focused on managing document-related processes.

    At the end of this work, organizations, whether public or private, will have a complete structure for classifying information, with processes, resources, technologies, and equipment necessary to work efficiently and in compliance with the regulations set by the National Archives Council (ConArq) and other regulatory agencies.

  • What are the main needs that this service addresses?

    Typically, document organization occurs without a methodology for classifying content, categorizing information, or understanding which materials need to be kept and which can be discarded.

    The development of an information unit contributes to smooth and efficient management of the documents produced and stored by the organization, professionalizing and boosting information management.

    This work also ensures that the processes of storage, retrieval, and handling of documents comply with data privacy laws, the requirements of the National Archives Council (ConArq), and any other standards or regulations the organization needs to adhere to.

  • What is the work process for creating an information unit?

    Creating an information unit involves a methodology divided into four stages:

    • Diagnosis: In this initial phase, the client’s legal personality is understood, as well as the activities necessary for the ideal execution of document management routines and the obligations that must be met to comply with archival standards and regulatory agencies. After this, the volume of historical data is assessed to understand how much information the institution produces, and based on that, the most suitable processes are determined.
    • Planning: Based on the diagnosis analysis, information processes are created, considering both routine activities (such as protocolization, management of digital channels, information reception, etc.) and more specific actions (formation of committees and implementation of new systems).
    • Execution: Implementation of the action plan developed during the planning stage, including the production and detailed description of work routines, task distribution, and, when necessary, the implementation of new services or products. Training sessions are also conducted with the teams involved to ensure everyone understands the importance of this work and key processes. Adjustments or realignments to fit the organization’s reality are common during this phase.
    • Evaluation: After the information unit is established, possible areas for improvement are assessed and applied before the process is finalized.

  • Why hire Ikhon to perform the development of an In-house Document Management area?

    An organization that needs to create an information unit requires the consulting support of an experienced document management organization that has previously undertaken this work and has the experience to tailor the demands of this process to the legal personality and internal characteristics of the brand.

    Ikhon has all the requirements to execute this work: we have over 20 years of experience in producing archival materials and instruments, with work completed for public and private organizations of different sizes and industries. Count on us for the delivery of complete, efficient, and auditable work.

Questions?

Our specialized team is ready to answer all your questions about our In-house Document Management service and help you understand how hiring can support your business challenge.

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