Questions and Answers about Document Management Services

• What is Document Management?

  Document management consists of a set of technical processes that organize the production, use, storage, and archiving of documents produced and received by a public or private institution.

  In addition to structuring and simplifying the search for files, document management is also responsible for identifying and classifying different types of documents produced, determining the validity period of each file and ensuring that its storage or deletion occurs following the best industry practices.

• What materials are generated by document management?

  The classification plan of information and the retention schedule are the instruments for classifying information that make up the basis of document management.

  The classification plan identifies the origin of each document and provides clear instructions on aspects such as:

  • Storage period.
  • Archive organization procedures.
  • Instructions on how to store each document, etc.

  The retention schedule details the storage periods and conditions for documents, specifying what to do in cases such as transfer, collection, storage, or deletion of a file.

  Supplementary Solutions

  In addition to these documents, which are an integral part of any document management process, other auxiliary instruments can be created to enrich and deepen the work of records management.

  Archival and Information Diagnostic: Work carried out before producing the classification plan and retention schedule to identify the complete picture of document management in a company or institution.

  • Development of Document Management Processes: Developed for companies that already have a classification plan and retention schedule but do not know how to use these instruments. This service trains employees to use the existing document management work and continue it.
  • Development of Information Units:
  • Technical Manuals for Document Management: Guides produced to address specific needs of a company. Examples include manuals for archive treatment, document cleaning, or official document classification.

• Is it necessary to contract all these services together, or can individual materials be purchased separately?

  Each of these services can be purchased separately.

• What problems does document management solve?

  The set of procedures employed by document management allows companies and government organizations to organize their archives in compliance with the law, especially in accordance with the General Data Protection Law (LGPD).

  Document management also helps organizations streamline internal processes, making information retrieval easier and simplifying the work of quality, archiving, and technology departments.

  In addition to the points above, the creation of archival processes is becoming increasingly common in the market. Implementing it in your organization enhances your business’s competitiveness.

• How does document management contribute to the Brazilian General Data Protection Law (LGPD)?

  Document management works in conjunction with the General Data Protection Law in the following situations:

  • In the production of the classification plan of information, which already takes into account the legal requirements to determine who can access personal information recorded in documents.
  • In the data mapping carried out when digitizing a process involving physical documents. In this part, the company studies the process’s behavior and defines which data is actually necessary for the process. This helps avoid unnecessary collection of personal information.

• What are the differentiating features of Ikhon's document management service?

  Ikhon’s document management service operates with a personalized approach for clients, conducting a technical diagnostic to understand the department’s needs and create processes that align with the company’s legal personality and characteristics.

  Another differentiating factor is that our work adheres to international quality standards in document management. We follow ISO 15489 and ISO 30300 standards, providing a compliance verification model that facilitates future audits.

• How is document management implemented in companies?

  The core of document management work involves the archival and information diagnostic process, followed by the production of the classification plan of information and the document retention schedule. Depending on the company’s legal personality, additional products may be added to the foundational plan.

  After this phase, materials that enhance document management work (such as technical manuals) can be produced, or training can be provided to convey the key best practices of document management to the team.

• How can it be integrated with other software?

  Our team maps the processes involving document management, understanding all the necessary information for task completion and creating the digital infrastructure required for online document access.

  After this phase, the work can be transferred to third-party software or implemented in our proprietary solution, which offers more flexibility and allows task automation.

• How long does it take to complete the entire document management process?

  The publication of archival instruments of information by Ikhon’s expert team occurs in phases.

  Our team strives to complete the classification plan of information as quickly as possible to then proceed with the other stages of the project.