Questions and Answers about Records Management Tools

• Whats are Records Management Tools?

  The production of Records Management Tools involves creating personalized materials that, when completed, help execute more efficient document management, aiding in both the preservation of the institution’s (public or private) memory and the secure disposal of documents.

• What materials are generated by the production of Records Management Tools?

  The main documents created through this work are the records classification scheme and the retention schedule.

  The records classification scheme takes into account the entire history and needs of the institution to create a hierarchical categorization standard for the entire organization’s document collection, grouping them according to department and purpose, promoting an orderly organization.

  The retention schedule adheres to national and international standards of document management to manage the validity of each document, detailing which types of materials can be discarded (and after how long) and which require permanent retention.

  Additional solutions

  In addition to the records classification scheme  and retention schedule, other products or services aimed at improving document management can be generated. Some examples include:

  • Archival appraisal: Work performed before the creation of the classification plan and retention schedule to identify the complete panorama of document management in a company or institution.
  • Guidelines for Document Management Processes: Designed for companies that already have a classification plan and retention schedule but do not know how to use the instruments. This service trains employees to use the document management work already done and continue it.
  • Documentation for Technical Manuals: Guides produced to address specific needs of the company. Some examples include manuals for collection treatment, document cleaning, and official document classification.
  • Document Management Policy: Establishes definitions, guidelines, and corporate standards for all procedures related to physical and digital information of an archival nature, i.e., all those produced or received in the performance of formal institutional functions that need to be retained as evidence for the institution.

• What problems does the production of Records Management Tools solve?

  The materials generated by the production of instruments such as the records classification scheme and retention schedule enable companies and government agencies to organize their collections in compliance with various guidelines and laws, including national archival policy, the Access to Information Law (LAI), and the General Data Protection Law (LGPD).

  In addition to the above, the creation of archival processes is becoming increasingly common in the market. Implementing it in your organization increases business competitiveness and simplifies internal work.

• What are the unique features of the archival instrument production service offered by Ikhon?

  We have a team of specialists in the production of archival documents who develop materials that will guide this process based on the legal identity of each company or institution and the needs of that business.

  Always using the national and international laws and regulations that govern document management in the industry of the company or institution, ensuring that our work results in a compliance verification model. This is very important in processes like audits.

  Finally, we record and detail the entire process of creating archival instruments so that the client understands the entire technical process that underlies our offering and fully understands the solution we provide.

• How does the creation of archival documents work in companies?

  The core work of archival instrument production involves the records chassification scheme  and document retention schedule.

  It is also recommended to contract the archival and information diagnostic service, which is the initial step for the creation of the classification plan and retention schedule.

  Depending on the company’s legal identity, other products may be added to the structural plan.

• How can it be integrated with other software?

  Our team maps the processes related to document management, understanding all the information required to perform a task and creating the digital structure necessary for online access to the material.

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

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

  The publication of archival information instruments by Ikhon’s team of experts occurs in a phased manner.

  Our team seeks to finalize the information classification plan according to the client’s needs, in parallel with the mapping and modeling of services when these items are contracted.