Preservação digital de longo prazo de processos criados no Sistema Eletrônico de Informações (SEI): uma proposta de solução

Abstract

The modernization of the work routines added with the easiness in accessing the internet and the growing availability of information systems has brought the resource of digital document to organizations. The Public Administration has been adapting to the new technologies. Throughout its administrative structures, it has been embodying instruments used by records management and information systems with the purpose of achieving the proper treatment for the society in an effective and efficient way, above all to surpass the obstacles made by the excess of bureaucracy involved in the administrative processes. The National Electronic Process (Processo Eletrônico Nacional) is part of a series of adaptations and innovations to improve the quality of public service. In case of administrative processes, the software chosen as a basis for the development of this solution is the Information Electronic System (Sistema Eletrônico de Informação). The transference of the documentation from the processing information system to the trustworthy digital archival is supposed to keep the chain of custody unbroken, provided by the interoperability of the systems, as well as it ought to keep the conformity with the norms of Arquivo Nacional (National Archive), Conselho Nacional de Arquivo (National Council on Archives) and the model Open Archival Information System. Even if accidental, the discard of any document may result in irreversible losses for the Federal University of Technology – Paraná, Brazil. This paper is an exploratory research that makes it possible to employ specific data collection procedures which, in this case, correspond to a questionary to be sent using the platform Fala.BR to other Federal Universities selected in a specific sampling in the context of institutions from the same category. According to the research, 14 universities use the Information Electronic System (Sistema Eletrônico de Informação) for processing processes and documents, and 13 do not use this system. Among the 14 universities that use this system, 3 have some type of document that regulates the digital preservation of documents processed through the system. And 2 institutions are in the primary phase of implementing to the trustworthy digital archival. The data were analyzed as the institutions provided answers to the questionary and as they sent the requested documents about digital preservation. The results aimed to make it possible to write a methodological proposal to the filing and digital preservation processes managed by Information Electronic System, maintaining the chain of custody which is the main purpose of this paper.