Modelo de gestión documental y su impacto en el cumplimiento normativo en el Departamento de Dirección Financiera del Gobierno Autónomo Descentralizado del Cantón Jaramijó, 2024.

Abstract

This research examines the Document Management Model employed in the Financial Management Department of a government organization. Its purpose is to determine how this model influences regulatory compliance and the efficiency of administrative processes. Currently, the department utilizes a hybrid model that manages both physical and digital documents. This model is supported by software called Olympo, which is responsible for organizing documentation and ensures traceability by monitoring documents from their creation to their final disposition. However, there are limitations such as the lack of cloud backup solutions and the requirement to retain certain documents in physical formats due to external regulations. These factors increase the risk of information loss and pose challenges to maintaining an efficient workflow. To achieve the study’s objective, a qualitative methodology with an inductive approach and a case study design was employed. Data collection included interviews with three administrative employees and a thorough evaluation of relevant documents. The findings reveal that while it is possible to closely track documents throughout their lifecycle and the system facilitates timely decision-making, legal regulations prevent full digitization of documentation, causing delays and hindering administrative efficiency. It is recommended to progressively advance towards full digitization by implementing secure cloud backup systems and updating internal manuals and regulations. Moreover, continuous training of administrative staff and performance monitoring through clear indicators are essential to ensure that the proposed model enhances document management and complies with the requirements established by the Organic Law on Transparency and Access to Public Information.