Implementación de un sistema de gestión documental para garantizar la organización archivos en el departamento de Talento Humano de la Universidad Laica Eloy Alfaro de Manabí, año 2024.

Abstract

The topic “Implementation of a document management system to ensure the organization of files in the Human Resources department of the Universidad Laica Eloy Alfaro de Manabí, 2024 (case study)” arises from the importance of wanting to know the role of a system for the management of files within a department. The Human Resources department of the Universidad Laica Eloy Alfaro de Manabí, as part of an institution, must ensure the effective and efficient management of documents that are handled internally, so a document management system is essential for a controlled life cycle of documents and timely compliance with the law of archives. For this study, the inductive-deductive method and the documentary-bibliographic analysis were used, using direct observation and interviews as techniques, in order to obtain a more concrete analysis of the research findings. It is important to point out that the observation showed that public servants have not received any training on document management, being evident that there is a lack of knowledge on the subject, even when this knowledge is part of something very common in their work processes. It was also evidenced that there is a lack of a document management system, i.e. the Human Resources department stores files online in a basic tool called “One Drive”, in which Microsoft Excel spreadsheets are used to upload them to the cloud, which limits the capacity of information resources, the generation of reliable reports, the making of informed decisions, in addition to the loss of time when requiring information and in some cases even the loss of important documentation. For this reason, it is important to propose a document management system according to the functions required by the Human Resources department to better organize the files.