The Bogotá archive is a governing body of the District archives system, so this project aims to address the implementation of strategic monitoring that allows to know and disseminate the status of the administration of document management in the entities of the Capital District. Therefore, the project is carried out with the purpose of providing a set of tools to the district entities that allow a self-management of knowledge for the development and compliance with the guidelines on document management and archives, allowing the entity to answer the following question: How to monitor the entities of the District of Bogota?

Justification

It is a new model of operation of the technical assistance service, which includes: The implementation of digital services, operational and support tools. The articulation with the members of the District Archives System SDA and the provision of the service, all this harmonized with the strategic commitment of the District Directorate of the Archives of Bogota on issues of digital transformation.

Expected results

To modernize and streamline the way in which the Bogota Archive provides technical assistance related to document management and file administration, mainly in district entities and agencies.

Expected impact.

• Generate technical guidelines in the different modalities that allow the entities to have a clear route to follow for their particular needs.
• Define Service Level Agreements with the different entities, in such a way that they are previously aware of the times established for the attention of their requirements and the agreements and requirements of the parties.
• Updating of the procedure for each of the modalities (technical assistance visit, document management concepts, technical assistance table).
• Define the portfolio of services containing not only the modalities but also the detail and scope of the services offered by the DBE.
• Define indicators with characteristics of: relevance, independence, cost and reliability, based on the key success factors of the document management processes. Define types of indicators according to the technical assistance process in its different modalities corresponding to: timeliness, accessibility, user perception, accuracy, efficiency and effectiveness, effectiveness.
• Develop a website offering permanent help and guidance to entities and citizens on issues related to document management and archival functions. Website with sections: consolidated frequently asked questions and a virtual chat.
• Schedule technical assistance follow-ups with district entities and develop interaction through teaching and learning networks between the interdisciplinary teams of the DDAB and the interdisciplinary teams of the entities.
• Generate standard responses (templates) according to the required topics, classifying the assistance in "first" (general) and "second" (specific) level.
• Create a bank of technical document management concepts available for consultation by entities.
• Consolidate a repository of approval and document management concepts for each of the document management typologies and processes, issued and submitted by the interdisciplinary teams, and make them available to the entities
• Virtual repository that integrates the regulatory, technical and best practices framework for each of the technical assistance processes and services.
• To have a constant interdisciplinary team of staff and contract to comply with the response times to the different modalities of technical assistance requested by external clients.