Vol. 2 No. 2 (2021)
Published
2021-12-15
PDF (Spanish)

How to Cite

Parra Castro, A. ., & Toro, E. (2021). Identification of the methodology for the development of project management in the improvement of the document management of public educational institutions. Documentos De Trabajo ECBTI, 2(2). https://doi.org/10.22490/ECBTI.5572
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Identification of the methodology for the development of project management in the improvement of the document management of public educational institutions

DOI: https://doi.org/10.22490/ECBTI.5572
Section
Artículos
Alexander Parra Castro
Edward Toro

The purpose of this document is to show the appropriate methods for the development of project management in the improvement of the document management of public educational institutions in Colombia. The problem is mainly caused by the lack of speed in the regulations for document management and the low application requirement besides, a high level of decentralization.

According to a comparative analysis of the National Archives System (SNA), among Latin American countries, Colombia shows progress in regulations that exceeds 60% achieving the best position in the application of the SNA. In the regulatory sphere it is 0.78% above Peru, 7.4% above Bolivia and surpassing Ecuador with a difference of 20.8%, this according to Cuervo (2019).

However, even though the country leads the regulatory process at the Latin American level, it is still far from the goal line in contrasts with a sector that works with outdated methodological programs and a technological backwardness. The researcher Cuervo also indicates that Colombia, compared to the Andean countries, shows a better advance at a technological level without this indicating that it is not lagging the maturity model developed. In the Technological field, it is 8% above Peru, 8.5% above Ecuador and surpassing Bolivia with a difference of 25.2%. (Cuervo, 2019, p85).

This lag originates from the scant importance given to the subject, therefore, there is no priority on the list for the allocation of economic and human resources focused on the need for comprehensive document management, a situation that is aggravated by the low-level investment leading to a dearth of innovation.

Additionally, this has a low impact of archival policy in the education sector, since “only 34% of these entities carry out planning for document management” (OSNA, 2015). In order to contribute to the improvement of document management processes, the preliminary draft contemplates the PMBOK6 as a reference, which is "a guide document that brings together the knowledge, concepts, techniques and skills within the Project Management profession" (Assaff, sf).

Below are some of the suggested tools for the management areas as: schedule (Gantt chart), quality management (flow chart), integration management (flow chart), risk management (SWOT matrix). For this latter case it is clarified that this matrix, although it is within the risk management knowledge area of the PMBOK, is used as a data analysis technique developed from interviews in which the information is intended to examine the study company's documental area, from each of the perspectives of strengths, weaknesses, opportunities, and threats (SWOT) and thus be able to take it as a basis for strategies definition that allow the achievement of the objectives in the investigation process.

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