Documentary typology of an archive

We start with the definition file document:

An archive document is the material testimony of a fact or act carried out in the exercise of their functions by natural or legal persons, public or private, in accordance with material and formal characteristics.” [1]

A constant question we can hear is: Why are they preserved?

Very easy! They are produced as a product of an activity and their reason for existence and conservation is to be a informational support, a training element, a legal and operational resource for decision-making, and have a probative / legal value of its manifestation, this means, a guarantee of administrative transparency.

It must be borne in mind that in a company, its work activity causes operations of various kinds to be carried out, of which generate determined demonstrations, activities that lead to translate into various documents.

This documentation must be recognized, valued, ordered and systematizeda in such a way as to guarantee its location and accessibility.

This varied documentation that is generated in a company can be:

  • Which allows to inform on the nature of the company: minutes, agreements, reports, constitution files …
  • The generated by the administrative bodies: everything related to secretariat and administration, tax and accounting information …
  • The one produced by the personal: payroll, correspondence, personnel files, courses, instances …
  • The one carried out by the communication and public relations department: supporting documentation, advertising, catalogs, correspondence, projects …

We insist that all business activity is in writing, being evidence of the operations and transactions carried out in it. Therefore, the typology that we can discover when working with those documents, is diverse.

Having to have enough knowledge to be able to differentiate and establish what type of documentation we have as object of work: if it is a document worthy of archival treatment proper or, instead it is a supporting document, complement, of character merely informative and it does not deserve to be treated or preserved or at least to know how long we will keep it.

In the next infographics that we show you, it is our intention to offer you a simple vision of what each one is, its objectives, characteristics and some examples to have it a little clearer.

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