Optimización del sistema de gestión documental en la Empresa Delta durante el período 2024

Abstract

The project seeks to optimize the management of institutional files at Delta Company. It hypothesizes that standardizing tools and responsibilities improves organization, traceability, and timely access, and is justified by control and transparency requirements. A mixed, non-experimental, cross-sectional approach was applied, including interviews (survey and in-depth) and surveys (structured and semi-structured) with 58 internal and external participants. The instruments were validated by expert judgment, and the information was analyzed using thematic coding (“saturate and group”), descriptive statistics, an impact matrix, and SWOT. The results showed dispersion of repositories, duplication, absence of unified criteria, and weaknesses in metadata, access control, and versions, which prolonged the search and increased the risk of loss. Based on this, an operating manual was developed with CCD, nomenclature, minimum metadata, roles, and standard document cycle flow, and it was reviewed through expert validation. In conclusion, the proposal standardizes the document cycle and strengthens institutional control. It is recommended that it be implemented in phases, defining a single repository with backups and complementing it with retention periods and final disposal. Keywords: Traceability, Metadata, Digital repository, Version control, Classification table.