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Diseño De Una Metodología Para La Transferencia Secundaria

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Diseño De Una Metodología Para La Transferencia Secundaria DISEÑO DE UNA METODOLOGÍA PARA LA TRANSFERENCIA SECUNDARIA DE ARCHIVOS ELECTRÓNICOS EN CUMPLIMIENTO DEL DECRETO 1515 DE 2013 COMPILADO EN EL DECRETO 1080 DE 2015 DEL MINISTERIO DE CULTURA DE COLOMBIA OMAR DANILO HERRERA CASTILLO PONTIFICIA UNIVERSIDAD JAVERIANA FACULTAD DE COMUNICACIÓN Y LENGUAJE DEPARTAMENTO DE CIENCIA DE LA INFORMACIÓN, CARRERA CIENCIA DE LA INFORMACIÓN - BIBLIOTECOLOGÍA BOGOTÁ D.C. 2017 DISEÑO DE UNA METODOLOGÍA PARA LA TRANSFERENCIA SECUNDARIA DE ARCHIVOS ELECTRÓNICOS EN CUMPLIMIENTO DEL DECRETO 1515 DE 2013 COMPILADO EN EL DECRETO 1080 DE 2015 DEL MINISTERIO DE CULTURA DE COLOMBIA OMAR DANILO HERRERA CASTILLO Trabajo de grado presentado como requisito para optar al título de Profesional en Ciencia de la Información - Bibliotecólogo Director Profesor José Julián Rey Correa PROFESIONAL EN CIENCIAS DE LA INFORMACION LA DOCUMENTACION – BIBLIOTECOLOGIA CON ESPECIALIZACIÓN EN ARCHIVISTICA PONTIFICIA UNIVERSIDAD JAVERIANA FACULTAD DE COMUNICACIÓN Y LENGUAJE DEPARTAMENTO DE CIENCIA DE LA INFORMACIÓN, CARRERA CIENCIA DE LA INFORMACIÓN - BIBLIOTECOLOGÍA BOGOTÁ D.C. 2017 2 Tabla de Contenido 1. INTRODUCCIÓN ............................................................................................................................4 2. OBJETIVOS ....................................................................................................................................6 2.1 Objetivo general .........................................................................................................................6 2.2 Objetivos específicos ..................................................................................................................6 3. PLANTEAMIENTO DEL PROBLEMA ...............................................................................................7 4. MARCO TEÓRICO .........................................................................................................................9 4.1 Descripción del Decreto 1515 de 2013 compilado en el Decreto 1080 de 2015 ................9 4.2 El profesional de la ciencia de la información en el entorno digital ................................. 13 4.3 Documentos físicos vs documentos electrónicos un reto para el profesional en Gestión de Información. ............................................................................................................................. 14 4.4 Estándares internacionales para el manejo de la información electrónica. ..................... 16 5. METODOLOGIA ......................................................................................................................... 29 5.1 Inventario de activos de información. .............................................................................. 29 5.2 Matriz de Formatos de documentos electrónicos ............................................................ 35 5.3 Registro de Activos de Información. ............................................................................... 161 5.4 Conservación de documentos electrónicos. ................................................................... 170 5.5 Transferencia secundaria de información desde la aplicación de las Tablas de Retención Documental (TRD). ...................................................................................................................... 175 6. CONCLUSIONES ....................................................................................................................... 179 7. BIBLIOGRAFÍA .......................................................................................................................... 181 3 1. INTRODUCCIÓN El aumento en el uso de las Tecnologías de la información, la masificación en el acceso a redes de internet y el creciente volumen de usuarios tecnológicamente capacitados ha generado un gran cambio en la forma de producir y gestionar documentos dentro de las entidades alrededor del mundo, cada vez es más fácil acceder a recursos tecnológicos que facilitan la accesibilidad y permiten que sin importar el lugar geográfico donde se encuentren los usuarios estos puedan consultar o manipular la información y así facilitar el uso de la misma. Con este aumento de información en el que cada instante se generan nuevos contenidos y los medios de almacenamiento deben ser cada vez mayores, fue necesario replantear las disciplinas de medición de información (Martínez, 2005) para poder tener una idea aproximada del aumento en la cantidad de información en formatos digitales a nivel mundial, y es que es tan importante el correcto manejo de la información que gran parte del desarrollo económico, cultural y social de los países en la actualidad, está relacionado con el acceso, uso y provecho de este gran cumulo de información(Cabada, 2015). Preservar los documentos electrónicos producidos por las entidades y que contengan valores históricos, técnicos o legales útiles para la investigación o que se deban conservar como testimonio del constante desarrollo del país, es una de las actividades en las que el profesional en Gestión de Información se debe enfocar, estas actividades no deberán estar en manos solo de los encargados en Tecnologías de la información sino que deberán ser apoyadas por aquellos expertos en el manejo de la documentación quienes desde su quehacer conocen y entienden la responsabilidad que se adquiere cuando se gestionan este tipo de documentos. El presente trabajo se enfoca en los procesos que se deberán tener en cuenta para asegurar que toda la información electrónica con valores históricos, técnicos y útiles para la investigación sea contemplada dentro de las transferencias secundarias de información según dicta el Decreto 1515 de 2013 el cual fue compilado en el Decreto 4 1080 de 2015 y sirve como guía para efectuar un levantamiento de inventario de activos de información como parte esencial de la identificación de la información generada por las entidades públicas y privadas que deban cumplir con lo estipulado en dicho decreto. 5 2. OBJETIVOS 2.1 Objetivo general Proponer una metodología para la transferencia secundaria de archivos electrónicos en cumplimiento del Decreto 1515 de 2013 compilada en el Decreto 1080 de 2015 del Archivo General de la Nación. 2.2 Objetivos específicos Describir el proceso de inventario de activos de información como parte esencial en la identificación del acervo documental de una entidad. Generar un listado con los diferentes tipos de formatos de documentos electrónicos y sus características. Diseñar una metodología para la transferencia secundaria electrónica de información con valores secundarios (histórico, cultural, científico o útil para la investigación) como parte de la protección del patrimonio documental de la Nación. 6 3. PLANTEAMIENTO DEL PROBLEMA El Archivo General de la Nación de Colombia entidad creada bajo el artículo 2 de la ley 80 de 1989 es el ente encargado según su literal “b” de “Fijar políticas y expedir los reglamentos necesarios para garantizar la conservación y el uso adecuado del patrimonio documental de la Nación” (Ley N° 80, 1989), por tal razón desde su creación se ha propuesto dictar una serie de normas y procedimiento que faciliten y aseguren no solo que los organismos incluidos en el sistema nacional de archivos sino a todas aquellas entidades de orden nacional que tengan funciones públicas la correcta conservación de sus documentos como huellas innegables de su gestión. En cumplimiento de esta responsabilidad se publicó el Decreto 1515 del 19 de Julio de 2013 la cual fue compilado por el Decreto 1080 de 2015 en el que se reglamentan las transferencias secundarias de documentación con valor secundario, histórico, científico y que hacen parte del patrimonio documental de la nación. La aplicación de este decreto apoyara la gestión de los encargados de los archivos quienes tienen a cargo la ejecución de las políticas documentales y cuyos procesos se deberán encaminar hacia el cumplimiento de esta normativa. Ahora bien, aunque Colombia ha realizado grandes esfuerzos en la implementación de una normatividad y políticas de archivo de vanguardia, los cambios tecnológicos de las últimas décadas han hecho necesario un replanteamiento de dicha normatividad, entendiendo que el aumento en el uso de dispositivos electrónicos (Computadores, tablets, smartfones, etc) así como las iniciativas de disminución de procesos gubernamentales y de control basados en documentos impresos (Programa Cero Papel) generan un creciente aumento de los documentos en soporte digital y una necesidad urgente de promover sistemas y políticas que aseguren su conservación, organización, autenticidad, originalidad y consulta a través del tiempo. Es justo en este momento en donde se debe considerar si realmente las instituciones colombianas están preparadas y enteradas de los procesos necesarios para realizar una adecuada gestión de documentación 7 electrónica ya que si bien existen ya en aplicación múltiples manuales y metodologías para las transferencias secundarias de información física, para el caso de documentación en formatos digitales en Colombia no existe un modelo oficial que incluya no solo la forma en la que se deben llevar a cabo este tipo de transferencias sino una determinación sobre los requisitos necesarios para asegura su control y acceso. Y es que, aunque las inversiones realizadas en pro de la actualización de equipos de almacenamiento, software y hardware han sido muy elevadas esto no será suficiente para la preservación y recuperación de la documentación dado el constante cambio que se
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