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Regulatory Support in Document Management
This section lists all the national and international standards referring to the 8 processes that make up the Document Management Program.
1. PLANNING
Circulars
Circular 157 of 2013 of the general secretary: application of the NTD SIG 001: 2011. Action plan of the integrated management system.
Circular 01 of 2012 Bogotá Archive. Compliance with standards on document management and archives.
Circular 03 of 2013 of the Bogotá Archive. General aspects on the formulation and implementation of the internal subsystem of document management and archive –SIGA.
Laws
Law 1712 of 2014. Transparency Law.
Law 594 of 2000 of the AGN. By means of which the General Law of Archives is dictated and other provisions.
Decrees
Decree 2609 of 2012 of the AGN. Regulates the development of the Document Management Program and the standardization of Technical Processes to meet the objectives of the PGD and provides guidelines for Electronic Document Management in State Entities.
Decree 514 of 2006 Mayor's Office of Bogotá. Creation and implementation of the SIGA and in which it orders all the entities of the District to submit annually to the Bogotá Archive a report on the status of the documentary administration in each entity.
Decree 094 of 2006 (Article 25) Mayor's Office of Bogotá. Functions of the Directorate of the Bogotá Archive.
Decree 2693 of 2012. Ministry of information and communication technologies. By which the general guidelines of the online government strategy of the Republic of Colombia are established.
Decree 103 of January 20, 2015. ¨ By which law 1712 of 2014 (transparency law) is partially regulated and other provisions are issued¨.
Decree 106 of January 21, 2015 ¨ By which Title VIII of Law 594 of 2000 is regulated in matters of inspection, surveillance and control of the archives of State entities and private documents declared of cultural interest; and other provisions are dictated ".
District Decree 619 of 2007. Establishes the electronic government strategy of the organizations and
of the entities of Bogotá.
Resolutions
Resolution SDH - 229 of 2013. By means of which the Internal Archive Committee of the District Ministry of Finance is created and Resolution SDH-000240 of September 17, 2007 is repealed.
Resolution SDH - 167 of 2010. District Secretary of Finance. Creation and establishment
of the SIGA in the SDH.
Technical standards
NTC 15489: Information and Documentation, Document Management.
NTC ISO 9001: 2008. Quality Management System.
NTD-SIG 001: 2011. District Technical Standard of the Integrated Management System for state entities and agencies.
2. PRODUCTION
Agreements
AGN 060 Agreement of 2001. Articles 4, 6, 9, and 14. Guidelines for the administration of official communications in public and private entities that perform public functions.
Agreement 03 of February 17, 2015. By which general guidelines are established for state entities regarding the management of electronic documents generated as a result of the use of electronic means.
Circulars
External Circular AGN 005 of 2012. Recommendations to carry out digitalization processes and official electronic communications within the framework of the zero paper initiative.
Circular 001 of 2015. Scope of the expression: "Any technical means that guarantees its exact reproduction."
Commercial Code.
Article 51. Receipts and correspondence as an integral part of accounting.
Article 54. Obligation to keep business correspondence.
Decrees
Decree No. 2609 of December 14, 2012: Regulates the preparation of the Document Management Program and the standardization of Technical Processes to meet the objectives of the PGD and provides the guidelines for Electronic Document Management in State Entities.
Decree No. 2482 of December 3, 2012: By which the general guidelines for the integration of planning and management are established, "it aims to adopt the Integrated Planning and Management Model as an instrument for articulation and reporting of planning .
Decree No. 2578 of December 13, 2012: Regulates the National Archives System, the National Archives Network is established, Decree 4124 of 2004 is repealed and other provisions relating to the administration of State archives are issued. "
Laws
Law 527 of 1999. Article7. On data messages and digital signatures. Explanatory Memorandum in Decree 619 of 2007. ¨ By which the Electronic Government Strategy of the organizations and entities of Bogotá, Capital District is established and other provisions are issued¨.
Law 1581 of 2012. By which provisions are issued for the protection of personal data.
Technical standards
NTC 4436: 1998 "Paper for archival documents: requirements for permanence and durability".
NTC 23081: 2010. Metadata for document management.
NTC 30301: 2011. Document management systems.
3. MANAGEMENT AND PROCESSING
Agreements
AGN 060 Agreement of 2001. Articles 3, 6, and 8. Sending and control of the processing of communications, numbering of administrative acts.
AGN Agreement 47 of 2000. Access to documents.
AGN 56 Agreement of 2000. Requirements for consultation.
Agreement 03 of February 17, 2015. By which general guidelines are established for state entities regarding the management of electronic documents generated as a result of the use of electronic means.
MOREQ Model Requirements for an ERMS.
Political constitution
Article 23. Every person has the right to present respectful petitions to the authorities for reasons of general or particular interest and to obtain a prompt resolution. The legislator may regulate its exercise before private organizations to guarantee fundamental rights.
Article 20. Everyone is guaranteed the freedom to express and disseminate their thoughts and opinions, to report and receive truthful and impartial information, and to found massive information media.
Article 27. The state guarantees the freedoms of teaching, learning, research and teaching.
Article 74. All persons have the right to access public documents except in the cases established by law.
Article 112. Political parties and movements that do not participate in the government may freely exercise the critical function against it and propose to develop political alternatives. For these purposes, except for legal restrictions, the following rights are guaranteed: to information and official documentation.
Decrees
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Decree 103 of January 20, 2015. ¨ By which law 1712 of 2014 is partially regulated (transparency law) and other provisions are dictated¨.
Laws
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Law 1437 of 2011 By which the Code of Administrative Procedure and Administrative Litigation is issued.
4. DOCUMENTARY ORGANIZATION
Agreements
AGN Agreement 12 of 1995. “By which part 1 of agreement No. 07 of June 29, 1994, General Archives Regulations,” is modified, “Bodies of Direction, Coordination and Advisory”.
AGN Agreement 09 of 1997. Regulates the procedure for the evaluation of TRD.
AGN 16 Agreement of 2002. On the management of public files of the Chambers of Commerce.
AGN Agreement 037 of 2002. It establishes technical specifications and requirements for contracting archive services.
AGN Agreement 039 of 2002. By which the procedure for the elaboration and application of the Documentary Retention Tables in development of Article 24 of the General Archives Law is regulated 594 of 2000.
Agreement AGN 041 of 2002. Regulates the delivery of files of the entities that are liquidated, merged, or privatized.
Agreement AGN 042 of 2002. By which the criteria for the organization of management files in public and private entities that perform public functions are established, the Single Documentary inventory is regulated and articles 21, 22, 23 and 26 of the General Law of Archives, Law 594 of 2000.
Agreement AGN 015 of 2003. Add a paragraph to agreement AGN 041 of 2002 in relation to the integration of the Archive Committee of public entities in the process of liquidation.
AGN Agreement 02 of 2004. Establishes the guidelines for the organization of accumulated funds.
AGN Agreement 05 of 2013: The basic criteria for the classification, ordering and description of archives in public and private entities that perform public functions are established and other provisions are issued.
AGN Agreement 04 of 2015. By which the integral administration, control, conservation, possession, custody and assurance of public documents related to Human Rights and International Humanitarian Law that are kept in State Entities are regulated.
AGN Agreement 07 of 2014. Establishes guidelines for the reconstruction of files.
Circulars
Circular AGN 01 of 2003. Organization and Conservation of Archival documents.
AGN-DAFP Circular No. 004 of 2003. Organization of labor histories.
Circular AGN 012 AGN-DAFP of 2004. Guidance for compliance with Circular No. 004 of 2003. (Organization of Labor Records).
Circular AGN 01 of 2004. Inventory of documents to be eliminated.
Circular 35 of 2009 Attorney General's Office. Compliance with law 594 of 2000. Organization and implementation of accumulated documentary archives and collections.
Commercial Code.
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Article 60. The books and papers referred to in this chapter must be kept for at least ten years, counted from the closing of those or the date of the last entry, document or voucher. After this period, they may be destroyed by the merchant, provided that by any suitable technical means they guarantee their exact reproduction. In addition, before the Chamber of Commerce where the books were registered, the accuracy of the reproduction of the copy will be verified, and the secretary of this will sign a record in which he will note the books and papers that were destroyed and the procedure used for their reproduction. When a copy of a document preserved as provided in this Article is issued, compliance with the above formalities will be recorded.
Decrees
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Decree 2609 of 2012: Document Management Program in state or private entities that exercise public functions.
Laws
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Law 80 of 1993. Article 55. On the prescription of contractual liability actions. The civil action derived from the actions and omissions referred to in articles 50, 51, 52 and 53 of this law will prescribe in a term of 20 years, counted from the occurrence of these. Disciplinary action will prescribe 10 years. The criminal action will prescribe in 20 years. (Regulated by National Decree 734 of 2012, Amended by Law 1150 of 2007, Partially regulated by National Decrees 679 of 1994,626 of 2001, 2170 of 2002, 3629 and 3740 of 2004, 959, 2434 and 4375 of 2006; 2474 of 2008 and 2473 of 2010).
Resolutions
Resolution AGN 147 of 1997. By which the committee for the transfer of Historical Documentation to the General Archive of the Nation is created.
Resolution AGN 081 of 2001. Adopts the Document Management Program and the update of the AGN Document Retention Table is approved.
Resolution AGN 183 of 2004. By which the Technical Support Group of the Archive Committee of the General Archive of the Nation is created.
Technical standards
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NTC 5029: 2004 Standard on File Measurement.
5. TRANSFERS
Circulars
Circular AGN 03 of 2001. Secondary documentary transfers.
External Circular AGN 03 of 2015. Guidelines for the preparation of Documentary Retention Tables.
6. DISPOSAL OF DOCUMENTS
Agreements
Article 23. "Documentary evaluation". It orders the official entities to prepare the Document Retention Table based on its valuation.
Article 25. "Elimination of documents" which is understood as the destruction of documents that have lost their administrative, legal or fiscal value and that have no historical value.
Agreement 04 of 2015. By which the integral administration, control, conservation, possession, custody and assurance of public documents related to Human Rights and International Humanitarian Law that are kept in the State Entities are regulated.
Circulars
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External Circular AGN 002 of 2012. Acquisition of technological management tools documentary film.
Political Constitution of 1991
Article 63. Assets for public use, natural parks, communal lands of ethnic groups, protected lands, the archaeological heritage of the Nation and other assets determined by law, are inalienable, imprescriptible and unattachable.
Article 70. CN Paragraph 2: Culture in its various manifestations is the foundation of nationality. The state recognizes the equality and dignity of all who live in the country. The state will promote research, science, development and the dissemination of the cultural values of the Nation.
Decrees
Decree 2527 of 1950. By which the microfilm procedure is authorized in the archives and probative value is granted to the photostatic copies of the microfilmed documents. Adopted as law by Law 141 of 1961 and modified by Decree 3354 of 1954.
Decree 3354 of 1954. Documents and files that have been subjected to the normal procedure and those that, due to their importance, deserve special care in conservation and authenticity, may be microfilmed; but the originals may not be destroyed until the time that prudence and custom advise in each case, according to their nature, has elapsed. When submitting any document to microfilming, care must be taken that it is copied on the integral tape and with absolute fidelity, in such a way that it is forbidden to cut, fold, amend or any adulteration, with pain of losing its probative value.
Decree 960 of 1970. Notarial statute.
Decree 2620 of 1993. Use of technological means for the preservation of archives.
Decree 2549 of 1993. By which accounting in general is regulated and the accounting principles or standards generally accepted in Colombia are issued. Article 134. Conservation and destruction of books.
Decree 1515 of 2013: secondary transfers and documents of historical value.
Laws
Law 47 of 1920. Protection of documentary and artistic heritage.
Law 163 of 1959. By which measures are issued on the defense and conservation of the historical, artistic heritage and public monuments of the Nation. Regulated by National Decree 264 of 1963.
Law 39 of 1981. Articles 1, 2, 3 and 4. Regarding the microfilming and certification of files, the entities in whose custody there are files to which they must attest, are obliged to keep copies of them on their own through the use of microfilming procedure or any other technically adequate and accepted by the National Government.
Technical standards
NTC 3723: 2009 Micrograph. Microfilming of documents on gelatin-type films and silver salts of 16 mm and 35 mm. Operation technique.
NTC 4080. Micrograph. Graphic symbols for use on microfilm with their meaning, application and location. Microfilm Classification.
NTC 5174. Standard on processing and storage of gelatin and silver-type microfilms.
7. LONG-TERM PRESERVATION
Agreements
Article 60. "Comprehensive preservation of archive documentation." The archives must implement an integrated conservation system in accordance with the system established in the entity, to ensure the adequate maintenance of the documents, guaranteeing the physical and functional integrity of all documentation from the moment of issuance, during its validity period, until its final disposition.
AGN Agreement 11 of 1996. Criteria for the conservation and organization of documents.
AGN Agreement 047 of 2000. Access to archive documents, restrictions for conservation reasons.
AGN Agreement 049 of 2000. Conditions of buildings and premises for archives.
AGN Agreement 050 of 2000. Prevention of deterioration of archival documents and risk situations.
AGN Agreement 056 of 2000. Requirements for consultation and access to archival documents.
Agreement 037 of 2002. Technical specifications and requirements for contracting the services of deposit, custody, organization, reprography and preservation of archival documents.
AGN Agreement 06 of 2014. By which articles 46, 47 and 48 of the Title Conservation of documents are developed.
Agreement 03 of February 17, 2015. By which general guidelines are established for state entities regarding the management of electronic documents generated as a result of the use of electronic means.
Circulars
External Circular 02 of 2012 AGN. Acquisition of technological tools for Document Management for the implementation of ERMS for entities: ISO 15489-1 and ISO 15489-2 and MOREQ. Use of appropriate standards to ensure conservation Use a single model for each of the tools (standardize).
Circular 04 of 2010 - COINFO: ICT application projects in archival processes.
Circular 46 of 2013 Secretary General of the Mayor's Office of Bogotá. Implementation of files, documents and electronic media in administrative and judicial matters in the capital district.
Commercial Code
Article 48 and 60. Authorizes the use of microfilm to preserve and store books and commercial papers.
Article 8. Protect the natural resources of the country and ensure the conservation of a healthy environment.
Civil Procedure Code.
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Article 251. “Different classes of documents. Documents are written, printed, blueprints, drawings, tables, photographs, cinematographic tapes, records and tape recordings, X-rays, stubs, passwords, coupons, labels, stamps and, in general, all movable objects that have a representative or declarative character, and the inscriptions on tombstones, monuments, buildings or similar ”.
Decrees
Decree 1798 of 1990. Article 31. Conservation of books and papers of merchants. Amended by Law 962 of 2005 Article 28.
Decree 2620 of 1993. Authorizes the use of optical disc to merchants in their archives.
Laws
Law 39 of 1981. Article 1, 2, 3, and 4. On conservation of copies by microfilming.
Law 63 of 1986. Approves the treaty that prohibits the illegal import, export and transfer of cultural property.
Law 397 of 1997. General Law of Culture. Partially regulated by National Decrees 833 of 2002, 763, 2941 of 2009, 1100 of 2014.
Article 4. Definition of Cultural Heritage of the Nation.
Article 12. On the Bibliographic, Hemerographic, Documentary and Movement Images Heritage.
Law 594 of 2000. Regulates the archival function of the state; Defines the concepts of document management, archives, TRD - mandatory.
Technical standards
SO 14721: 2003 Model OAIS electronic documents.
UNE-ISO 19005-1: 2008; Document management. Electronic document file format for long-term preservation. Part 1: Using PDF 1.4 (PDF / A-1).
UNE-ISO 19005-1: 2011; Document management - Electronic document file format for long-term preservation - Part 2: Using ISO 32000-1 (PDF / A-2).
ISO 19005-2. Document management - Electronic document file format for long-term preservation - Part 2: Using ISO 32000-1 (PDF / A-2.
UNE-ISO 13008: 2013. Information and documentation. Process of migration and conversion of electronic documents.
UNE-ISO / TR 17068: 2013. Information and documentation: trusted third party repository for electronic documents. Madrid: Author.
NTC-ISO 12639: 2004. Graphic technology. Prepress digital data exchange. Tag image file format. For imaging technology (TIFF / IT).
ISO 15444-1: 2004. Information Technology - JPEG 2000 Image Coding System: Core Coding System.
ISO 32000-1: 2008. Document management - Portable Document Format - Part 1: PDF 1.7. Set the PDF 1.7 format. as an open formal standard, completely independent of the format from the environment or execution system, improves support for digital signatures (support for improved encryption mechanisms), broad support for JPEG2000 formats in accordance with ISO 15444, support for OpenType fonts, consistency with other formats standard such as PDF / X, PDF / E or PDF / UA, among others.
8. ASSESSMENT
Agreements
AGN Agreement 007 of 1994. “General Archives Regulations”.
Article 23. "Documentary evaluation" that orders official entities to prepare the document retention table based on its evaluation.
Agreement AGN 039 of 2002 by which the procedure for the elaboration and application of the documentary retention tables is regulated.
AGN Agreement 06 of 2014. By which articles 46, 47 and 48 of the Title Conservation of documents are developed.
Agreement No. 004 of 2013. (March 15). By which Decree 2578 of 2012 is partially regulated and the procedure for the preparation, presentation and evaluation, approval and implementation of the Documentary Retention Tables and Documentary Valuation Tables is modified.
Agreement 04 of 2015. By which the integral administration, control, conservation, possession, custody and assurance of public documents related to Human Rights and International Humanitarian Law that are kept in the State Entities are regulated.
Circulars
External Circular 03 of 2015 AGN, Guidelines for the preparation of Documentary Retention Tables.
Circular 001 of 2015. Scope of the expression: "Any technical means that guarantees its exact reproduction."
Circular 02 of 2013 of the Bogotá Archive. Presentation of the Documentary Assessment Table by the district entities.
Circular 02 of 2012 Secretary General of the Mayor's Office of Bogotá. Schedule for the delivery of the Documentary Retention Tables by the district entities.
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