Diagnóstico e diretrizes para a guarda dos documentos digitais do escritório de fiscalização de contratos da Universidade Federal de Sergipe

Abstract

This work presents a diagnosis of the digital files of the Executive Committee for Inspection of Contracts and also provides guidelines for their safekeeping. In this context, it sought to assess how the information handling processes, involving, for example, organization, management, representation, retrieval, presentation and preservation of information in a digital environment, could impact in the future on the documents generated at CEFISCON during the COVID Pandemic 19? This question generated an assumption that the files that were produced did not obey any structure aimed at their organization based on the precepts of Information Science. That said, a diagnosis was made in the digital documents contained in the folders included in the server of the sector in question, generated in the initial years of the 2020 and 2021 pandemic and it was also made: i) definition of the quantity of the files contained in the folders for the mentioned years; ii) identification of documentary species; and iii) it was suggested how the digital documents should be arranged based on the specific bibliography. As a result of this research, a quantitative of 5,982 digital documents were analyzed, listed in 22 documentary types between official letters and component documents of payment invoices, thus characterizing the diagnosis of this material. It is worth mentioning that the present study managed to achieve the proposed objectives, as well as suggested that the custody of digital documents and the correct form of naming based on the specific bibliography be put into practice.