Document management in higher education institutions was the subject of ordinances and decrees of the Ministry of Education. These are: Ordinance 1224/2013, Decree No. 9,235/2017, Ordinance 315/2018 and Ordinance 330/2018.
Ordinance 1224/2013
The first rule issued was Ordinance 1224/2013. It “establishes rules on the maintenance and storage of the Academic Collection of Higher Education Institutions (HEIs) belonging to the federal education system”. Broadly bahrain mobile database speaking, it deals with the temporality and final destination of information from the academic collection and documents. It also contains obligations and deadlines that must be met in certain practices of this document management.
The main objective of the 2013 ordinance is to preserve the collection and streamline processes. To this end, all institutions are now committed to making their collections available in digital format, which has led to the digitization of documents gaining ground. However, the preservation of physical documents remains an important issue, since the digital version does not legally replace the original.
Decree No. 9,235/2017
Following up on the ordinance, Decree No. 9,235/2017 was issued in 2017. The rule also applies to educational institutions that offer undergraduate and postgraduate courses in Brazil. It addresses issues related to the digitalization and electronic management of documents, presenting deadlines and conditions for HEIs and their sponsors to convert their academic documents to digital format.
In article 104, the law states that “The documents that make up the academic collection of HEIs on the date of publication of this Decree will be converted to digital media, using methods that guarantee the integrity and authenticity of all information contained in the original documents, in accordance with the legislation”. The law then adds that the deadlines and conditions for this conversion and for the storage and maintenance of physical collections will be defined in a regulation of the Ministry of Education. This regulation referred to in the Decree came with Ordinance 315/2018.