Model funcional d’intercanvi de dades descriptives en les diferents fases del cicle de vida dels documents

Documentary management at the Catalan Government’s Ministry of Town & Country Planning and Public Works (DPTOP) is handled with the help of various computer tools enabling the documents to be described and controlled throughout every phase in their life cycles. SGGDA (General Administrative Document Management System) implementation was wholly determined by the context – a chaotic situation, with several archive systems, several description formats, and several electronic-management formats – and by the vast scale of document production at the Ministry (running to 30 km of documents). The time came when the central Archive took the option of buying software for archive management, Albalá, to facilitate modern, efficient document management, allowing interoperability among the various computer solutions handling the administrative procedures involved with the aim of managing the documents throughout their lives. The large volume of documents produced, together with the desire to make the arrangements in such a way that the users handling the procedures would not have to duplicate the information involved, led the central Archive to take the decision of migrating the records from the various DPTOP file-management systems to Albalá by means of an application integrator: Sterling. The result of that integration work will enable the central Archive and the DPTOP management archives to update the data, and thus to achieve the most efficient document management possible. This integration will also bring significant administration-cost savings in the area of future transfers or eliminations, minimising errors in non-sequential data migrations (non-specific periodic loading processes) and facilitating document management by the various system users. This paper seeks to highlight the strategies and actions undertaken to move from a diversity of forms to the standardisation of forms