VCongresoInternacional:Retos archivísticos en entorno tec-ConferenciaNo.1:PreservaciónmemoriaSENA

La, la, la, la, la, la, la, la.

Confianza.

When we believe, together we create. Because at the scene we support the ideas of all Colombians. When we believe.

Muy buenos días. Las personas que aparecen en el siguiente evento

In vivo, autorizan al SENA para que su testimonio libre y espontáneo quede grabado y sea puesto a disposición en Colombia y en el mundo. La producción audiovisual realizada por el SENA se emplea en espacios educativos, culturales, didácticos y de carácter institucional y no en es publicitarios, comerciales o económicos.

My name is Annaleta Gómez de Queverri. I am a member of the Documentation Management Board of the Executive Council. I am a Master in Documentation Management and Archival Administration, a professional in archivistics, an evaluator of labor competencies in document and archivistics management, and currently a member of the Executive Council of the Sectorial Board of Documentation Management.

We welcome the 5th International Congress of Archivistic Challenges in the Technological Environment of the Documentary Management Sectorial Table in articulation with the National Service of Scenic Engineering Regional Valle del Cauca, with the Center for Technological Service Management, the University of Manizales,

La Universidad Libre Seccional Cali, Valle. Archivo General de la Nación, Gobernación del Valle. Alcaldía de Santiago de Cali. Evolution Technologies Group CAST. Y la Universidad de Antioquia. Bienvenidos todos los que nos acompañan de manera presencial virtual.

The note is that you must register to be able to access the certification and remain in this event for the two days scheduled. The face-to-face assistants, the assistance through QR that is located in the entrance to the auditorium. The virtual assistants,

♪ Gloria in palces y en jubilo importa ♪ ♪ Surbos de dorado ♪

The sun rises in the night, freedom rises, the auroras sing, the light of a new day.

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I told them not to stress me out with this, I did it a while ago.

We move on to the next point. We extend greetings to those who accompany us in this application. Director Fernando Ramírez Dulcé, Regional Director of the SENA,

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Eva Jané Sánchez, the founding coordinator of the Documental Management Center of the SENA Regional Valley. The floor is for Dr. Fernando Ramírez-Boltei. Hello. Good morning. A very cordial greeting from the Cauca Regional. I'm really pleased

to be here supporting these events. Of course, our gratitude and our greeting to Dr. Luis Alejandro Jiménez, who is the Director of the National Training System for Work, to Dr. Aida Luz Martínez, who has always accompanied us since that time.

Today, a special greeting to the directors of the Universidad Libre, really, for the support we have today in this magnificent auditorium. Greetings, of course, also to Dr. Edgar Herrera, who is the subdirector of the Center for Technological and Service Management of the Regional Valley.

the moderator of the different

panels that are going to be held, of course, to the speakers, to the panelists, to the people who are here today and accompany us, and also the people who connect virtually at these events, which has been a very valuable, very significant and great achievement strategy that the Documentation Management Board has been developing.

Realmente todos estos eventos hacen que haya una dinámica muy importante que se ha venido trabajando como estrategia desde la mesa sectorial y hemos sido testigos de que cada vez

the number of people who are with us grows, but above all, all that knowledge, all that knowledge that we can exchange,

and why not also transmit to people who are connected online or who are part of the face-to-face exercises that we do. Anyway, for us as the Cauca Regional, as a center that leads from

from the technical secretariat, the table, because it is an important achievement and that is thanks to all of you. And in this case also a very special greeting for the president of the table, engineer Ricardo Uribe, who for some circumstances today cannot accompany us here. To the universities that have always been with us in this process,

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Thank you, Doctor. We give a greeting to Dr. Aidaluz Martínez-Gemadez, coordinator of the Labor Competence Management Group, Director of the National Training System for Work. With you, Dr. Aidaluz Martínez. So, we greet Dr. Escar Orlando Ferreira Prieto, Subdirector of the Center for Technology and Service Management.

Thank you very much. Good morning. A cordial greeting and welcome to our 5th International Congress of Archivists in the Technological Environment. A cordial greeting to Dr. Engineer Fernando Ramírez, Regional Director of CAUCA, to John Jairo,

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international and national exhibitors who will give us light to the challenges we currently face in the field of documental management, to the instructors, apprentices, Genova leaders, students and professors from different institutions who accompany us today, welcome to this important event. Without a doubt, talking about documental management in the new technological environment

It requires that we have these spaces for knowledge generation. There are many challenges that the world is facing in the field of documental management. I'm going to list only two or three to not get too long in this discussion. The first one has to do with the management of information. We all hear about data and data. We ask ourselves, in documental management,

What do we have to do? What do we have to do so that that amount of information that comes to us daily from different media can be managed in the best way? That is one of the questions that we have and that we hope will be clarified in some way or leave us some light during this event, of how we can take up that challenge of data management, of big data, in the issue of documental management.

The second one has to do with security. The amount of information we have today, the amount of information and documents that are handled both in the public sector and in the private sector, poses challenges that we have to solve. And that's the issue of how to make a more secure document management.

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It is the responsibility that we have as SENA and the responsibility that the institutions that are forming the future technical professionals and technologists that are going to support the documental system. It is how we give them that tool so that they can use all these technological advances in the function of a very good documental system. Those are three questions to ask only one. We hope that they will be resolved throughout this important event.

My thanks to everyone who made it possible for us to meet here today. Organizing an event like this is not easy, it requires a lot of effort and I know that it is a lot of work that has been done. So congratulations and I hope that this event will give us many lights to improve in our work as trainers, in our work as institutions, in our work as learners, as instructors,

en nuestro quehacer como empresas públicas y privadas para que cada día tengamos una gestión documental más eficiente y a la altura de los retos tecnológicos que nos plantea el siglo XX. Muchas gracias. Gracias, doctor. Saludamos al ingeniero John Jairo Mota, subdirector, Centro de Comercio y Servicios de la Regional Cauca y secretario técnico de la Mesa Sectorial de Gestión Documental.

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academic center of the training center, of course, add to the thanks of all the entities that have made it possible today that we find ourselves in this great event. To the Universidad Libre also highlight that space to accompany us, as the people who preceded me said, to be able to meet today, conferences of experts in each of the areas in which they

with the greatest effort, they will transfer that knowledge, that experience, of course, also to the members of the sectoral table, to all our apprentices who are constantly interested in knowing where it goes, how the document management is projected, the management of the archive, all the

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We were also in Manizales, holding an event with great reception at a national and international level. And that is why we also extend this greeting to the people who connect through digital media from different countries. Today they are watching us, they are very attentive to the development of these two days of the conferences, which without a doubt, with the support, the dynamics, the enthusiasm and of course the knowledge that

the conference speakers will be a success. And a success because from the same denomination of how we were going to call the congress, that's where the first challenges arise. A congress that was called archivistic challenges in the technological environment that has two great branches. One, the challenges that the archivistic same proposes,

And two, when we say what are the challenges in the technological environment, here I want to add to the words of Dr. Edgar, who at the moment said it, it's like all this data, all this information, today with the new technologies, with the digital transformation, for some of you,

will be very familiar to you, others will have heard it, others will not have heard it, but in this space, we will deepen and let's go out with an apprenticeship. Like new technologies, like digital transformation, like 4.0 technologies, like blockchain, like big data, like data analytics, machine learning,

How digital robots today are allowing decision-making to be made from this information. How the information that is generated in different areas of organizations, which is not only physical but also digital, allows me to take decisions at a strategic level from information and data that is given at all levels of the organization.

And there is a very important exercise, we talked about it before the event with Dr. Olga Inés Canaleira, how it is dynamized and how we interact in different disciplines for today, what is sought with this event and in the discipline of archivistics.

how to achieve the disciplines of engineering, archivistics, processes, and organizational management that allow effective decision-making at a strategic level. We also talked about the fact that it is not only about preserving and preserving

the information, but also what I can do with it through decision making. Today, with predictive models, with data analytics, with machine learning, I can take advantage of the advantages of that information that is available in the different media, whether they are physical or electronic in organizations. So, the expectation is very high that we have, as a documental management medium, to whom I extend to all delegates a very special greeting, to our president, as he said,

The regional director could not accompany them in terms of health, but the challenge is there. Keep promoting through these events, spaces of dialogue, spaces of exchange, spaces of knowledge, and that we come out in these two days that we are going to be here with some apprenticeships. And that those organizations that accompany us today can promote these organizations, strengthen the competencies that they have, and above all,

how from the sectoral table we contribute to collective construction, to modernity, and how we also involve all these tools in a correct way in our organizations. So welcome again everyone, and I greet, I reiterate, very special to all the people who are connected to this event.

Thank you very much and welcome everyone. Thank you. We extend a greeting to those who accompany us and made this event possible.

Doctor Elio Fabio Ramirez Esquivero, Presidente Seccional Universidad Libre Seccional Valle. Doctora Aydaluz Martinez, Coordinadora Grupo de Gestión de Competencias Laborales, Dirección del Sistema Nacional de Formación para el Trabajo. Al Doctor Fernando José Muriel Andrade, Director SENA Regional Valle del Cauca.

al doctor Hernando Ramirez Dulcey, director SENA Regional Cauca, al doctor Edgar Orlando Herrera Prieto, subdirector Centro de Gestión Tecnológica de Servicios, al ingeniero

John Jairo Mota Calderón, Subdirector of the Center for Commerce and Services and Technical Secretary of the Sector Table of Documentation Management, SENA Regional Cauca. To Dr. Jenny Esperanza Navia Meneses, Methodologist of Normalization, Sector Table of Documentation Management,

and to the engineer Ricardo Uribe Gómez, coordinator of the Documentation and Archive System at the University of Manizales, president of the Executive Council of the Sectorial Table of Documentation and president of the Sectorial Council of Professional, Business, Technical and Scientific Services, Sectorial Table, CENA.

quien en esta ocasión, lastimosamente, no nos pudo acompañar. A todos los delegatarios del Consejo Ejecutivo de la Mesa Sectorial de Gestión Documental, a los integrantes de las mesas sectoriales, a los representantes de organizaciones del país, a los profesionales independientes de diferentes sectores, a los servidores públicos,

to the apprentices, to the graduates, and to the instructors of the SENA and government entities, to the associated training centers that support us in the activities of the MESA, an event that is in articulation with the SENA, the Regional Service Technology Management Center, Valle del Cauca, to the interpreters of sign languages,

regional de Sena, Ofelia Lucia Lopez, regional Casanare, Paola Inés Ramírez Rosado, regional Magdalena, y Karina de Los Ángeles Mercado, e Iris Ardila, regional de Bolívar.

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For Colombia, luchando con amor.

Saludamos a la doctora Catalina Mosquera

Director of Documentation Management at the Universidad Libre Excepcional Cali.

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of the articulation and participation of this event, this congress of great importance to continue managing and continue giving a grain of sand to all this topic of documentary management.

What else is the theme of this congress, as always avant-garde? Tell me more about the pandemic, today post-pandemic, we manage a cumulus of documentation in electronic environments and it is very likely that the various themes that we are going to have in the course of these days

sea de gran aporte para la gestión en los entornos laborales y académicos. Nuevamente, bienvenidos. Muchas gracias, doctora Catalina. Continuamos con el desarrollo de la agenda e invitamos a Marta Luz Gutiérrez, Karime, Andrea Montañez-Pinzón y Fabián Camilo Naranjo-García.

The doctor Marta Luz Gutiérrez Ortega, National Director of the SENA Library System, Professional Director of Training, Professional Director General,

with training in plastic arts and specialized in childhood, culture and development, with experience of more than 20 years working with libraries, initially in the network of libraries with the support of cultural expression and promotion of reading,

with the National Library in the training of librarians in the municipalities of the country, as well as in the program "Young People in Action" and with the SENA in the implementation of the digital library in the project of development and modernization of libraries and the project of preservation of institutional memory.

Karine Andrea Montañez Pinson is a technologist in multimedia production, library system, support in the management of the preservation of institutional memory in SENA. Fabian Camilo Naranjo García, library psychologist, support in the registration and normalization of information in the institutional repository, library system. With you,

Dr. Marta Karime Andrea and Fabián Camilo present their presentation Preservation of the institutional memory of the SENA. Thank you very much. The library system of the training management

I would like to thank those who invited us and made it possible to organize this Congress, the 5th International Congress of Archival Challenges in Technological Environments. I extend a very special greeting to the people, the directors, the regional director, the sub-directors and those who are part of the table. Thank you very much for having invited us.

There is no doubt the close relationship between the management of documentaries and the management of libraries, even more so in entities such as the SENA, which have contributed to the construction of the history of the country, with the development of comprehensive professional training and proposals for entrepreneurship and innovation programs.

It is well known that the SENA has a national presence in its 33 regional, 117 training centers. I think we have a presentation that gives a little bit of an idea of it.

presence or the development of training in more than one million, to date almost one million nine hundred apprentices who were developing training until September 30 of the current one. Since memory, as Octavio Paz said, I found it very interesting to resume that,

that memory is not what we remember, but what reminds us. Memory is a present that never just passed. And this was said by Octavio Paz. Added to this and to the relationship we have with the recovery of the memory of the world with the UN,

with UNESCO, excuse me, we have started our memory preservation project since 2007 and we proposed to do a work where all the institutional memory of the entity was visualized. It is well known that in its libraries, that is, in the 131 libraries that the Senate has,

collections that show their pedagogical experience and good practices in the field of training and development of human resources, entrepreneurship and innovation. Also, in the last 10 years, the CENOVA Research and Innovation Group has been supporting the publication of research applied in training centers.

All these collections that were in the first phase in an analog format have been identified, digitized and recovered and can be visualized from our institutional repository.

And today, that is what we are going to present together with our national leader team, who has been working hand in hand with the librarians,

has been working with programs such as document management, library management, multimedia, and the learners have supported this project in a decisive way, and today the results are already being seen and a large part of these documents can be consulted from the institutional repository and the magazine portal.

Next you will see a video of what has been the recovery, especially of what is the text and documents that were even made by machine and that are now digitized, as well as videos that were in analog formats such as 3/4, as VH.

and all these formats that were used in analogues and that can now be viewed or consulted from the institutional repository. So my colleague Karime Andrea Montañez is going to show a video of what the process of this work was. Formats that are compatible with different text processors.

which are the basis of the digitalization process. The scanned material is delivered to each of the learners who are in charge of continuing the process.

This was part of one of the videos that were made, as I said, together with multimedia learners, documental management and library management, and whose product can already be seen in what is today the institutional repository and of which, next, we will have the presentation of Karime Andrea. Welcome, Karime. Good morning.

Good morning everyone. It is a pleasure to be here today showing the work that we have advanced since 2010 with our 131 libraries. I am going to contextualize a little about the history of SENA because that leads us to why we preserve digitally

these valuable contents, these products that supported the formation of the SENA from its foundation. As many of us know, the SENA was born in 1957

and its initial function was to train young and adult workers from the different productive sectors of the country, such as industry, trade, agriculture, mining and livestock, and also, on the other hand, to identify those work and educational needs, investigating with the regions and with the companies that arrived in the country at that time,

about those needs, about those needs of qualified labor. So the SENA slogan began to form the largest number of people at the national level. It should be noted that at that time the unemployment rate was high and the technical schools and training for work were very few.

And seeing all this panorama with the will of workers, trade unions and private companies, it is promoted to generate new training strategies to reach those rural and urban communities

with mobile programs. At that time they were called Popular Professional Training Programs, which then shortens the name and ends up being called mobile programs. And this was the preamble of what we know as distance education. It should be noted at this point that the SENA did not have the infrastructure as we know it today.

64 years ago, spaces were rented in universities, in the capitals, with the National University, with the Central University. In rural areas, circus carps were raised and in the Colombian Caribbean area what was done was improvised huts. To support all these training strategies,

a material was generated that supported all these programs and all these processes. Among them we found posters, manuals, brochures, radio programs and when television began, audiovisuals were generated for training. One of the most implemented resources since 1957 were the posters.

which were very small, medium-sized books of no more than 50 pages, which were organized by documentary series and these, in turn, by self-tapping units that supported

the dynamic of distance training, where the instructor with a journal established, that is, every 15 days, every month, came to the communities, distributed their material and in the next class resolved all the concerns, received the development of the proposed activities within the same material and thus the cycle was completed.

It has been the work of our 131 national libraries to recover and digitally preserve the memory of the sea. I would like to share the video again, which has a duration of two minutes, please, I don't know if you could share it again.

The group of learners in charge of bibliographic digitization develops their work in the following steps: Scanning. By digitizing folders with OCR technology scanners, RTF format files are obtained, which are compatible with different text processors.

which are the basis of the digitalization process. The scanned material is delivered to each of the learners who are in charge of continuing the process. Image retouching. The images compiled in the scan are retouched with image editing software and optimized for web. PDF Diagramming.

Taking into account the retouched images and the clean text, the diagramming of the folders begins, which are exported in PDF format. In the digitalization process of audiovisual material, the learners develop the following processes: Selection: The material is selected and a process of cleaning and oxygenation is made.

The selected material is classified and inventoried with the following parameters: Open Carrier UM/MATIN of 3/4 of 30 and 60 minutes BC/Metacam BH/BHS BT/Metamax Visualization and Digitalization: The analog material is visualized and transformed into a digital video format. Editions:

The learners are in charge of cleaning, improving the audio and video of the material, exporting the material to a more light video format, which will later be uploaded and published. Well, the process that we saw is much more extensive, here it was condensed in just two minutes, since there are sub-activities in each stage that we saw.

And all this valuable work where our instructors, our librarians and our apprentices intervene, who are an important part of all these stages of the process, is what allows this visualization, this recognition that the SENA has at a national and international level. And all this work that

our Xena community is visible through the institutional repository application, which is an application that allows the preservation, the visualization and consultation of all the intellectual products of the entity, such as research, didactic media, among which we will find the posters, institutional memory and editorial production.

It should be noted that in the repository not only is all the historical material that has been recovered since 1957, but also all the current production that is generated as a result of the applied research processes and the innovation processes, as we will see later.

Within the preservation of memory, three aspects stand out. I thank you for putting me here at the beginning of the presentation, the preservation picture. Three aspects or three guidelines of which our libraries are fundamental managers.

So, we will find, on the one hand, digitization, which is not only the scanning of documents, but it includes several phases. One of them is the identification of the material, the recovery of it, all the cleaning processes of the material, also a pre-catalog with some basic data,

And finally, the scanning, which is what generates the product that is going to be visualized. And something very important here in this part is the data record, which is what allows us, the meta-searchers, the different resource integrators, to recover the information and position ourselves within the search engines.

The second is the visualization that has to do with the impact on anyone who is interested in the content that we have available and is carried out through diffusion, recovering the content from our discoverer

And above all, what we highlight here is the possibility, or that thanks to those metadata that I was talking about in the digitalization, the contents are recovered from the different search engines that we use and from specialized search engines. The most prominent and the one that is used the most is Google Scholar.

Finally, the services provided by our 131 libraries, which focus on one hand on guiding users of the libraries in the recovery of information, on how we access and use the institutional repository, and on the other hand, on guiding those authors

of new publications, in how to make visible those new products that they generate from their research and together with their research seedlings. This is basically what our libraries do in preservation issues and the important functions they develop.

Next, my colleague Fabián Camilo Naranjo will show us the tool, he will show us some documents that we will find there and how we navigate. Thank you very much, Kari. Can you confirm if you can hear me well, if I have audio? Yes, Fabi, yes, it is being heard. Okay, so we are going to quickly present the institutional repository, as I said, the platform.

As we access the repository, we can access it from different search engines, meta search engines, doing the search as a Sena repository and automatically it will be the first result that we will have. We can also access from the initial page of the library system, where we will find the link to the institutional repository.

or by integrating information resources we can search for the resources that are inside the repository and it will automatically take us to the institutional repository page. How is the institutional repository structured? The institutional repository is structured through communities and collections.

So, currently we have four large communities and 15 large collections that are basically grouped according to whether they correspond to research product documents, documents that are part of the training activity of the institution as support for training, documents that are part of institutional memory, which is the

that are being collected from the beginning of the creation of this memory recovery preservation project. And we also have documents that correspond to editorial production, which are the documents that are being generated today corresponding to books, posters, formative material, which is current material.

We will also look at how all the information we have in the repository is organized. All the documents we have in the repository are entered through qualified Dublin Core labels. Currently we have more or less 114 labels available that allow us to describe all the content we have within each registry.

And basically what this does is make this information legible both by human vocabulary and by machines. This favors that computer systems, search engines, meta-search engines can collect all this information and spread it. That is, it is not only the platform, but many people have access to this content freely on different platforms.

Once we have all this information, all this processing has been done, this allows not only that Meta-searchers recover it, but also our own repository search engines. We currently have a search engine that is available at any time of the navigation. I'm going to enlarge the image a bit.

At any time in the navigation this general search will be available. We will also find this when we enter, for example, a community. In the communities a search engine will be deployed that does the search properly within the community and in the collections we also have our own search engine that does the search within the collections.

We also have the possibility to do search filters, to search by date, by author, by title, by topic, by area of occupation or by type of material and an advanced search that allows us to perform search filters by title, author, material, date. The invitation is to come in, to consult it and we have really very interesting information available for consultation.

to look more in detail, some examples of the documents that are currently counted within the repository. We wanted to highlight some documents for different periods of time, so in this case we are going to see this, this is a folder that corresponds to the series of the course of Archive Office Techniques.

What are these series? When we enter a register, here we suddenly have in this section the series that corresponds. Basically, this historical content was organized through occupational modules, instructional modules, which were divided into series and each series was distributed by units.

So, for example, for this case of the office techniques course and with the archive approach, they had six units. So why do we highlight this? This is something very important, it is something very important because at the time of

to see what we are in all this collection of historical memory information. The series serve as that map that will guide us about the current state, it will tell us what we are, what is pending for us, what is missing to identify.

So basically when we have identified a series we know how many units we have of this series and which ones are needed. So according to that we can

orientated within the different libraries, the processes that have to be done, which documents are precise to include and do the whole process of identification, selection, and digitalization for their subsequent entry to the repository. So, taking this into account, like this map that the series give us, we can say that we currently have 1,002 series identified.

Of these, we know that we have 305 with their complete units, we have 330 that are the ones we still have to complete and we have some that at the time they did not put a number on the units as such, so they may be complete or some may be missing. So basically these are like the maps that tell us like, hey, yes, there is still material to look for to enter.

and according to this, it gives us a scheme that tells us that we have 1599 missing numbers. Basically, it is like this analysis that is done about this information that we have and by which we can continue working, collecting all this information and the idea is to safeguard all this information that is at this physical moment and that is suddenly already deteriorated and include it in the platform digitally.

So, other documents that we highlight, suddenly in the year 1990, we highlight this document, which is the "Planes y Programas de Formación en la Especialidad de Archivística". So here, basically, what we are going to see is a structure that tells us the training content, in this case,

of the archivist specialty and gives us general information about the program and the occupational profile of the archivist at the time. So, if you realize, these constructions were based on all the knowledge that was reflected in these documents in different periods of time.

and that today we see it in documents that are a little more structured and more focused on the current work of all the document management. In this case, we highlight this document, which is document retention tables for private files. So, methodological guide is a 2018 document

This basically corresponds to a book and is a guide that will guide the methods to be developed, to be tested, to be implemented, to update the documentation retention tables focused on private files. The invitation when you enter the repository is that we have for each register the option to view it online, as we see here, each document has its OCD, we can do the consultations properly from there.

or for offline work we have the option to download the contents. All the contents are totally free and basically we have the option to see a small summary, materials that are associated. This allows us to continue browsing through other resources that tell us about these same areas. And if we need more information, we can show you the complete record where we are going to see the entire metadata that I showed you.

We end with this book, which is called "Léxico de la gestión documental y multimedia de lengua de señas colombiana en el contexto de la formación del Senado 2021", which is a much more current document and we highlight it, just a moment, here I have it ready.

We highlight it because it is the most current book we have and as you can see, it also comes out a lot or takes up new topics for the whole topic of documentary management, such as the topic of inclusion in this case, where the inclusion of new signs is mainly highlighted for people who have hearing discusion or who suffer from hypacusia.

and that basically generates a whole vocabulary so that they can also enter this field of documental translation, archivistics, multimedia, and basically provides us with a structured dictionary, very visual, with relevant and current information for this topic. Ready.

Within the results of the institutional repository management, we highlight the number of copies that we have at the moment, which are 6,827 documents.

We also highlight the number of new publications that have been identified between the years 2019, 2020 and 2021, which are 219. This refers to current publications of the last years that we have identified.

We know that there are many more, but many times due to copyright issues and patents that are generated, research products, they are located in another repository, but at the moment, for free consultation, as Fabián mentioned, we have 219 identified.

Regarding the number of sessions, in 2022 we had 358,323, which compared to the same period last year, have increased by 20% and we hope to reach 40% more at the end of the year than we had in 2021.

From the outside, then, of the 6,937 digital objects that we currently have in the repository, we highlight that 3,880 are recovered from Google Scholar. Why is Google Scholar important? Because currently,

the repository ranking takes into account the visibility of the resources that we have available in Google Scholar. Here it should be noted that our repository is a repository with a historical focus, that is, not everything that we are going to recover in the repository is clearly textual, supporting the training, but we will also find audiovisual, sound material that will suddenly not be recovered in Google Scholar. That is why not all the content will be available there.

Even so, taking into account that only a little more than half of the resources we have available are there, we are currently positioned in position 29 among the 72 national repositories that we have identified and in position 1138 among the 4,672 repositories that exist worldwide.

We end by highlighting other activities that are supported from the repository, such as cataloging and publication, which is the generation of a catalog sheet with basic information specifically for books that are generated in the entity and that basically supports all the investigative processes, the score that is given to them from MinCiencias.

So basically this is the current panorama that we have in the repository. The invitation is for you to come in, to consult it, that we have multiple areas of knowledge in which you can enter, you can interact and because of the time we do not have to go deeper, but we invite you to consult it and that

and take into account this process of memory preservation. We are going to look at the magazine portal, I give way to Marta Luz, who is going to expose us to the magazine portal. Thank you Fabián, anyway, although the topic that calls us especially

is to present the repository. For us it is also important to show the importance of the magazine portal, since the subject of memory is a present that never ends.

And SENA, in addition to everything that has been produced since 1957, has been implementing what has been called the Innovation Research and Development System, or SENAOVA,

through which the entity executes the policy of contribution of the SENA to applied science and technology of the country.

In this sense, CENOVA has been supporting the different training centers in the publication of articles, not only of academic and scientific nature, but also of dissemination, so that the daily work that is carried out, also counting on the research seedlings, is not lost.

and as it is well known, it requires indexing magazines to have an impact at an international level in the world of science, and that is why we, as the Library System of the Training Management, proposed to support by implementing what we have here in front, which is the magazine portal to which it is accessed.

in a free way, that is, anyone can make the related consultation of the scientific-character articles that are there. To date, the SENA library system, the magazine portal specifically, has 40 magazines published throughout the country in the different areas of knowledge. We invite you to see them.

Today, given the nature of this congress, we have chosen two publications that have to do with the issue of document management, which we want to show you. One of them, which we found very interesting, is entitled "Processes of Document Management in State Entities of the Mineral Corridor",

which was published in 2018, where it shows that state companies or organizations of the mining corridor in the Department of the Cesar require strengthening their performance and competitiveness in different areas of their functional organic structure, especially in the processes of documental management.

We leave the open-mouthed so that you can consult this article from the magazine Investiga, which is from the Cesar Regional. Likewise, there is a publication that is of great importance for the CENAC entitled "Training Routes".

In one of them, we talk about the topic of SENA memory, which is dedicated to all aspects related to memory, where it emphasizes the characterization of groups for the development of a technological simulation tool that strengthens the training process in administrative management and documentation programs of the CEGAFE Center.

So this was, let's say, because of the short time we have, I think we are already over, that we also wanted to invite you to consult the institutional repository, to consult the articles published in the magazines, in the magazine portal, and also to emphasize on what training routes

especially to publish the good practices that Orsena has had in its more than 60 years of training for work, entrepreneurship and innovation in the country. Thank you very much for the invitation and I don't know if you have any questions. I saw one there. What is the difference... It's gone. What is the difference between

TRD of state entities in the private sector. Fabián, can you help us with that answer? Marta, Luz, can you repeat the question, please? Well, now comes another one, from Osman Rolando Ayala Prieto: Have you thought of taking the repository to the metaverse? Maybe later, for now,

The first thing we have to do is finish the whole part of the memory preservation project, focus on making the metadata visible as best as we can. We are currently looking to see if we can adhere to the Redcall metadata guidelines.

But I think it would involve new platforms, it would involve validating other computer systems, but for now we are only with DSpace, which is the system that allows the diffusion at that time of these contents. And later it would be interesting to see

if there are other ways to expose the knowledge that is generated, but for now we spread it through this platform.

Well, adding to what Fabián mentioned and to the question related to the metaverse, we have taken some first steps, not so much in the metaverse, but in something that is close to the metaverse, which is the virtual Eni museum, where many of our contents are already linked.

I don't know if later you can share the link to the eraser, let's say, of the virtual museum, which has a whole 3D exhibition of different rooms, of many scenes, not only documentaries, but also visual and audiovisual.

The question from Jesús Rene Olavo Ilazo is: "What is the difference between the tables of documentation of state entities and the private ones?" So, Fabi, I don't know if you have the answer there. No, at this moment it would be to invite you to consult the document, the document that we have specifically focused on the tables

of document retention that suddenly comes out, the subject is already a little more punctual, right? Yes, I agree, Fabián. If you want, I'm going to copy the link to the document that can guide you more punctually. There, I left the link.

We remember, I think there are no more questions, but we remember that access to both the repository and the portal of Revista Sena is totally free for anyone.

who wants to consult it. It is not an exclusive resource of the SENA community, but it is a totally free access resource. You can download, share the content that we have there. Thank you very much to all.

Thank you very much.

has executed dozens of projects as a CRM consultant and has trained hundreds of people in sales, customer service and CRM in Latin America. He has worked as a commercial manager in different companies in Colombia for 15 years

destacándose como especialista en venta consultiva de soluciones de negocios para empresas de diferentes sectores económicos. Desde 2019, pertenece al área de formación de la Cámara de Comercio de Cali en las especialidades de ventas y fidelización de clientes.

Professor of the Sales Module, the great result of the process of digital transformation in the Diploma of Digital Marketing of the Javeriana University of Bogota, Capital District. Since 2010, he has been a professor of the Center of Consulting and Continuous Education of the Javeriana University of Cali,

Hello, good morning, how are you?

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Ana Leyda, who is with us these two days, supporting the logistics of this event, and to you, students, professionals, businessmen, researchers, for me it is a pleasure to be here with you. It is a true privilege. I want to start by saying that I do not belong to the world of archivistics. I do not belong to the world of document management.

El enfoque que quiero plantear en mi ponencia es cómo ustedes, como archivistas, como expertos en gestión documental, deben vender al interior de las organizaciones, de las empresas, esa gestión documental. Y también quisiera hablarle al empresario, quisiera hablarle al gerente y al investigador para que tomemos muy en cuenta el

the process of the archive and the process of the document management and in this way be able to make it profitable what has to do with this management. I would appreciate your support with the slides to be able to start a proposal through questions that we are going to go little by little solving. And the first thing is to identify

if the company manager knows clearly what is the value of what is in your corporate file. That is a very important first reflection, taking into account that I have heard in this first presentation the word "memory", and also when I was preparing the presentation that I was talking to experts in document management, they told me

the information that comes from the documents in a file is an asset. The question for managers today is: is that file considered an asset within your organization? If we wanted to value what exists in that file, in that document management, how much value is there?

But also the question is for you, professionals, technologists and archival technicians. Please raise your hand, professionals, technologists, archival technicians. Raise your hand, please. It's not worth saying I'm studying. You're already a professional in the field because you already made the decision to do a career. I see many there very organized with their ties and that already leaves a profile and leaves...

a first impression of what the archive is. Question for you: Do you know what is the value of what you are guarding at the level of your archive? Can you understand the positive impact or not that information and documents that you manage can leave? So it is important

understand from the archivist's perspective that the archive, as it was conceived many years ago, was a forgotten place, a dark place where the documents were piled up. Today, imagine that there was a question where the archive was planted in the metaverse.

Those are the bigger words. Therefore, from my point of view, as a business advisor for 25 years, the first recommendation is that the archive and the document management be part of the organization's strategy. I am a specialist in sales and customer loyalty.

And for 15 years we have been a team of work looking for the way that the client is in the center of the organization. And today, when you look at the strategic map of many national or international organizations, the client is in the center of the organization. And that took a lot of work to understand that from the client's faithfulness we could increase sales.

The analogy I make with this process that has taken some years is the challenge that you, the future professionals, technologists, technicians in archivistics, and those who are managing the archives in companies today, the challenge is that

have a voice and vote in the strategic part of the organization, because that is the value that the archive should give today. We have the slides. The other important approach is to look at archivistics as something integral. Documental management, not only

let's say, has a responsibility towards a certain role or certain people. All areas of the organization can perfectly take advantage of documental management to achieve development and productivity in the role that each person plays. A lawyer, an engineer, a financier,

an expert in technology, all those roles within an organization have the way to take advantage of the information and the documents that are in the archive to be able to generate productivity and profitability for the company. So, what is the point? The point is that you, as archivists, can start looking

how to manage the information so that it can be of use to all areas of the organization, whether it is a government entity, a state entity, a company, that you can give use to that information to be able to provide it in the appropriate way to the people who require to get involved in it.

What do I mean by this, young people? You, as archivists, should not limit yourself only to receiving a document, to classifying it, to labeling it, and to archiving it. You should start to know more in depth where this document comes from,

What kind of management can be done with that document? You should become the historical memory of the organization, the historical memory of the entity. How good would it be, for example, I work in sales.

That I can come to a company as a business advisor and I can go to the archive and tell you, please do me a favor and support me by providing me with documentary information of the historical sales of the company, of the sales of the last 10 years, of the sales of the last 8 years, of the sales of the last 5 years. That information is absolutely valuable.

And when you have the ability to go further with the file, the company, the manager, the researcher, they will look you in the eye.

and that company, that manager, that researcher, will invite you to be part of their board, to be part of the decision-making at the business level, because you have something that is valuable. Do I make myself clear with that?

So, what I have come to propose today is how to elevate, what I have come to propose is how to dimension the file in a different way at a general level, at a specific level, and also how you can manage that file in a better way

that finally becomes information. When we started in the 21st century, 22 years ago, they told us phrases like: "Who has the information has the power." "Who has the information has the power." Today, information is 15 centimeters away from all of us.

All the information you want. In fact, you know that Elon Musk, who is one of the richest men in the world, he even proposes

that going to universities is important, doing a career is important, and he looks at it from the point of view of relationships and everything that one can do at a social level to develop as a professional. But he says that if it were only for information, the information would only be on the internet. So, today,

With the proximity that there is at the information level, you have to make a decision and that is to raise the information to a level that becomes knowledge. So, how do we make the information become knowledge? What is the ingredient that is required?

so that all the information that rests on the data, all the information that rests on the archive becomes knowledge. This is precisely where the archivist plays an important role.

That is where you must develop not only competencies in the specific area of the archive, but competencies at an integral level that allow you to know processes, that allow you to know the strengths of the organization, the strengths of the entity that you represent, so that you can

I can easily say this information is useful for the portfolio area of my company. This information is useful for the area of human talent of my company. In sales, which is my specialty, and I reiterate, I was invited

a esta ponencia porque no soy experto en gestión documental para que yo pudiera mostrarles a ustedes otra mirada. En ventas hoy decimos debes llevar al cliente a la tienda. En ventas hoy no se puede esperar que una persona voluntariamente llegue a un punto de venta a comprar. Debo llevarlo a la tienda. ¿Y cómo lo llevo a la tienda? A través de estrategias de marketing.

¿Estamos de acuerdo? ¿Qué pasa a nivel de la gestión documental? Ustedes deberían ir a las personas antes de que las personas lleguen al archivo a solicitar información. Porque ustedes la conocen. Está bajo su dominio. Ustedes la administran. Muy bien. Aquí hay un planteamiento que dice...

Documentary management in your company has a direct impact on all areas, and that's what I was talking about. You have to generate value at all levels of the areas. And the archivist must generate that synergy, that interoperability between all areas of the organization. Look, the role that you play, believe me, is fundamental. What I perceive

from the experience that I have had at the business level, is that very likely, very likely the archivist is not possessed by that role. Better said, maybe you don't believe it. Maybe you as archivists don't believe it, how important it is to manage the company.

And in the same way, the manager, the entrepreneur, the researcher, has not fully understood everything that the document management can offer and can give you. So now we are going to challenge you and I am going to challenge you at the end four elements that I find fundamental at the level of the role that you perform. Next slide, please.

Archivistics is transversal to the whole organization. Archivistics can articulate the different areas of a company. When we talk about business strategy, when we talk about corporate strategy, it requires that there is an articulator between all areas of the company. And you have the possibility

siempre y cuando tengan esa visión de apoyar esa articulación. Ustedes saben cuál es el inicio y cuál es el fin, por ejemplo, de un proceso legal en la compañía. Porque ustedes tienen todos los documentos. Ustedes tienen la potestad

to be able to support, for example, the legal area of a company in the event of a complaint, a lawsuit, a tutelage, a right to request. You know that very well. So it's good that you have this component clear. Just like the document, the information that rests in the file delivers more.

not only a calm or uncalm value, but also a monetizable value. Because the company, as I said, there are many companies that can share information. There are many companies that can sell information. A short example, I'm going to mention the company. Quite a few years ago, around 2000, I was in a project

where we needed to know the information of the clients of a large chain of pharmacies at a national level. We wanted to know, through information, how to be faithful to the clients. We began to collect information and when the time passed, we could already tell the patients, a patient who has a pathology,

that makes him periodically consume a drug. That is a perennial patient. It turns out that we already had so much information about those patients that we could call them 8 days, 5 days, or 3 days before the medicine was finished and tell them, Mrs. Rosa, I'm calling you from the pharmacy

to tell you that the medicine for your insulin, the insulin medicine is about to run out. You want us to send the medicine to your home? We did that 20 years ago through the information. And when we already had a lot of information, one day we communicated with families in Sela and we told them, we have the information

of women between 20 and 28 years old in the Cauca Valley who have children in stage 0 of the diaper. They are interested in that information and we were able to sell that information. If I understand correctly, obviously, saving the confidentiality and data protection.

But what I want to tell you is that the information that rests in your archive is information that can be monetized. Next, please. It is important that you as an archivist understand that they are not just documents. The information that you administer

It has a strategic component and also a technological component, in addition to a documental component. It is very important that you and the high management of the organizations understand that the information that rests in the archive can support making strategic decisions for the company.

I'm not referring to the laws, I'm not referring to the possible consequences that companies have for not having an adequately structured file. I'm not coming today with the message that

we are going to scare the manager because he will get a fine if he doesn't do it. No, what I want is for you to think strategically today that you can sell the file in another way at the managerial level. Let's move on to the next slide, please. There is a proposal and it has to do with the researcher, it has to do with the person who develops new knowledge,

and it is if the company manages timely information, you will see strategic information, that company, that company will be more competitive yes or yes. When you do a correct document management, that information is reliable.

28 years, don't do math, for 28 years I've been in the business world, don't do math. And what happens when I get to a board meeting or a sales meeting, and it happened to me exactly the week before, I got to a sales meeting as an guest, as an advisor,

the sales director was giving the sales report and it turns out that in the middle of the presentation, the manager says, but look, you are reporting the sales of the month and there you have two times repeated the same thing. And then she looks and says, yes, what a pity, I don't know what happened. And the person in the financial area responds, no, what happens is that there was an invoice that was canceled. That's where the meeting came from.

y esa información pierde toda validez. ¿Me hago entender? Ustedes tienen la potestad como administradores del archivo de la gestión documental de entregar información veraz y confiable, porque ustedes tienen los hechos y los datos. Denle valor, por favor, a esa información. Y desde el lado gerente, desde el lado también del archivista,

it is necessary for you to really sell and spread the documentary management. I am going to put a very simple example here. I remember that when I was a human management manager for a multinational company, I received from the archive, I received in the magazines that you normally read for subscription. The company bought them, and I received a message

the archivist's company. This is a challenge for both. Number one, please go ahead. Number one, let's review how we do it. Go ahead, please, with recommendation number one. How do we do to rationalize the expense? How do we do to rationalize the expense at the organization level?

You already know that digitizing documents saves costs, saves space. What do I understand? We already know that and that is a topic that is discounted. But how can we more rationalize the cost supported in document management? For example, if we have

A strategic documental management, we can do documental management so that audit processes in the company are transparent and efficient. That will be translated into what? In savings.

And that is very important for you as a manager. It is very important for you as an entrepreneur. What if when the quality certification comes or when the quality seal update process comes, at the level of management, we can say, "Here it is all ready. Here is all organized structure." That is to rationalize spending for the organization. Number two.

Cuantifique cuánto está dejando de ganar en dinero su empresa por no usar la información que está contenida en el repositorio documental. ¿Llega a un derecho de petición?

We got a complaint, we got a complaint, we hired a lawyer, we paid his hours, but everything could have been solved with that document that is in the archive that says that the company renounced all claim in that contract.

So the company invested a lot of money and resources for not using the information from the document repository. Go ahead, please. Number three. These are the four recommendations. First, identify how to rationalize the expense. Second, look at how to manage the company's information to be able to quantify

What savings can we make? Number three, value the economic income generated by the information produced by a successful document management process, keeping the data protection, keeping the consumer's right. Look at what information the company can sell. There is a lot of information that can be sold.

There is a lot of knowledge that can be patented and that is value for the organization. And finally, make a balance of the profitability obtained from the actions that document management performs.

invitation, very final, young people, of archive. That balance is an executive summary. That balance is a management report of the management that you do at the documental level. This is how the areas, the positions and the people within the company are sold through that series of reports. I leave you as a conclusion these four recommendations

Invite your businessmen, your managers, your boss, where the responsibility of the archive rests. Think about these four actions and you will surely have a strategic place within your organization. Thank you very much. Thank you very much, engineer. I have two questions for the engineer.

Thank you very much, Mr. Engineer. Your presentation is very important. The next speaker is Professor David Eduardo Ruiz de Lera from Mexico.

He is a professor of various subjects in the History Faculty of the Michoacan University of San Nicolás de Hidalgo. He also participates as a professor of the National School of Superior Studies of the Autonomous National University of Mexico, Unidad Morelia.

In his university studies, he has a degree in History from the Michoacan University of San Nicolás de Hidalgo and a Master's Degree in Documentation and Archive Management from the International University of Andalusia in Spain. He has a teaching experience of more than 25 years, among his different positions,

He was the director and secretary of the history faculty between 2008 and 2015. He was president of the state archive system in Michoacán. He was president of the Michoacan Archivist Network, Civil Association.

He is a member of the International Archive Council as well as the Latin American Archive Association, where he participates in the work groups of the Iberoamerican Archive Associations, the GTAA. He was a member of the Archive Description Rules Workgroup of the National Archive Council of the General Archive of the Nation of Mexico,

He is a member of the constructive council of the executive commission of the state anti-corruption system of Michoacán. He worked as a coordinator of the Michoacán judicial power until last August. He currently collaborates with the executive power of the Michoacán

in various projects, including the elaboration of the proposal for the State's File Law and Digitalization Projects of State and Parish File Funds.

Finally, they participate in consultancies, training courses, workshops and diplomas aimed at dependencies of the federal state government, municipalities, among others. Master David brings us with this documentary description the use of ISAT-G in digital environments.

With you, Master David, while the connectivity is annulled with Master David, the question for Engineer Ruppel will be answered. Very well. What advice do we give to the energy companies? What advice do we give to the different businessmen who are at the levels

decision-making in the organization. Let's start working, not as a team, let's start working collaboratively. In collaborative work, there is no hierarchy. In collaborative work, all roles have the same level of importance because all roles are relevant for decision-making.

make teams where we can take this role of hierarchies and start interacting more in one-on-one with the entire organization. That is my advice. Thank you very much, Ingeniero. How are you? Good morning everyone. It is a pleasure to greet you. Of course, I thank the organizers

for your invitation to participate in this fifth international congress. And well, I'm going to share my screen here. I want to start with the poster that was published for this fifth international congress: Archivist challenges in the technological environment. Well, it seems to me that archivists in general, speaking

as specialists, people who are dedicated in general to the issue of archives, because there are really a lot of challenges to overcome. If we add the technological environment to these challenges, well, it becomes even more complex to deal with.

And it is that these technological challenges lead us to a yes or yes, that is, we will necessarily have to get into the subject of technologies. The archivist of the following years will have to be working with media, perhaps

electronic documents, yes, but also with hybrid documents. I consider that, within the things that the pandemic brought, and that of the few things that it left good, it was this need to start digitizing services, especially the services that the State lends.

That is why, for example, at this moment I calculate that 80% of the procedures are still done in traditional format, approximately 80%, 20% is already done digitally, but in a few years, that is, we are not talking about in about 20 years, no, we are talking about about 5 years, perhaps,

many of these percentages will be invested, that is, 80% will be digital procedures in electronic environments and 20% will be kept in hybrid issues. That is, there are procedures that are necessarily required in paper support,

and at the same time in digital support. So we will have to be working like in those times of the colony, with multiple originals, but now with different supports, paper supports and digital supports. And well, speaking of challenges, precisely here I start with this photograph,

which sums up, to a great extent,

Well, the situation that is found in Latin American archives, especially, well, this is a photograph of an archive here in Mexico, and you can see that it has nothing to do with archives, it is a warehouse where, to top it all, they have added some gas cans, I don't know if I can point them out, at the bottom, and at the entrance of this warehouse,

of this deposit, there is a gas tank, right? Of course, the boxes are not normalized, they take it as

we would say like the fourth of the tiles, and of course, a file like that is not a file, you have to give it a value so that it can provide information, so that it can serve the institution that produced all these documents. Well, if you want to ask about this, the truth is that all that information, all those boxes were already taken out and

If they knew the new file, they wouldn't believe it, it's in very good condition. Very well, we move on to the next one. Well, the topic of this conference that you asked me to invite is the documentary description, the use of ISAT-G in digital environments. I'm not going to go into all the fields that have to do with ISAT-G,

because that would mean that it would be in several hours what we would have to see, nothing more for the ISAD-G standard. However, what I am going to present to you is a summary of the good practices through different institutions on the use of ISAD-G in digital environments. Of course, I am going to focus on historical files,

These historical files, as usual, apart from presenting the documental descriptions, also start from digital objects.

And there, almost all countries have based their regulations, their guidelines, their digitalization manuals, have referred to this document, which is the guidelines for digitalization projects, public domain collections and funds, in particular for those guarded in libraries and archives.

This document was published in 2002 by UNESCO and was elaborated by IFLA, the Federation of Library Officers and the International Archive Council.

Although it has been out of the light for a little over 20 years, the truth is that it remains in force and, except for some small details, some small modifications, almost everyone is attached to these guidelines at the level of Latin America.

What does this document have in general? Well, it says: content for digitization projects, reasons to digitize, evaluation criteria for digitization, digitization itself, formats, quality control, storage, security protocols, description, description management and digital objects.

plans for technological obsolescence, legal aspects for access and consultation, the budget, how much it will cost us, the trained operational staff and obviously the schedule of activities with their final results. I am going to return to the issue of security protocols, which I even put here in black,

Precisely because, I don't know about Colombia, but we suffered a few weeks ago, there was a hack in the National Defense Secretariat and, well, obviously the security protocols failed.

Of course, we are talking here that this digitalization project is focused on historical documents, that is, documents that are public at first glance, but in fact we must take into account the issue of security.

What do I see in general for digitalization and the management of documental descriptions? Well, I see four fundamental aspects. On the one hand, digitalization.

Secondly, storage, description as such, in general terms, which we will see in a moment. And finally, the management of those descriptions along with digital objects, that is, with documents in paper support that were transferred to digital format during the digitalization process. The truth is that, at the moment,

as difficult as it was before, the digitalization processes are much simpler and faster. Here I give you five examples

I start with the one on the left, which is a double-scan scanner, that is, it has two cameras at the top and that takes photographs for the PAR and NOR pages at once, so that it is digitized very quickly.

Another scanner that we use frequently is the one on the upper right, and it is a scanner for large-format documents. In fact, we put the digital camera on the base, I don't know if you can see the pointer,

and we raise the camera according to the size of the document. This scanner is quite good, but it is a bit complicated to handle due to the sizes that are handled,

different sizes of documents, and in fact they must be documents that are flat, they must be flat. There are other scanners that I have handled, such as the one up here. Well, this image is from a Chinese scanner, and the one I have handled, the one I have seen, really

It is quite good, it is the document and it makes the flattening by removing the curves, etc. This one here on the lower right side is for books.

It is flat bed, but as it scans to the edge, it can digitize documents that are encoded in a book very well. So it seems to be a good document. I haven't handled this one, to be honest. And finally, the high-speed, heavy-duty

that can digitize many documents per day. I was in an institution that had three scanners, but these digitized over 3,500

each one at a time. So the problem was not in the scanner, but in the speed at which the staff unsealed, scanned and re-sealed the files. That was the problem. And in the case of the scanner on the left, this double camera scanner

I will tell you a little about the document that you are seeing there, that you are digitizing. It is a book from 1594 that has around 300 pages, that is, approximately 600 pages.

And, well, the difficult thing, in quotes, is to adjust the lenses so that the digitalization is done in the best possible way.

And once all that adjustment is made, digitization is much faster. That book was digitized in about 40 minutes, so it's pretty fast. Let's say it's the easiest way to digitize old documents that are of historical interest,

and that are part of the documentary heritage of a country. In the case of high-speed or heavy-duty work scanners,

The problem is precisely that there is no procedure in which the paths that should follow when it comes to digitization are established. So, digitization is started, digitization and digitization, even OCR is done to documents, etc. And well, one of the problems that

that comes with it, is once I have digitized those documents, what am I going to do with them? The main problem is storage. Obviously, most of the information is stored in hard drives of the computer itself, where the digitization is being done, or it is stored in an external hard drive. My experience is that no matter the size of the hard drive,

whether it is 2 terabytes, 4 terabytes, 6 terabytes, will always fail at some point.

So we can't leave all the weight to a digital copy in the storage of a hard disk. Maybe it would be better to have all that information on our website, on our institutional server, but there are institutions that do not have or do not have these

these spaces, these sites or institutional computer centers. So we have to take care of the documentary repositories and not precisely the old documentary repositories, but we refer to the repositories in the cloud, which I think is currently the simplest way

have digital copies of our work, of what we are digitizing, if it is about documents that have a purpose such as being put on a database for your consultation, for your use on the web platforms.

In addition, the use of this type of service is becoming cheaper and cheaper. There are a huge number of companies that allow uploading and storing information with great security. And that guarantees that the digitalized documents are always accessible.

Obviously, the most important part of digitalization itself has to do with description. I put it like this in general terms because here at least in these processes of recovering digitalized documents, three types of

of description standards. The first is the ISDIAT standard, which describes archivist institutions, that is, the institution that preserves the archive funds. On the other hand, there is the ISAR-CPF standard, which you should also know, which is that standard that serves to describe the document production institution,

and, evidently, the ISAT-G standard, which is the International General Standard for Archival Description, and which is a multilevel documental description standard. This standard will be found in practically all applications that have to do with documental descriptions, and precisely what I am going to share with you is the work

of these documental descriptions through a web application called Atom. Atom was born as ICA Atom, that is, ICA for International Archives Council and Atom for Access to Memory.

It says here on its main page that it is an open-source web application based on archival description standards, multilingual and capable of managing multiple repositories. Here, when they say "manage multiple repositories", it seems to me that they were short, because in reality it can manage multiple archival institutions.

multiple document production institutions and multiple archive funds. So, depending also on the server, where it is located, it will obviously have the capacity or not to handle a large number of archival institutions or archive funds. How does this work in Atom?

It is based on an open code, it can be modified, it can be transferred, it can be shared, you do not have to pay any license, but it is necessary to hire the services, and we are going to do it within an intranet, well, we will have to install it in a

in a computer inside our institution, or if we are going to offer it to the internet, we will have to have a server powerful enough for enough people to access simultaneously for their consultation. It works through a Linux server, in this case

They recommend using Ubuntu, the Ubuntu version, but it can actually work with any Linux server and that should be placed on a server, while the links to the digital objects and the digital objects must be in another server, in a digital document repository.

with all the safety features to prevent access from being not allowed. So I'm going to show you

Well, what are we looking for with all this? We are looking for them to give value to archival work. Through what? Through normalized descriptions, that is, using international and national standards, that allow access to the digital object, that is, to the document that was originally in paper support and that can now be accessed in a

through digital media, through the internet. The recovery and access of the digitalized document is one of the objectives of these archival procedures. And this was very clear to us when the pandemic came. We, as historians, really

all this time we found ourselves with the historical files closed, because we could not work, because simply the institutions had not digitized their information, or if they had digitized it, they had not put it on the internet, so they could not access it either.

So, fortunately, not all countries were in this situation. Some did have their digitalized funds, as is the case in Colombia, through the General Fiscal Code of the nation. And also what I have seen, that from

of the pandemic, many institutions began to go up and open up to the use of the internet as a way of allowing access to this information.

What does ATOM do? It allows the dissemination of the documentary heritage of the nation. You can use it through the different standards. Obviously, the first standard is the ISAD-G, but you can also use it through Dublin Court, through MODS, the United States Congress Library. I have used it to manage images, photographs.

Here I put some successful cases, such as the Historic Archive of the Republic of Paraguay, the Historic Archive of UNAM. It not only handles photographs, documents, but it can also handle sound documents.

Here you can also see an example of it. Obviously I can't put it. And well, to finish, a few weeks ago, when the

the Congress of Rome, the International Archive Council, presented a new norm, which is this one, which is "Recording Context". This norm, we are going to wait for the final version to come out, will be presented at the end of this year and will replace the ISDiAD and will replace the ISAR-CPF. Well, I think I've come to my time.

Thank you very much. Here is my email, in case you like to write to me. And I don't know if there is any question. Sorry, I don't have audio. Well, I don't know if you can hear me. You would have to verify the technical sheets of the equipment. For this, you obviously need

work in a coordinated way with IT, with the information technologies area, so that they support them in that sense. The truth is that this can work in intranets with very basic equipment, but obviously, the better the equipment, the more capacity they will have, both in storage and in consultation.

Yes, I understand that there are more platforms, although they are not open source, they are paid, they are licensed. So this is the great advantage that ATOM has, that having been developed at first with the International Archive Council, it is a free platform and that can be implemented in any

In fact, in the examples that I put, in which I went very quickly, the General Archive of the Nation of Argentina has it, the one from Paraguay also uses it, the UNAM, the historical archive of the UNAM also has it, is managing it, and well, there are a large number of institutions that manage this platform of ATO, and with great success, also. Long-term digital preservation mechanisms, which is the most recommended currently?

Well, to begin with, there are a lot of rules related to digital preservation. At least there are about 50 rules related. If you like, I'll pass you a bibliography about it. Thank you, Pablo García. Likewise, thank you.

with the United Nations Organization for Agriculture and Food, FAO, has allowed us to strengthen the technical and methodological components of our training offer focused on rural development.

They trained us as extension workers to be able to provide that support to the peasant associations and to the peasant producers. Thanks to SENA, at this moment in our association we have 19 technicians in the production of special coffees. Another benefit that has been received has been training in the cultivation and breeding of animals.

It allows me to continue in my territory, not to abandon what they have taught me or what we have and to bring out that added value. Reaching the most remote spaces and where the country is built from a recognition of its own abilities and the culture that is constantly found in rural areas. This is the beginning of a process that we are going to see

It's about calling crowds, it's about calling millions of people across the national territory. This day we participated with more than 100 apprentices in logistics and in the entire organization of this event. With these dialogues we have a commitment from the national government to act and to improve the living conditions of the communities, not only in the Cauca Valley, but in our entire country. What we are doing here is...

to allow the entire population not only to mobilize, but to be able to build spaces throughout Colombia and marking that terrible word.

We had a wonderful day of young people's employment, providing opportunities for young people between 18 and 28 years old. The companies were very happy with the great reception that this was. A wonderful opportunity that the CENA provides to the companies to be able to...

We are working with the tourism of the community trail Venado Verde. We have 8 families, more or less 18 people. We are working on this entrepreneurship.

For us it is very important because we give work to the mothers of the household, to the young people who are here in our vereda, we also use them to do what is craftsmanship, try to rescue reusable material. When the territory can offer the community the different necessary economies, the community remains here and the SENA Emprende Rural program contributes to that economic development and especially in Buenaventura.

I am a professional in the area of archive and documental management. As a professional coordinator and advisor in processes of elaboration and implementation of archival instruments.

Currently, he is the coordinator of the Archival Technical Assistance Group, in charge of the specialized advisory to public and private entities in the development and implementation of the document policy and management at the national level.

Dr. Sergio Alfonso brings us the only report form and progress report of the Jurac Valley of Cauca. We welcome Dr. Sergio Alfonso. Good morning everyone, can you hear me? Good morning, good afternoon, can you hear me?

Ok, well, thank you for the presentation, however, we have a novelty in terms of the title of the presentation, since it was recently modified, so I'm going to proceed to the presentation, rather to the projection of the presentation. Allow me for a moment

I arrange it and you also please confirm me when it is already visible. It is already loading. I think it is already projected. Please confirm me. Ready. Well, then, now I do take the opportunity to make the special greeting, of course, by the General Archive of the Nation, which is completed.

this congress in which various positions and trends are raised around, let's say, access to information. In this sense, we wanted to turn the presentation that we had planned a little, the topic,

in terms of being able to be a little more in tune with the theme, in this case with the Congress, and to be able to present a topic that for the National General Archive as a rector,

is an important element for public entities, that is, all the subject matter that is currently linked to the Law 594 of the year 2000. As for the explosion, of course it is not new, we have been using technology for a long time, sometimes making it more visible every day, but technology has always been present there.

what corresponds in this sense is to be able to understand and give a slightly clearer and more grounded vision of what technology is, particularly in the context of archives in our Colombian model. You have had the opportunity to observe some trends and some systems, even some standards that are being managed internationally,

but it is necessary in this sense to review what is our particular context, what is for the case of

of the public sector, what the General Archive of the Nation has been adopting, how it has been, let's say, reviewing this situation at the international level so that our entities and ultimately the Colombian state are also in accordance with these trends. So this presentation obeys the theme of understanding how technology

is a means, but it is not an end. Of course, it does not seek to present technology as something negative. Of course, we are in the framework of the benefits it provides, but it is important to understand what is the role that technology has in terms of documental management, in terms of information management, and in this sense, this is what we are going to review.

So, what do we have in the first instance from the legal provisions for our Colombian context?

and it is within the framework of law 594, of course we are not going to do a review of this law because it is already quite well known, you already see it has 22 years of existence. What we are interested in extracting from this law is particularly what at that time was already referred to as

to the implementation or to the incorporation of technology in favor of the archives, particularly what we understand today as the benefit of access to information.

Of this law that we can highlight, it is already foreseen the incorporation of technologies, that is, the law admits and we will review later what are those provisions that are already beginning to develop precisely this technological issue and that of course, recently, from the pandemic situations, it gains much more value.

The law that makes it possible for us to use those technological means for the benefit of the archives. There are a number of requirements for the management of the documentary to work at a general level.

and for this reason the electronic context is not alien. It is a bit what we are going to develop later and it has to do precisely with the fact that the document management is the same, it does not change. Document management continues to be, let's say, transversal to the physical medium as to the electronic medium. This is an element that we are already starting to highlight in this space,

that we understand that document management is not a different universe in terms of its electronic environment, but it is still the same principles, that's why I wanted to

deliberately leave this text of the requirements, apply the same archival principles, apply the concept of organization that we know today, and at the same time, some needs and additional requirements are already incorporated,

that have to do with authenticity, that have to do with veracity, that have to do with a series of attributes, of characteristics of electronic documents so that they are understood as such. So, of course, for time reasons, I'm going to try to speed up so that I can

to resolve the concerns at the end. The law 527, we are a little located at this moment, towards the end of the 90s, beginning of the 2000s, when these provisions are already given and this law 527 precisely addresses the issue of authenticity, an element that for many entities that have initiated their implementation process

of the systems of electronic document management, of archive, of everything that has to do with electronic platforms, now with electronic headquarters, that is, with what obeys the scenario of electronic document management, omitting the characteristics that this information must fulfill, including this issue of authenticity. This factor is substantial when it comes to being able

understand that we have a safe migration or a responsible migration from the physical medium to an electronic medium. That is, those entities that sometimes we hear say we no longer produce physical information.

We are already involved in technology, but really, those worries arise, those voids that we cannot leave there because we can incur rather inconveniences. Instead of having a benefit, we have a risk, a risk materializes.

when it comes to giving an answer to a control entity, giving an answer to a citizen, to our interest groups, if we do not have clarity regarding that connotation that we must ensure. So this law 527

We need to highlight the authenticity elements, authenticity mechanisms understood as digital signature, electronic signature, what can also be done with chronological prints, which ultimately provide us with that guarantee when signing a document in an electronic environment and that requires

...to understand that our document, our series or sub-series... ...is already in that electronic environment. I believe that this has a... ...regular connotation to the whole culture sector.

Some decrees that you may already know, the Decree 2578, the Decree 029, the Decree 2609, etc. All these decrees are compiled in this decree and what we are interested in extracting in terms of this space. What corresponds to Chapter 7, I think the text was a bit run here, Chapter 7, which has to do with the management of electronic file documents.

this concept that sometimes transgresses, which we will review later, of how to make that distinction between an electronic document and an electronic file document. From here we can highlight what has to do with the characteristics that these electronic documents have to fulfill, which we will see later, and specifically some other aspects that must be developed

in the entities and has to do with metadata. The metadata scheme, surely you have been able to have some approach or at least listen to this issue of metadata and that ultimately allows in the future to guarantee these processes of access to information, what we saw in the previous space, all that information that is historical,

to access online, but the way to achieve it is precisely through that culture of metadata, culture that is strengthened in active stages, not already when the document was produced, but

when we are already managing, we are developing our functions, our competencies, it is at that moment when it is required to incorporate metadata. So, this decree at the regulatory level, of course, also places us in that the entities must already work in this sense.

Other similar dispositions include the 2012 Externa 02 circular, which we are interested in rescuing, because it has to do with the need for the acquisition of technological tools, that is, public entities are starting to locate themselves in the purchase of hardware and software

in the direction of that document management. And this circular what it does is then guide precisely what those recommendations are. We know that it is a circular, because today it is already 10 years old, but that at the moment and that it is currently in force, of course, it must be complemented and contrasted with some publications that the General Archive of the Nation already has available on its website.

And then for this moment, this pair of circulars, also reviewing this circular 05 of 2012, begins to describe what are those minimum requirements, those minimum conditions that we can

make that investment or purchase of all this type of software hardware tools, guaranteeing or assuring a series of previous elements, such as what has to do with our archival instruments, with what has to do with the culture of the organization, with the culture of document management, which is a bit what we are going to summarize.

This first part then obeys to be able to review what we have in our Colombian context. Of course, here there are quite a few rules that we could review, that address the issue of technology, we could even incorporate the decrees and other provisions that occurred during the pandemic and that obey precisely to that new reality

in which public entities begin to develop and produce documentation, necessarily in an electronic environment. Some entities are more prepared than others, but ultimately with the vision that it is a reality that we must begin to materialize in terms of that implementation of technology.

On the other hand, in addition to this normative issue, I also wanted to present to you what are these emerging technologies that are currently being managed and that come not only from the provisions of the General Archive of the Nation, but also

of the Ministry of Technologies and let's say that some other leaders of politics in what is now known as the government, the electronic government, everything that has to do with the state, focused on accessibility, technology, let's say access through the internet.

So, some elements that are not new, for example, the big data, you already know or have heard about the big data, which today, you have already seen it now, as it is compiled in a compass, but that

at an international level, requires that the entities not only start processing the information in its active stage and arrange it in its inactive stage, but also generate an analysis, a processing that makes it exist, let's say, a use and a benefit of the information. So, this big data issue, we know that

has to do with that use, with that analysis of the existing information, of those data that can be used

for decision-making purposes, etc., for our Colombian context, it still has a wide field of action for people who are training in these issues of documental management, in the incorporation of technologies, it is an opportunity.

because it is what is needed today. We know that information exists, we know that we need it for access to information, we need it as a guarantee of rights, but really little is done with the information, with the data that is there, and that we can process it to the benefit of our entities.

Other elements that already have to do with connectivity are associated with networks, networks that we are talking about 4G, we are even talking about 5G, in fact, our country has a certain delay in this topic of networks because at the international level, 6G networks are already being thought about and in many places these 5G networks are already implemented. For now, our networks

are 4G, our possibility of connection, and that is an element that I deliberately brought to this presentation to be considered when making these decisions regarding migration in technological environments.

when the panorama of our country has to necessarily contrast what is the state of our connectivity, what is the state even of public services, for example, the essential light to be able to provide this scenario and that we undoubtedly have to review it.

Blockchain is another of the elements that is also linked to what is custody, what is ensuring access to information and, above all, reliability in terms of information security. What we have to develop many times, parallel to an implementation of technology or electronic document management, is that

we see that they are implicitly incorporated into a series of responsibilities and demands that we must ensure, such as digital preservation, among others, which is to have information in an electronic medium that needs strategies that allow that access and use, that management in the medium and long term.

Other elements that already have to do with artificial intelligence and other more avant-garde, as quantum computing can be, what they do in the context of our document management is that they provide uses, they provide benefits, they provide a way in which archivists

...have to perform and develop other competencies. We have to have a much broader spectrum of what is the documentary management and archivistics as we know it, classical archivistics.

where we are still talking about documentation retention tables, where we are still talking about accumulated funds, that is, a scenario that does not yet allow us to make that transfer to information and management in electronic media.

Let's say that the challenges that we began to review, not only for the General Archive as a rector of politics, but also the associations, the professionals themselves, the same academy, even linking of course also to the SENA, is to be able to generate those competencies.

and above all, the archivists' sensitivity to these issues that today are seen, in some cases, as escepticism, when in reality, in many parts of our national territory, we still have power cuts, we still have schedules to have access to the internet,

let's say that we sometimes see a little distance, an important gap when incorporating these emerging technologies, but

The other look on the face is that they are already there, they already exist, they are already a necessity, they are there and many entities, as well as they see it as distant from others, see it as a necessity. They are already working on these aspects and of course it is up to them to be able to present them.

What other important elements do we have? The COMPES, well, that I mentioned, where the Big Data issue is condensed, where a whole series of government-level strategies are condensed, and in this case, what has to do with the digital government, what you see, TIC for the State and TIC for society, is one of those other challenges that we need to address from the document management.

I'm going to go a little faster because I think we're a little short on time. I also understand that the agenda is a little rushed to focus or point out this issue of document management. We started by talking about the fact that document management is transversal, it is unique. We do not have a document management for the physical or a document management for the electronic, but we address a series of principles that are transversal, even concepts that are transversal.

For example, what obeys the same concept of document management, which is a set of activities that propose and formulate a series of guidelines for entities. This obviously remains transversal, it does not make a distinction between a physical medium and an electronic medium. The concept itself remains the one we know over time.

And other aspects, such as the eight processes of documental management, which we know through the documental management program, obviously must begin to contemplate that electronic medium. The writing of these eight processes, of course, must be applicable to all these supports, and even not only to the electronic physical medium, but also to those special supports that can be analogous or digital.

Another element that I would like to highlight in this space has to do with the organization process. I think that without rushing with passing slides, we start to, or what the message that I want to bring to you, or I want to convey through this space is that

what we understand as document management, what we understand as the processes of document management, what we understand as the organization process,

let's say, is present there and has not changed over time. There are some additional concepts that, of course, from the technological scenario, we already have them there, but technology has not implied that this changes. Particularly, the organization process remains the same. We talk about classification, order and description, as those activities or those stages

implicit in this process and basically this process what it does at a technological level or in a technological environment, because it has to do with the classification in technological environments, in tools, in servers,

The order, especially this message, what we want to provide to all of you is that the order in an electronic environment and even in a hybrid environment where we have physical and electronic, makes us think about how to conform the files, in how those traditional matters in our entities, such as contracts,

the work stories, what it has to do with the mission management of our entities, how it is conformed in these electronic media, what mechanisms are the ones we have to implement and we really seek to go very far when the theory and the same regulations that the General Archive already specifies.

we have a conformation of files, we have an archival link that must be guaranteed, we have to guarantee at the level of sequence what the physical medium can do, process of foliation, process of description, which is the next stage, where we have our documentaries in a traditional way, but that today we need to talk about electronic indexes,

electronic and ultimately be able to make that link guarantee that archival link that is a bit of the element

that we want to leave as a message in this space, which is a bit short, but in short, what we want to look for is for you to understand that the document management and the existing references, at this moment through the General Archive, are in force for these issues of technology.

Another invitation I want to make after this space so that we do not have loose ideas is that you can enter our website and you can additionally consult our document management and file management model, which is a model that condenses all the regulatory provisions, all our publications,

everything we understand as products and archival instruments in this technological implementation. And there is a technological component dedicated exclusively to address all those products that must materialize when implementing that electronic document management, when we need to have these issues of authenticity, of document characteristics,

documents, where we need information in an electronic medium to enjoy that authenticity. So it is that invitation in which you can review more information. Unfortunately, they tell me that time is up. Well, there were a couple of things that we still had to talk about, but I think we can solve them through the question space. One, two, three. One, one.

Thank you very much, Dr. Giorgoso. We have a space for two questions from the audience, because we are short on time. Your presentation is very interesting. Again, thank you very much. Silence the microphone. The scientific entities here in Colombia. It's one of the questions, doctor.

Yes, I was telling you, currently, from the promulgation of the 527 of the 99, there are some exclusive sections for what these certifying entities must comply with, and today we have around 4 or 5 certifying entities for what has to do with digital signatures,

and electronic signatures, including Certi Camera, SGS, there are some entities that provide this, but of course, from the General Archive of the Nation we cannot make recommendations or make any special notice to any brand or any certifier for issues of technological neutrality.

the invitation is that they can review these certificate entities and above all, review the requirements that these must meet. The second is the blockchain, it breaks what would be a documental management,

Blockchain, when we talk about blockchain we talk basically about a chain of custody, this is a bit what it means, its translation and this chain of custody what it seeks in the context of the documentary management or what for our Colombian environment, because it does not attend directly, it has no implication in terms of being able to

to prevent entities from having, through their files and through what we understand as our model of series, of documentary subseries,

to be able to have integrity when it comes to complying with our files and what, from the strategies that can be implemented in this sense, is to be able to guarantee access, guarantee use, guarantee some elements that I wanted to discuss in the presentation that have to do with a series of attributes

for the issue of authenticity, reliability, non-repudiation and these blockchain strategies within the framework of security and information, what they are looking for is that. First, to have a unit

that integrity of the files is what is not sought to atomize and that, on the contrary, strategies are set that can provide that access and, above all, those profiles and that, so to speak, that safe access to information. So it is not something that goes against the document management as we know it.

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We also want to recommend that you do not leave any personal belongings or suitcases, because the people in charge of the care here do not respond for forgotten objects. Thank you very much for your participation.

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of the work competencies, assurance of training and also the qualification of the human resource. We are waiting for you. Do not hesitate to come to the Documentation Management Sectorial Table.

and we continue with the event on the afternoon from 1:45 p.m. Don't forget to register your attendance in the link located in the virtual chat of the event and the attendees who are in the auditorium in the

is important to obtain the participation certificate. Good afternoon.