A rastreabilidade de documentos ganhou um grande impulso a partir do desenvolvimento da Tecnologia da Informação e das ferramentas que foram desenvolvidas, possibilitando mudanças significativas na gestão pública e privada.
Não faz muito tempo e, ainda hoje, algumas organizações continuam adotando sistemas de arquivamento físico, onde milhares de documentos são colocados em pastas, organizadas e guardadas em arquivos que, por sua vez, ocupam salas voltadas especialmente para esse fim.
A digitalização desse material possibilita que eles possam ser guardados em banco de dados e acessados a partir de qualquer equipamento que esteja conectado com a internet, desde que devidamente autorizado.
Isso significa obter acesso à informação a partir de qualquer lugar do mundo sem a necessidade de impressões e, o que é melhor, a busca e localização ocorre em poucos segundos.
Neste post, apresentaremos de que maneira a rastreabilidade de documentos colabora com a gestão pública. Continue lendo e conheça detalhes a esse respeito!
Como funciona a rastreabilidade de documentos?
A rastreabilidade dos documentos ocorre quando existe um formato organizado que possibilita encontrar alguma informação específica em meio a muitos outros dados armazenados. Como por exemplo:
- cadastro de determinado contribuinte,
- processo que originou alguma legislação,
- histórico de presença em alguma solenidade,
- registro de pagamentos realizados em algum período, etc.
Esse processo pode ser manual como vimos anteriormente. No entanto, as chances da perda dos materiais é bastante grande, além de ser demorada a localização.
Além disso, arquivos físicos ocupam muito espaço, onde os papéis estão sujeitos a deterioração ou não localizados em função do extravio e/ou arquivamento incorreto.
Essa situação deixa de existir quando esses materiais são digitalizados, ou seja, transformados em documentos eletrônicos que podem ser localizados a partir de qualquer palavra-chave que sirva como meio de busca.
Nesse caso, a busca e o acesso ocorrem em segundos, desde que existam ferramentas (softwares específicos) que possibilitem essa ação.
Portanto, todo documento pode ser digitalizado e ficar a disposição para futuro rastreamento, bastando apenas que seja armazenado em um banco de dados.
A relação entre rastreabilidade e transparência
A rastreabilidade é um processo que contribui de maneira efetiva na democratização do acesso aos dados públicos, um direito fundamental da população.
De acordo com a Lei nº 12.527/2011, o acesso à informação amplia a transparência das atividades de cada um dos poderes dos Estados, em todos os níveis.
A partir da disponibilidade de ferramentas digitais, qualquer pessoa pode acessar os dados envolvendo as ações realizadas pela administração pública, exceção para aquelas consideradas confidenciais e previstas em lei.
Descubra como a rastreabilidade de documentos beneficia a gestão pública
Além de obrigatória, a disponibilidade das informações através da rastreabilidade facilita para que qualquer dado seja localizado pelo cidadão.
Essa ferramenta e a tecnologia envolvida no processo aumenta consideravelmente a segurança dos dados, além de ser a melhor opção para a preservação dos materiais, inclusive para documentos históricos.
Por fim, muito além de atender ao cidadão, o acesso às informações possibilita que os gestores e servidores públicos possam tomar decisões baseado em dados reais, podendo consultá-los para que a assertividade das ações ocorram de forma rápida e precisa.
Agora que você sabe mais sobre esse assunto e sua importância, conheça a tecnologia de rastreabilidade da NuvGov e confira o que é possível fazer para que se tenha sucesso nessa operação!
(Imagens: divulgação)
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