Electronic records management policies in the spanish autonomous communities: analysis from a comparative perspective

Abstract

Analysis of the existing electronic records management policies in the Spanish Autonomous Communities. By applying a descriptive methodology, based on the use of content analysis and comparative analysis techniques, the electronic records management policies (ERMP) of 14 Spanish Autonomous Communities were studied. The analysis focused on four aspects: 1) technical data of the ERMPs; 2) data related to the structure of the ERMP, according to the policy model developed by the Ministry of Finance and Public Administrations; 3) document management processes included in the ERMPs; and 4) existence of complementary technical documents (such as classification tables, metadata schemes and similar instruments). From the legal point of view, it is noted that the majority of the EDMPs have been approved by means of agreements or decrees of the highest regional institutions, although the responsibility for their elaboration lies with different types of bodies. In terms of structure, most follow the model of the Ministry of Finance, although some ERMPs, such as those of the Canary Islands, Cantabria, Catalonia and the Basque Country, differ to a greater extent. In terms of processes, most of them include the processes of the model (capture, registration, classification, description, access, classification, preservation, transfer and destruction or disposal); however, the ERMPs of Asturias, Cantabria, Castilla-La Mancha, Valencia, Extremadura, Navarre and the Basque Country also include other document management processes. The results obtained lead to the conclusion that there is a high level of institutional support for this type of policy, which, in general terms, is very similar in terms of structure and processes to the model of the Ministry of Finance, although it is true that some Autonomous Communities also have specific technical instruments.