Want to learn to sort and manage a document for example, current, intermediate and permanent file? Whether paper or digital, proper documentation can provide insight into the status of a process or project, and the actions that have taken place. It is known, for example, if the material is still being processed or has been published, if there may be new comments, or if it can no longer be changed.
Until reaching its final destination, each piece of data must go through a course, which may include different stages according to the type, format and purpose of the material. After all, each company processes a file according to its structure organizational and underlying business processes, thus defining its own unique cycle.
We present below the concept of the document life cycle and the definition of current, intermediate and permanent files to help you improve the efficiency of your business's information processing. Check out!
What is the lifecycle of a document?
Building a business involves accessing and using adequate information, an essential element in any sphere, public or private.
In this sense, the life cycle of the document covers the various stages of processing a company's documentation – from when the information is generated, to the processing that will lead to archiving or definitive deletion, all in compliance with the law.
Also known as the three ages theory, this archiving comprises the successive phases through which information passes within an organization. That is, from its production to its final destination.
In addition, the theory of three ages seeks to explain additional details of the cycle, interpreting and proposing practical applications. In short, the life cycle of the archives accumulated by an institution is divided into the following ages: current, intermediate and permanent.
Current, intermediate and permanent files: what are they?
Na document management, current files, with high access demand, are essential for daily operations, requiring high accessibility and security. Its efficient management minimizes the use of physical space and optimizes processes, especially in its electronic form.
Therefore, adopting appropriate practices at each age, including the use of technologies such as electronic signatures, is essential for document management that combines efficiency, security and preservation in both digital and physical spaces.
First age: current file
The current archive consists of documents that are still being processed or continue to be used in the management (primary value), are necessary for day-to-day work due to their validity and potential use for administrative, legal and fiscal purposes.
Second age: intermediate file
Intermediate files, on the other hand, were transferred from the first (current) age and, therefore, will no longer be consulted, used or even processed with the same frequency, but must be kept as a result of their legal, probative and financial values.
Therefore, these documents (primary value) will be transferred from the administrative area to an intermediate filing deposit, where they will be properly preserved until their final destination: disposal or collection for permanent storage.
Seniors: permanent archive
Finally, the permanent archive comprises the set of documents that have already fulfilled the purposes of their creation, whose statutes of limitations have expired, but now have a historical and/or cultural value and will never be eliminated.
They are now considered a source of research and information for third parties and for the company itself. management, so it is very important to store them properly and securely so that the information is not lost and can be found quickly.
Each cycle of current, intermediate and permanent file comprises different routines and procedures for handling and preserving documents and, consequently, an appropriate organization. The three ages are complementary. Learn more about each cycle below.
Characteristics of current files
According to Art. 8 § 1 of Law No. 8.159, of January 8, 1991 (National Policy on Public and Private Archives), “current documents are those in progress or that, even without movement, constitute the object of frequent consultations”.
Of administrative value, the first age comprises the file that is still in continuous use. Important for the company's ongoing activities, they are located close to their direct users, due to the great possibility of daily use.
Be electronic documents or on paper, keep them organized and classified in their respective folders or personal/shared directories. This will facilitate identification for use and later transfer to the intermediate file.
Personal directories are used to archive: working documents prepared by individuals such as drafts, preliminary drafts of memos, speeches, reports, contracts, etc. Write down tips for keeping them organized:
- delete the provisional and outdated versions of your files once the final version is finalized;
- transfer the final version to a corresponding public folder;
- do regular checks on the files stored on your drive;
- establish a retention and disposal schedule for each collaborative workspace that hosts documents with an administrative usefulness period;
- designate a person responsible for filing them in public folders while awaiting their transfer to the second age.
Understanding intermediate files
As the article of the law mentioned above points out, “intermediate documents are those that, not being in current use by the producing bodies, for reasons of administrative interest, await their elimination or collection for permanent storage”.
It is concluded, therefore, that the intermediate files are preserved by the authorship departments according to the deadline established by CONARQ (National Council of Archives), a collegiate body, linked to the National Archive of the Ministry of Justice and Public Security, whose purpose is to purpose to define the national archives policy.
The needs of each department and the legal statute of limitations are taken into account. They are consulted on the basis of their legal, financial or administrative importance and are often related to a completed activity or project.
The remittance of current documents to the intermediary archive, where they will await compliance with the deadlines and final destination, is called transfer. The remittance of documents to the permanent archive is called collection.
⚠️ Also check out these related articles 👇
➡️ Find out what the goals of document management are
➡️ Need ready-made phrases for customer service? Check out 65 examples!
➡️ Learn about the top customer service mistakes you should avoid
When does a file reach the perma cycle?
The law also considers “permanent sets of documents of historical, probative and informative value that must be definitively preserved”. Furthermore, Art. 10th determines that “documents of permanent value are inalienable and imprescriptible”.
When permanently archived, this document usually takes on historical value. The cycle between the second (intermediate) and third (permanent) age is the last possibility for deleting a file.
Upon reaching the permanent cycle, the document will no longer be used, but must be kept on file and its value becomes secondary. Generally, this data is used for querying to know how everything has evolved. It is information that is no longer of administrative use, but cannot be deleted.
Some examples are loan contracts, debt and special asset repayment schedules, reports to management, organizational charts, summaries of principles accounting used by the organization, copies of relevant government legislation, regulations, guidelines and other rules affecting operations, copies of long-term contracts/leases, among others.
Physical and digital documents
Digitization has increasingly simplified and reduced bureaucracy the internal archiving of large to Small business. As much as there is a physical (paper) document lifecycle, digital and a mixed form of these two possibilities, the individual phases hardly differ from each other.
In the paper lifecycle, many processing steps occur manually or are passed from one person to another. The data is printed, scanned or filed at the workstation of another responsible person, stored in folders and shredding takes place on the appropriate machine.
If changes are made to the document, many of the steps will have to be repeated, which can greatly delay the process.
On the other hand, these steps can be automated with the life cycle of the digital documents, which increases the transparency and agility of each step. Regardless of being printed, digital or hybrid, the current, intermediate and permanent file model must be adopted for the organization of the business, which must also have a good notebook to save them.
Consequences of poor document management
As you can see in the course of this text, correctly classifying your documents is not a seven-headed bug.
Even so, there are precautions that must be taken, such as the fact that archival documents need to be accompanied by a descriptive listing that allows their identification, control and full access, both during transfer and collection.
Try to make your day to day easier company, accelerate processes and optimize performance at every step.
At the same time, every enterprise must have a strong commitment to high professional standards in the collection and documentation of evidence to support the business success, but also the audit work, after all, the accuracy and reliability of accounting information is extremely important for decision making.
To ensure you maintain high quality documentation – which will also benefit tax collection processes, income tax and more – it is important to understand the three-age theory and apply it efficiently to avoid document loss, disorganization, among other harms that can compromise the well-being of your company.
Do you want to know why to avoid the consequences of mismanagement in the life cycle of your current, intermediate and permanent file? access this article and start prioritizing these cares.
