Document management and preservation at the Manabí District Directorate of the Ministry of Agriculture and Livestock

Abstract

The main objective of this study was to conduct a diagnostic assessment of document management and preservation at the Manabí District Directorate of the Ministry of Agriculture and Livestock (DDM-MAG) in Portoviejo. A qualitative research design with a non-experimental, descriptive approach was used to gather information on the processes carried out in the archive. A semi-structured interview was conducted with three individuals responsible for the management and preservation of the institution's holdings. Additionally, an observation checklist was used to evaluate the archive's conditions in terms of organization, security, preservation, and accessibility. Data analysis was performed using thematic categorization and coding. The results revealed that the DDM-MAG has significant deficiencies in document management, such as the lack of a preservation plan, the absence of standardized protocols and procedures, and insufficient staff training. Furthermore, the institution lacks a document digitization system, which hinders long-term preservation and efficient access to the documents it holds. It is concluded that to improve document management and preservation at DDM-MAG, it is urgent to develop an archival management plan that includes document digitization as well as staff training.