Arxiu Municipal de Barcelona

The Arxiu Municipal de Barcelona (AMB) takes part in Barcelona City Council’s e-Government projects that involve document management.

The AMB’s participation began with the creation of an e-document and e-file management model and its subsequent implementation and improvement.
 
Organisational model

The model was created and implemented within an organisational framework in collaboration with several municipal bodies, including e-file management bodies and several executive departments involved in e-Government.

In terms of e-document management, there is an outstanding relationship between the Municipal Archive System Department, the Municipal Institute of Information Technology, the Legal Services Department and the e-Government Department.
 

E-DOCUMENT AND E-FILE MANAGEMENT MODEL

The e-Document and e-File Management Model (MGDE) is enshrined in the current legal framework for e-document management within public authorities and, more specifically, at Barcelona City Council. Connected to Act 39/2015, on the common administrative procedure of public authorities, and in line with the Regulatory Byelaw on e-Government (ORAE), the MGDE follows the principles and applies the tools of Barcelona City Council's document-management policy.
All e-documents and e-files incorporated into electronic archives are subject to this model.
 
Document-analysis-based model

The MGDE establishes the implementation of a document analysis process for the procedure prior to the incorporation of documents and files into electronic archives.

Document analyses are based on the procedures and on the current regulations in force. Their results generally involve:

-    Methods and times for opening and closing files
-    Documents and document types that are included in files and their main features
-    Methods under which document and file metadata must be reported
-    Identification of the applications relating to the creation and receipt of documents

Technical tools

Documentary processes are supported through a series of technical tools:  
-    Uniform classification table
-    Documents catalogue
-    Conservation and access calendar
-    Description method
-    Metadata schema

Technological features

The current document repository and management platform was chosen in a selection process led by the Municipal Archive. This platform provides the necessary hardware and software for developing secure document management.

One of the other technological features of this document management platform that make the implementation of the e-document model possible is the Documents Catalogue. Based on document analyses prior to the implementation of any e-file, this tool facilitates the application of document management policies and enables the creation of integral, reliable e-files.