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A externalização dos arquivos empresariais: estudo do caso ANA - Aeroportos de Portugal, S.A
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A externalização da custódia e gestão de arquivos é uma realidade cada vez mais presente na realidade portuguesa, principalmente nos arquivos empresariais. Neste trabalho procura-se conhecer melhor as empresas existentes e simultaneamente analisar a externalização de um arquivo empresarial: o Arquivo Central da ANA – Aeroportos de Portugal, S.A.
Embora seja uma atividade recente, existe mais de uma dezena de empresas cujo core business é a custódia e gestão de arquivos por outsourcing a operar em todo o território nacional. Prestam praticamente todo o tipo de serviços relacionados com a gestão de arquivos e fazem custódia de vários suportes documentais. Nos últimos 10 anos, registam um forte crescimento quer em volume de negócios, quer em número de clientes, sendo muitos deles clientes empresariais.
Os arquivos empresariais provêm de praticamente todas as áreas de negócio e recorreram ao outsourcing principalmente por falta de espaço, redução de custos, documentação acumulada sem tratamento ou segurança física da documentação.
Sendo a ANA, S.A. uma grande empresa nacional cujo arquivo foi externalizado em 2012, constitui um interessante caso de estudo.
Pela caracterização da empresa e do seu arquivo, verifica-se que estes sofreram várias reestruturações e mudanças, ao longo dos anos. A externalização do arquivo é o reflexo de um novo ciclo da vida desta empresa, uma vez que um dos motivos que levou à externalização deste arquivo empresarial é a rentabilização das instalações para o core business da empresa.
Quatro anos depois, e após uma fase de adaptação a esta nova realidade, a ANA, S.A. efetua o controlo das incorporações e a avaliação e seleção dos documentos a eliminar, enquanto que a empresa de outsourcing realiza a incorporação, custódia, pesquisas e eliminação de documentos.
De um modo geral, através desta cogestão, este arquivo empresarial continua a exercer as funções que lhe são inerentes.
The outsourcing of records keeping and management is a reality more and more present in the Portuguese reality, especially in the business archives. This work seeks to better understand the existing business and simultaneously analyze the outsourcing of a business archive: the Central Archive of ANA – Aeroportos de Portugal, S.A. Although a recent activity, there are more than a dozen companies whose core business is the records keeping and management by outsourcing to operate throughout the country. Provide nearly all kinds of services related to records management and provide custody of several record formats. Over the past 10 years, strong growth both in turnover, both in number of customers, many of them companies. Business archives come from virtually all business areas and resorted to outsourcing mainly for lack of space, cost savings, accumulated documentation without treatment or physical safety documentation. Being ANA, S.A. a large national company whose file was outsourced in 2012, is an interesting case study. With the characterization of the company and its archive, it appears that underwent several restructurings and changes over the years. The archive outsourcing is the reflection of a new cycle of life of this company, since one of the reasons that led to the outsourcing of this business archive is the profitability of facilities for the core business of the company. Four years later, and after a period of adaptation to this new reality, ANA, S.A. performs the control of incorporations and the evaluation and selection of documents to eliminate, while the outsourcing company performs the incorporation, custody, research and elimination of documents. Generally, through this co-management, this business archive continues to perform the duties that are inherent.
The outsourcing of records keeping and management is a reality more and more present in the Portuguese reality, especially in the business archives. This work seeks to better understand the existing business and simultaneously analyze the outsourcing of a business archive: the Central Archive of ANA – Aeroportos de Portugal, S.A. Although a recent activity, there are more than a dozen companies whose core business is the records keeping and management by outsourcing to operate throughout the country. Provide nearly all kinds of services related to records management and provide custody of several record formats. Over the past 10 years, strong growth both in turnover, both in number of customers, many of them companies. Business archives come from virtually all business areas and resorted to outsourcing mainly for lack of space, cost savings, accumulated documentation without treatment or physical safety documentation. Being ANA, S.A. a large national company whose file was outsourced in 2012, is an interesting case study. With the characterization of the company and its archive, it appears that underwent several restructurings and changes over the years. The archive outsourcing is the reflection of a new cycle of life of this company, since one of the reasons that led to the outsourcing of this business archive is the profitability of facilities for the core business of the company. Four years later, and after a period of adaptation to this new reality, ANA, S.A. performs the control of incorporations and the evaluation and selection of documents to eliminate, while the outsourcing company performs the incorporation, custody, research and elimination of documents. Generally, through this co-management, this business archive continues to perform the duties that are inherent.
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Custódia de arquivos Gestão de arquivos Externalização ANA – Aeroportos de Portugal Arquivos empresariais Records keeping Records management Business archives Outsourcing