Post by hoymonte on Oct 17, 2023 20:12:19 GMT -8
Within a company, knowing the documents and their destination well is of fundamental importance. One of the reasons for this is to prevent, for example, them from being discarded in the wrong way, or even being accessed by unauthorized people. It is precisely in this second case that the so-called overt document , which, as we will see below, differs greatly from confidential and restricted documents. We will also talk throughout the text whether or not ostensible documents need to go through the protocol, which has specific procedures aimed at ensuring the integrity of the information that passes through it. Furthermore, we will explain how to transform an overt document into a restricted one, among other relevant information. Interested in delving deeper into the topic? Continue reading this content until the end! What is the ostensible document and what is it for? Before we actually talk about the ostensible document, it is necessary to talk a little about the classification of documents. Companies need to make use of this procedure, as it helps internal processes to be more efficient, in addition to avoiding claims related, for example, to the loss or damage of a document.
All documents need to be inserted into categories phone database and subcategories, which consider aspects linked to the function, organizational structure and the content itself of the documents. In addition, categorization is also done according to the following characteristics of the documents: genre: concerns the support of the document, which can be, for example, text, map, painting or a digital format; species: refers to the provision of information, which may be, for example, in a format such as a certificate, contract or minutes; typology: related to the fact that generated the document, such as the provision of services, which gave rise to a contract; nature of the subject: this is where the ostensible documents fit; format: informs whether the document is original, copy or draft; shape: this characteristic tells whether a document is a book or notebook, for example. That said, the ostensible document is one that can be disclosed without generating any burden for the company. In other words, it does not contain information that could compromise the credibility of the business or an employee.
Therefore, a confidential document is the opposite of an open one, as it requires special permissions for access. The document of a company employee, for example, must be accessed by professionals who need this data when carrying out procedures such as hiring, changing or terminating a contract. However, in specific cases, the nature of this document may change to confidential, meaning it can only be accessed by authorized people. How to transform an overt document into a restricted one? This is a procedure that can be done through the Virtual Table , which is a menu located in computerized management systems . Within the "Process details" option, the document must be selected and, subsequently, click on "make restricted". It is worth noting that the current rule only allows changing the nature of the document in the unit responsible for registering the process (also known as the unit of origin). Otherwise, it is necessary to forward the ostensible document to the protocol sector, so that it can make the change. How to store ostensible documents.