Desarrollo de una guía de archivo para almacenar los expedientes estudiantiles digitalizados, optimizando los recursos en la Facultad Ciencias de la Salud

Abstract

The main objective of this work is to develop an archiving guide for the proper organization, storage, and management of electronic academic student records at the Faculty of Health Sciences of the Technical University of Ambato. Given the need to optimize institutional resources, the decision was made to reduce the use of physical archives, improve the availability of academic information, and ensure the secure and orderly preservation of digital documentation. At the Faculty of Health Sciences, a diagnosis was made of the current status of student academic records management through surveys and a review of internal processes. The results revealed deficiencies in the organization of documentation, file duplication, a lack of standardization in file management, and inefficient use of technological and human resources. Based on these findings, an archiving guide was designed that includes technical and administrative guidelines for the management of electronic records, as well as recommendations for the digitization, classification, storage, and retrieval of documents. The proposal also suggests the use of available technological tools and training for administrative staff. The implementation of a guide will allow for a substantial improvement in operational efficiency, for greater protection and control of academic information, cost reduction, and alignment with institutional digital transformation policies. The Faculty of Health Sciences' document management would be optimally benefited by the proposed guide, which represents a viable and sustainable solution.