Documentary management in the teaching criteria of the Tsa’chila Superior Institute of Technology

Abstract

The present research focused on analyzing document management in the teaching criterion and academic training sub-criterion at the Instituto Superior Tecnológico Tsa’chila during 2024. The main objective was to assess the effectiveness of the current system and propose improvements. A mixed-methods approach was adopted, combining qualitative and quantitative methods to gain a comprehensive understanding of the issue. The study involved surveys and interviews with faculty members, as well as direct observations of the document management process at the institution located in Santo Domingo de los Tsáchilas. The findings revealed several inefficiencies in the system, including issues with storage and information access, as well as a lack of standardization in procedures. According to the surveys, 40% of participants reported difficulties with document organization. Additionally, the interview with the coordinator of the LYT program highlighted the importance of automation and better integration of processes. Based on these findings, a document management system using the Docubase software is proposed, which includes the implementation of digital tools for improved security and accessibility of information, along with standardized procedures for document classification and storage. In conclusion, it was determined that the adoption of this new system could significantly enhance current procedures and improve the efficiency of documents that serve as evidence for compliance with the academic training sub-criterion indicators in the teaching area.