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presentation of procedures. Thus, two high-level categories are differentiated in the documentary
taxonomy:

A) Contents or configuration elements of the system: These are the ones that are introduced
from the catalogue of procedures and serve to store the functional definition of the procedure.
This includes the definition (descriptive and operational) of the procedure and its related cases,
the forms definition of the instance form, as well as the procedure manual, flowcharts and other
documentation related to the administrative procedure.

B) Contents or documents of the procedure: These are the documents generated by the system
or provided by the citizen during the completion of the procedure. These documents begin by
being categorized as drafts or parts of a “pending procedure” to end up being consolidated during
the submission process and transferred to the processing subsystem. The functional capabilities
of the document manager (e.g., retention and disposition management, categorization for
historical archive, document flows) are mainly applied to this type of document. Although the
documentation of the procedure is presented from the headquarters and with the entry into
the processing subsystem, the life cycle of these documents will continue with the processing,
and some of them will continue to be managed for life in the electronic document archiving
system.

6.3.5 Records management

The administrative management of a local administration is substantiated through instances and
files. These items of administrative management can contain, for example, documents, proceedings
and resolutions on which actions are developed that have been modelled over time by legal and
functional aspects very marked by the support, in most cases the paper.

Let us start by trying to identify the complexity of the integral management of the files. A file is
made up of a set of documents: consequently, we must first solve the problems associated with
them, namely that in some cases they are provided by the citizen; whereas in many cases we require
proof of the identity of the signatory and the time of signature – which, in some cases, we must
exchange with other administrations.

It is necessary to consider the complexity of electronic management and preserve the citizen's right
to act at any time by physical means (documentation and paper instances), and solve the problems
associated: face-to-face or with traditional and analogue channels allowing the initiation of files
through electronic headquarters; verifying the electronic identity of the author or signatory of the
documents; digitizing certified documents of paper origin; preserving and retrieving electronic
documents, copies and conversions of electronic documents; and authenticating paper copies of
electronic documents.

It is also necessary to study the procedural complexity of the administrative and political
management associated with the life cycle of a file, resolving aspects such as resolutions, informative

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