.svg)
Archival classification is a fundamental part of records management in public institutions. Its importance is not limited to organizing files or storing documents in folders; its true value lies in enabling information to be organized according to the functions, powers, and activities of each entity.
In this regard, the General Archival Classification Chart serves as a technical guide for structuring the documents produced and received by an institution. Through this instrument, files can be grouped logically by identifying their origin, their relationship with institutional activities, and the place they occupy within the institution’s records system.
The General Archives Law establishes that obligated entities must have updated and available archival control and consultation instruments, in accordance with their powers and functions. The control instruments include the General Archival Classification Chart and the Document Disposition Catalog, while documentary inventories function as consultation instruments for describing and locating series, files, or documents.
One of the main benefits of archival classification is that it allows information to be located more effectively. When documents are properly classified, institutions can respond more quickly to audits, information requests, internal reviews, and oversight processes. This not only improves administrative efficiency, but also reduces risks such as the loss of files, duplication of documents, or lack of control over public information.
In addition, proper classification directly contributes to transparency and accountability. Well-organized records make it possible to demonstrate how decisions were made, how resources were used, and how certain institutional obligations were fulfilled. Therefore, records management should not be understood as a secondary task, but rather as a foundation for the proper functioning of government.
The General Archival Classification Chart must be structured, at a minimum, according to the levels of fonds, section, and documentary series, without prejudice to the existence of intermediate levels identified by alphanumeric codes. This organization helps reflect the institution’s functions in an orderly manner and allows each document to have a clear location within the archive.
To achieve this, administrative areas must understand which documents they generate, for what purpose they produce them, and under which function they should be classified. For example, files related to procurement, human resources, public works, or citizen services should not be classified solely by the name of the office that safeguards them, but rather by the institutional function that gave rise to them.
Proper classification also makes it possible to preserve the original order of documents and support their life cycle, from their production or receipt to their preservation, transfer, or documentary disposal. In this regard, the General Archival Classification Chart should not be seen as a static document, but as an instrument that must be reviewed and updated whenever the institution’s functions, structures, or processes change.
However, one of the greatest challenges for public institutions is to create a true archival culture. It is not enough to prepare technical instruments; public servants must also understand their usefulness and apply them correctly in their daily activities. Training, coordination among areas, and continuous follow-up are essential elements for archival classification to function effectively.
In conclusion, archival classification is much more than a regulatory requirement. It is a strategic tool that makes it possible to organize the documentary memory of institutions, improve administrative efficiency, and strengthen transparency. When a public entity properly classifies its documents, it also improves its ability to respond, provide evidence, and be accountable to citizens.
Author: Nicolás González Villarreal.
