Management of processes for value generation in the Central Archive of a Federal Institution of Higher Education

Abstract

Document management in Federal Institutions of Higher Education is essential for transparency, information governance, and administrative continuity, yet it still lacks empirical studies that analyze how archival processes actually materialize in institutional daily practice. The literature remains focused on standards, instruments, and prescriptive guidelines, leaving a gap regarding the procedural dimension, especially in hybrid contexts that combine physical and digital documents. In this scenario, this empirical study aims to analyze the process mapping of the Central Archive of an Federal Institutions of Higher Education, describing its activities, interactions, and normative adherence. This is a qualitative, documentary research based on the analysis of national and institutional regulations, administrative records, and systematic observation of workflow routines, using the Business Process Management Methodology of the Brazilian Office of the Comptroller General and Business Process Model and Notation graphical representation. The results identified five core processes – Transfer and Accession, Classification, Collection Consultation, Lending, and Appraisal and Disposal – highlighting actors, times, control points, risks, metrics, and adherence to archival and legal standards. The mapping revealed hidden dependencies, operational gaps, and improvement opportunities, demonstrating that process modeling functions as an analytical tool capable of integrating Archival Science and Business Process Management. As a scientific contribution, the study advances the field by bringing the logic of the value chain closer to archival practices, overcoming exclusively normative approaches. As a practical implication, it provides evidence to strengthen archival planning, compliance, and data-driven decision-making within Federal Institutions of Higher Education.