Gestão documental na Polícia Rodoviária Federal do Maranhão: uma análise quanto a atuação do órgão em termos normativos, funcionais e legais.

Abstract

Document management plays a fundamental role in public administration by ensuring the organization, access and preservation of information relevant to the efficiency and transparency of services provided to society. This study analyzes the document management process at the Superintendence of the Federal Highway Police of Maranhão (PRF/MA), evaluating its compliance with legal, functional and organizational standards. The research is motivated by the need to improve document practices, promoting greater administrative efficiency and contributing to compliance with the Access to Information Law (Law No. 12,527/11). The topic addressed is extremely relevant due to the importance of documents as instruments for supporting decision-making, preserving institutional memory and providing accountability. A qualitative and descriptive approach was adopted, characterized as a case study. Methods such as bibliographic review, document analysis and semi-structured interviews with PRF/MA employees were used, focusing on the document management sector. The data were processed using content analysis, which enabled the identification of flaws in the processes of archiving, digitization, and access to information. The results show that document management at the PRF/MA presents structural and operational deficiencies, including a lack of standardization in procedures and insufficient training of employees. Such weaknesses result in difficulties in ensuring transparency and administrative efficiency, contradicting legal precepts established by regulations such as the Document Management Manual of the Federal Highway Police Department and the Document Temporality and Destination Table. Despite the limitations faced, such as the small number of interviewees and the concentration of the analysis in a single superintendence, the findings highlight the need to implement regular training, review internal regulations, and adopt advanced technologies for document management. In addition, it is suggested that the scope be expanded to other PRF regions, allowing for comparisons and a more comprehensive view of the topic. Future studies could also explore the impact of national document management policies on the performance of public agencies, focusing on the interoperability of systems and integration with other institutions. It is concluded that, although there are significant challenges, the optimization of document management can bring significant advances, both in access to information and in the transparency and efficiency of administrative processes. This work contributes by providing a detailed diagnosis and proposing improvements that can be replicated in other public institutions, consolidating more effective practices that adhere to legal and social requirements.