Institutionalization of SAUSP

SAUSP Meeting – 1997

The institutionalization of SAUSP takes place through GR Ordinances. The first was Ordinance GR 3083/1997, amended by 3091/1997.
The current ordinance is Ordinance GR 3989/2008, reproduced below in full:

ORDINANCE GR No. 3989, MAY 26, 2008. (D.O.E. – 04.06.2008)

Provides for the Archive System of the University of São Paulo, its structure and powers, and amends Ordinance GR nº 3083, dated 10/23/97.

The Rector of the University of São Paulo, using her legal powers, and considering the creation of the General Archive of the University of São Paulo, as a structural body, in July 2005, and the resulting need to adapt GR Ordinance No. 3083/97 , download the following

ORDER:

Article 1 – The Archive System of the University of São Paulo – SAUSP, established by Ordinance GR3083/97, has the purpose of managing the University’s archival production, from the generation or reception of documents by USP bodies or agents to their destination final, with an emphasis on preserving, sharing and disseminating information generated by the institution’s internal and external relations.

Sole paragraph – USP archives are made up of documents produced, received and accumulated, in any form, by bodies or agents at all levels of the institution’s organizational structure, in accordance with the fulfillment of the purposes, duties and powers set out in the Statute, Regulations General and Organic Regulations of the University.

SECTION I
FROM THE SAUSP ORGANIZATION

Article 2 – SAUSP comprises:

I – Central Body;
II – Sector Bodies;
III – Board of Directors.

Article 3 – The General Archive of the University of São Paulo, subordinate to CODAGE, will act as the Central Body of SAUSP.

Article 4 – The Units and other Bodies of the University, through administrative bodies involved with document management, will act as Sectoral Bodies of SAUSP.

Article 5 – The Board of Directors will have the following composition:

I – The General Administration Coordinator, its President.
II – 4 (four) members appointed by the Rector.

§ 1 – The appointment of the members referred to in section II will fall to qualified professionals to fulfill the competencies set out in article 8.
§ 2 – The term of office of the President of the Board of Directors will coincide with that of his position.
§ 3 – The Board of Directors may designate advisory committees for specific issues.

SECTION II
COMPETENCIES AND DUTIES

Article 6 – The Central Body is responsible for administering SAUSP, with the following responsibilities:

1) comply with and enforce the rules issued by the Board of Directors;
2) prepare and execute SAUSP planning;
3) issue acts within the scope of its competence;
4) ensure the quality of production, flow, evaluation, conservation, technical processing, retrieval and accessibility of documents;
5) maintain a register of SAUSP Sectoral Bodies;
6) monitor and disseminate legislation and technical standards relating to document management;
7) subsidize computerized document registration and control systems;
8) supervise the Sector Bodies in the application of classification plans, temporality tables and other SAUSP document management instruments;
9) supervise the collection of documents of permanent value in the Sectoral Bodies or in the General Archive, aiming to ensure their adequate conservation, recovery and technical treatment;
10) submit to the Board of Directors, for deliberation, proposals related to the temporality of current documents or those previously accumulated;
11) submit to the Board of Directors, for deliberation, the documentation access policy.

Article 7 – The Sector Bodies are responsible for document management of the respective Units and Bodies, with the following responsibilities:

1) comply with and enforce the rules issued by the Central Body;
2) guide the Units and Bodies regarding the quality of production, flow, evaluation, conservation, technical processing, retrieval and accessibility of documents;
3) prepare proposals and apply classification plans, temporality tables and other management instruments, approved by the Board of Directors;
4) monitor changes in the organizational structure and functioning of the respective Units and Bodies, in order to inform SAUSP’s actions;
5) keep your registration data updated with the Central Body;
6) control the collection and provide technical treatment of permanent custody documents, in accordance with guidance from the Board of Directors;
7) present proposals for reviewing and improving SAUSP to the Central Body.

Article 8 – The Board of Directors is responsible for establishing SAUSP guidelines and standards, with the following responsibilities:

1) analyze proposals issued by the Central Body that concern document management techniques and methods to be adopted;
2) analyze and approve classification plans, temporality tables and other management instruments;
3) decide on the destination and technical processing of documents accumulated prior to the creation of SAUSP;
4) approve documentation access policy;
5) decide on matters presented to it by the Central Body or Sectoral Bodies.

SECTION III
SAUSP MANAGEMENT INSTRUMENTS

Article 9 – SAUSP is governed by the following management instruments:

I – Temporary Table of USP Documents;
II – USP Activities Classification Plan;
III – USP Glossary of Species and Document Types.

Sole paragraph – Other management instruments may be created, according to the needs detected by the Board of Directors, the Central Body or the Sectoral Bodies.

Article 10 – This Ordinance will come into force on the date of its publication, with provisions to the contrary being revoked, in particular those of Ordinance GR nº 3083/97 (Proc. USP nº 99.1.9075.1.1).

Rectory of the University of São Paulo, May 26, 2008.

SUELY VILELA
Dean