Sustainable technological strategies for document management: case study at the Business Technological University of Guayaquil

Abstract

The objective of this research was to design a document management model that optimizes operational efficiency, guarantees information traceability and promotes technological integration at the Universidad Tecnológica Empresarial de Guayaquil (UTEG). To this end, the current document management processes were analyzed, problems in technological integration were identified and security strategies aligned with international standards were proposed. The methodology used was a case study with a qualitative approach, based on document review and direct observation. Deficiencies in document organization, lack of standardization, uncontrolled access and disconnection between systems were identified. As a result, a model was designed based on SharePoint as a centralized platform, complemented with Power Automate to automate key workflows. Strategies were established to improve access control, optimize document retrieval and strengthen information security. The results indicated that the proposal is viable both economically and in terms of optimizing document management at UTEG. However, its success will depend on institutional commitment, staff training and the adaptation of internal processes. This case study also serves as a guide for other Higher Education Institutions (HEIs) that use the same technology, since the document management processes are general and are framed within the regulations of the highest governmental organizations that regulate universities.