Study of the electronic document transition using the PMI PMBOK® guide: a lessons learned analysis at the university of America

Since its founding in 1956, the University of America has conducted most of its academic and administrative processes using paper records. However, the health situation of 2020, marked by the COVID-19 pandemic and the declaration of preventive isolation in the country, forced the institution to shift toward a synchronous operating model supported by the use of Information and Communication Technologies (ICTs).

This change accelerated the electronic transition aimed at improving the organization, control, and availability of institutional documents in a sustained manner.

This study compiles the main lessons learned during this process, using the Project Management Body of Knowledge (PMBOK®) guide from the Project Management Institute (PMI) as a methodological reference.

The analysis is based on three fundamental axes: a) the assessment of document production at the University of America during 2020 and 2021; b) the review of the Paperless Presidential Directive, which promotes a reduction in the use of this input; and c) the identification of valuable lessons learned based on the project management guidelines outlined in the PMI PMBOK® guide.

The assessment made it possible to identify the quantity, type, and manner in which the documents generated during the reference period were organized.

For its part, the Paperless Presidential Directive, issued by the National Government, served as a guiding framework for the electronic transition to be developed in accordance with the criteria of environmental sustainability and administrative efficiency specific to the Colombian context.

Furthermore, the identification of lessons learned constitutes a tool to document the aspects to be taken into account in future projects.