LEAN ARCHIVES: The use of Lean Office in archive management

Abstract

This study, it was sought to apply the Lean office in the document file management having as purpose to verify the applicability of Lean Thinking in archivology. Regarding to the method used, it is characterized as a research-action in a quali-quantitative approach, classified as exploratory and descriptive. The data collection was held through a participative observation, a non-structured interview, and a focus group realization. Regarding to the research application, the following steps were performed: Training and worker awareness about the Lean thinking; VFM - current state; VFM - future state; Action plan and results evaluation and discussion. Among the obtained research results, it stands out in a quantitative way the reduction of waste, with significant gains of Lead Time, diminishing the time to process the activities and the time at which the material awaits to be processed. Financial gains were also obtained with a better use of resources and a redesigning of the way to keeping the documents. In a qualitative way, a better working environment is highlighted with visual management practices to information communication and increase of the service efficiency in bringing more customer satisfaction.

Keywords:
Lean Archives; Lean Office; Company archives; Document management; Information management