Document management at the MMB
The Archive serves the entire administrative and technical structure of the Maritime Museum of Barcelona (MMB), managing both administrative and historical documents. It is the service in charge of organizing, managing, handling, keeping and making public the documents it receives or that are produced by the MMB. It is also in charge of maintaining and promoting the System for Document Management. This system includes all the regulations, instruments and procedures needed to effectively and efficiently guarantee the production, selection, conservation, use and exploitation of documents throughout their life cycle.
The Archive also promotes electronic administration at the MMB by defining and implementing applications, electronic services (Transparency Portal, ERES Registry of Entrance and Withdrawal, public service website, EACAT, etc.) and by elaborating policies for this management area: Electronic Signature Policy, Electronic Document Policy
MMB CLASSIFICATION DIAGRAM
The Maritime Museum of Barcelona’s Document Classification Diagram (Quadre de Classificació de Documents, QCD) is used to organize documents generated by the MMB. It is organized into three levels, the third of which (document series) is for the activities organized by the Museum in fulfilment of its responsibilities.
CALENDAR FOR CONSERVATION AND ELIMINATION
The Calendar for Conservation and Elimination is a document management tool that determines the lifespan and location of documents from their creation to their elimination, and that establishes their level of importance within the management system.
DOCUMENT ELIMINATORY REGISTRY
The Document Elimination Registry is the tool that informs of the processes of eliminating MMB documents. The Registry was created in keeping with article 12 of Decree 13/2008 from January 22 on accessing, evaluating and selecting documents, which establishes the obligation of all holders of public documents to have a registry for destroying documents. Currently, the Museum publishes the annual Elimination Registry on its Transparency Portal.
The transfer of documents is the physical and legal relocation of documents from different Museum areas to the Archive Service, including the transfer of responsibility over the transferred documents. It allows for control over the documents received, and ensures proper organization of the corporate archive and optimal recovery of documents.
The MMB Archive promotes and participates in different projects related to processing, administering and sharing our archival collection as well as data and information regarding the Museum.
MANAGEMENT OF MUSEUM INFORMATION (GIM)
Since 2010, we have been working on the Management of Museum Information (Gestió de la Informació del Museu, GIM) project, born as a result of the analysis and auditing of the information managed by the museum
INTEGRATING INFORMATION RESOURCES (RIM) AND ARTICULATING A TECHNOLOGICAL MODEL
RIM is a technological platform supported by Medium SPA that integrates the Museum’s archival collections and bibliographical documents. It provides access for consultation and make them visible from a single entry point. RIM means “integration” and “dissemination”.
GENERAL DIGITALIZATION PLAN
The Archive seeks to digitalize the archival collections in its custody through the Working Plan that resulted from the Museum’s General Digitalization Plan approved in 2016. With this plan, we expect to fully digitalize the Archive’s most often-consulted historical collections within 10 years.
LIFE AND DEATH OF THE COMPAÑÍA TRANSATLÁNTICA
The Archive is working on processing all of the information found in the birth and death certificates of ships from the Compañía Transatlántica. The documents kept in the shipping company’s records go from 1878 to 1936.