"The starting has been done. We can't lose our history of the Judiciary of the State of Tocantins, our memory," said the President of the Court of Justice of the State of Tocantins (TJTO), Justice Etelvina Maria Sampaio Felipe, when she inaugurated the Central Archive - Annex IV of the TJTO, on Wednesday morning (July 31st). The unit is located at ASR-SE 45, NS-10 Avenue, APM 03-D, in the city of Palmas. It will house physical judicial and administrative files closed before the implementation of the electronic system in the Justice System of the State of Tocantins and which have not been digitized.
"Today all the buildings of the Judiciary have physical processes on file and this will be a suitable space to house them. The Documentation and Memory Policy brings the need to properly store our files and our memories. We know it's a long, laborious process, but we're sure that the seed has been sown and it's a very important action for the Judiciary, because it won't just be a place for storage, but also for citizens to consult. That's why it's time to thank God for this opportunity," said the President of the TJTO.
Judge Etelvina Felipe also thanked the court team responsible for the work for their commitment, congratulating them all on behalf of General Director Ana Carina Souto and also recalled the participation of Ornato Benigno in the memory project, "I'm sure that this is the dream of Ornato that is coming true today and we are grateful to him for being such a visionary and kick-starting the documentary policy."
Also during the inauguration of the Annex IV, the vice-President of the TJ, Justice Angela Prudente, recalled the advances made by the judiciary in recent years and the importance of preserving memory. "We are making great strides and there have already been many achievements. This one, for example, was long awaited and this is cause for great rejoicing. It was a dream that needed to come true. We have so much of the Judiciary to rescue and make available for people to see, valuable pieces from the beginning of the work of the State. It's a moment of gratitude to have contributed for making this dream come true. A very useful space for documentation and memory policy," she said.
The implementation of the Document Management by the Court of Justice is part of the Strategic Management Plan for the Judiciary 2021/2026 of the State of Tocantins. The improvement of the Judiciary is also guided by the Resolution 114/2010 of the CNJ and the Resolution 03/2011 of the TJTO.
All in one place
Currently, the documents and files can be found in departments of the Court and also in the countryside, including the city of Palmas. The more than three thousand two hundred square meters of floor space were built to concentrate the physical collection of administrative and judicial cases, as well as electronic files, in one place, in a safe manner, in accordance with archival guidelines and procedures.
The Chief Justice (CGJUS), Justice Maysa Vendramini Rosal, emphasized the importance of the initiative. "This new building is very important for the administration of the Judiciary. It means progress for the Judiciary, as it will clear out the rooms in the interior of the State and centralize everything here, where everything will be catalogued and safe. It is another part of the management that is moving forward in order to bring about the organization of archives, document management and memory, something that is extremely important for society as a whole."
Preservation of documention and memory
On the occasion, the President of the Jurisprudence and Documentation Commission, Justice Helvécio de Brito Maia Neto, emphasized that the delivery of the structure consolidates another stage in the document management of the Judiciary of the State of Tocantins.
“This moment marks an important chapter in the history of our institution, a mark that symbolizes growth, innovation and a continued commitment to provide justice. Our Court is facing a scenario of a fast and significant change. This new annex will be equipped with state-of-the-art technology and spaces designed to promote innovation in document management and the preservation of memory with accessibility and social responsibility, as a response to these changes. And here the memory of today and yesterday will be kept so that people in the future will know our history since 88, they are our memories, the memory of the Judiciary and of society in the State of Tocantins”, said Justice Helvécio.
Management of processes
In order to effectively manage the cases, Justice Helvécio Brito Maia Neto said that two contracts are underway: that of a company to carry out the acts related to document management; and that of acquiring the furniture and material needed to house the document collection. However, work has already begun immediately with the team from the Jurisprudence, Documentation and Memory Commission (COJUD), made up of the judicial analyst, Naura Stella Cavalcante; the arquivist, Filipe Cunha; and the judicial technician, Maria da Penha Tranqueira de Oliveira.
"The work is immediate. We've been working on this implementation since 2022, and the intention is for this management to begin immediately. We already have the Forum of the city of Palmas, which is a very organized archive, which we can already start, together with the Administrative Directorate supporting us. We will transfer the local archives from the courts to the Central Archive, and all the archival work will be done here. We have an archivist at the Court of Justice, who will help us with this work," said Naura Cavalcante.
The basis for document management is the Resolution n⁰ 324/2020 of the CNJ, which establishes guidelines and standards for Memory and Document Management and provides for the National Program for Document Management and Memory of the Judiciary - Proname. The team will also act in accordance with the Resolution No. 02/2022 of the TJTO, which deals with procedural communications, and the Resolution No. 01/2022 of the TJTO, which deals with memory management.
"We're going to work in a structured and organized way so that the courts, the Directors of the Courts and those with jurisdiction don't have to look for more documents with very long response times. We're going to classify documents in a hierarchical manner, where we'll define which documents and files can and can't be disposed of, with the exception of permanent documents of historical value, which can't be disposed of in any way. Remember that we will adopt sustainable disposal, in partnership with recyclable entities, after totally disfiguring the files and documents so that no information is leaked," explained archivist Filipe Cunha.
About the structure
The 3,200 m² building follows the Resolutions 114/2010 of the National Council of Justice (CNJ) and No. 023/2011 of the Court of Justice of the State of Tocantins (TJTO), which provide for the implementation of the system for evaluating and prioritizing buildings in the Judiciary.
The modern metal-frame building has an economical refrigeration system and complies with accessibility standards. The warehouse for storing products has an area of 2,857.96m²; the typing room has 148.50m², as well as rooms for socializing, meetings, the Board of Directors, toilets and parking. The building has also been landscaped at the front and the entire outside area has LED lighting.
Authorities present
The solemn act was attended by the President of the TJTO, Justice Etelvina Maria Sampaio Felipe; the vice-President, Ângela Maria Ribeiro Prudente; the General Chief of Justice (CGJUS), Justice Maysa Vendramini Rosal; the President of the Jurisprudence and Documentation Commission, Justice Helvécio de Brito Maia Neto; the Deputy Director of the Superior School of the Judges of the State of Tocantins (Esmat), Justice Angela Issa Haonat; Director of the Courthouse of the city of Palmas, Flávia Afini Bovo; General Director of the Court of Justice, Ana Carina Souto; Vice-President of the Association of Magistrates of the State of Tocantins (Asmeto), Odete Almeida; representatives of the Union of Justice Servers of the State of Tocantins (Sinsjusto); Judges and Directors of the Judiciary.
