Normative Instruction No. 23, of January 10th, 2025, which deals with document management within the Judiciary of the state of Tocantins, is now in force. The measure, published in the Gazette of Justice last Monday (January 13th), was signed by the President of the Court of Justice of the State of Tocantins (TJTO), Justice Etelvina Maria Sampaio Felipe.
The instruction regulates the procedures for evaluating, disposing of and eliminating physical judicial and administrative documents closed before the implementation of the electronic system (Eproc) and which have not been digitized, as well as their safekeeping and classification.
Regarding evaluation, the documents will have primary value - according to the legal, administrative or financial relevance of interest to the parties involved or to the court - or secondary value - attributed to documents and judicial or administrative records of social interest to the institution, with historical or informative characteristics.
The normative instruction is supported by the Law No. 8.159, of 1991, which establishes that document management must include special protection for the set of documents produced as a result of the exercise of its institutional mission, as well as the Resolution No. 324, of 2020, of the CNJ, which requires the courts to comply with the operating rules of the National Program for Document Management and Memory of the Judiciary, and also the Resolution No. 2, of 2022, of the TJTO, which establishes the document management policy for judicial and administrative proceedings.
To make it effective, the measure also includes the Classification Plan (Unified Procedural Tables) and the Temporality Table for Judicial Proceedings of the Judiciary.
Documentation and memory
If the parties have no interest in the document to be disposed of, it can be transferred to historical, cultural, teaching, research or document preservation organizations by submitting a request to the Commission of Permanent Document Evaluation (CPAD), and the decision will be approved by the Commission of Memory Management.
Normative documents such as acts, regulations, resolutions, ordinances and other issued norms, as well as acts to which the TJTO is a party, such as contracts, agreements or others, are some cases of permanent documents.
Elimination
In order to delete a document, its storage period must have expired. Judicial records that have become final and unappealable will only be disposed of once an extract of the disposal notice has been published in the Gazette of Justice.
Institutional documents will be disposed of by manual or mechanical fragmentation, pulverization, demagnetization or reformatting, with a guarantee that the decharacterization of the documents cannot be reversed. Social, environmental and economic sustainability criteria will also be observed, by recycling the discarded material.
See the full document here.
