The Court of Justice of the State of Tocantins (TJTO), through the Document Management Commission (Cojud), and the Permanent Commission on Document Evaluation (CPAD) is promoting the disposal of old administrative documents - including water, electricity and telephone bills from 2003 to 2012 - as part of an initiative aimed at document management with a focus on sustainability. The action is in line with the Resolution No. 324 of the National Council of Justice (CNJ) of 2020, which establishes guidelines for the National Program for Document Management and Memory of the Judiciary (Proname), and it aims to rationalize the use of physical space, reduce costs and comply with the rules for archiving and disposing of documents.
The commission, chaired by Justice Ângela Prudente, is responsible for analyzing the documents to be eliminated, ensuring compliance with the technical criteria defined by the archival legislation. According to the internal policy of the TJTO, based on the Resolution No. 2 of the TJTO, of 2022, and the Resolution No. 8, of 2024, which established the Classification Plan and the Documentary Temporality Table for the administrative area, the documents in question have already exceeded their legal storage period, making them eligible for disposal. Normative Instruction No. 23, of January 10th, 2025, regulates the procedures for evaluating, disposing of and discarding documents within the scope of the TJTO, providing the necessary basis for carrying out these actions in a safe, standardized and transparent manner.
As provided for in the article 25 of the Resolution 324 of the CNJ of 2020, the notice established a period of 45 days for manifestations or objections. During this period, any interested party can request, at their own expense, copies, extracts or certificates of the documents listed, by formally requesting them from the Permanent Commission on Document Evaluation.
Process
The process takes into account the lack of historical, fiscal, legal or administrative value of the documents, as provided for in the temporality tables in force. In the case of energy, water and telephone bills, the retention period was ten years, which justifies their elimination after technical analysis and institutional approval. For Justice Ângela Prudente, president of Cojud, this is a historic moment for the Judiciary of the state of Tocantins, which, in order to optimize document management, is carrying out the first sustainable disposal of documents aimed at optimizing physical spaces and environmental preservation. “We were the first court in Brazil to digitize processes and now we are taking an important step towards sustainable management of resources and optimization of operational procedures,” she said.
Deadline
Once the legal deadline for public comment has passed, the TJTO will publish the Term of Document Disposal, which formalizes the recycling of the collection listed. All the material will be sent for sustainable disposal, being reused in accordance with the criteria of environmental, social and economic responsibility set out in the article 27 of the Resolution 324 of the CNJ of 2020. With this initiative, the Court reaffirms its commitment to administrative efficiency, the preservation of institutional memory and the adoption of sustainable practices within the Judiciary.
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