Gestão estratégica da comunicação documental: a eficiência dos documentos oficiais como instrumento de governança e transparência nas organizações

Abstract

Document-based communication plays a fundamental role in the functioning of organizations, since official documents serve to record decisions, formalize administrative actions, ensure the flow of information, and contribute to the preservation of institutional memory. According to Kunsch (2003), organizational communication constitutes a strategic process for the integration and functioning of organizations, while Bellotto (2006) highlights the importance of document organization and management for the preservation and retrieval of information. In this context, the strategic management of document communication becomes essential for promoting greater efficiency in administrative processes and strengthening the principles of governance and organizational transparency. This study aims to analyze the importance of official documents as instruments of institutional communication, highlighting the contribution of Executive Secretariat professionals in the preparation, organization, circulation, and standardization of documents, as well as to identify technological tools that can support their work. This research is bibliographic in nature, employing a qualitative approach and an exploratory scope, based on books, scholarly articles, and institutional documents related to organizational communication, document management, governance, technology, and the Executive Secretariat. According to Nonato Júnior (2009), the role of the executive secretary involves information management and providing advisory services to organizations, which highlights the importance of this role in coordinating information flows. The results indicate that the proper and standardized preparation of official documents contributes to administrative organization, improves the flow of information, reduces communication errors, and strengthens institutional transparency. It is also evident that digital technologies and artificial intelligence tools can assist professionals in the preparation, organization, and management of information, expanding their capacity for strategic action. It is concluded that the executive secretary plays a significant role in the management of document-based communication, acting as a liaison between information, people, and organizational processes. Thus, the integration of document management, communication, and technology contributes to administrative efficiency, governance, transparency, and the strengthening of institutional communication.