AUTHENTICITY OF OFFICIAL DOCUMENTS AND ACCESS TO INFORMATION AT THE FEDERAL UNIVERSITY OF PARÁ

Abstract

The digital transformation of public institutions has altered the creation, processing, and access to administrative documents, necessitating reflection on document authenticity in electronic environments. In this context, this study analyzes the authenticity of official letters produced within the Federal University of Pará’s Integrated System for Assets Administration and Contracts identifying implications for access to information. The research is applied, qualitative, descriptive, and exploratory. Methodological procedures involved a literature review and content analysis of system functionalities related to the creation and processing of official letters, considering diplomatic and archival elements associated with document authenticity. Results showed that the authenticity of official letters does not depend solely on content; rather, their characterization in the digital environment involves formal elements and contextual records linked to their creation and processing within the system. These elements facilitate document identification, contextualization, and traceability, thereby supporting the analysis of authenticity. It was also found that document authenticity and access to information are distinct from yet related dimensions: contextual records contribute to document reliability, while control and access mechanisms regulate availability. The study concludes that SIPAC/UFPA functionalities contribute to the organization, contextualization, and access to reliable institutional information. For Information Science and studies on document authenticity, the research highlights the contribution of Contemporary Diplomatics and Archival Science to understanding elements of identity, context, trajectory, organization, retrieval, and use regarding reliable digital archival documents.