Gestão da informação: tratamento de documentos administrativos sob a ótica da Lei de Acesso à Informação e da Lei Geral de Proteção de Dados em uma instituição federal de ensino

Abstract

This technical report analyzes the application of the General Data Protection Law (LGPD) by the staff of the Federal Institute of Rio Grande do Norte (IFRN) in the production of documents within the Unified Public Administration System (SUAP), in accordance with the Access to Information Law (LAI). The study aims to identify challenges and best practices to enhance compliance with current legislation. It is a qualitative research based on document analysis of records available in the SUAP of the Canguaretama Campus between 2019 and 2024. The evaluation of the documents was conducted using a structured form, considering the institutional regulations of IFRN. The findings indicate that many documents contain personal data, such as name, CPF (Brazilian individual taxpayer registry), and address, whose protection is not always clearly ensured. Document classification is directly related to the staff’s level of knowledge regarding the LAI. The application of anonymization was observed in some cases, but without a standardized approach. The research identified a wide variety of documents with different levels of access, with the Directorate of Administration and the General Directorate being the most significant producers of records. A lack of standardization in the application of the LGPD was evident. SUAP, the central platform for document management at IFRN, enables document creation, classification, storage, and retrieval, ensuring access based on predefined user profiles. The system seeks to simultaneously comply with the requirements of the LAI, promoting transparency, and the LGPD, ensuring the protection of personal data. As a contribution, this dissertation proposes an LGPD Application Guide for IFRN, providing clear guidelines on the appropriate application of the law in document production to ensure information security. The study concludes that, although IFRN complies with the LAI and LGPD regarding access to information, improvements are needed in the implementation of the LGPD within SUAP. To achieve this, it is recommended to train staff and implement an automated system for identifying and anonymizing personal data.