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Nowadays, companies’ official communications have reached high volume levels and the multiplicity of the channels makes their management very complex. While in the past such communications happened only through the mail and rarely through the telegram, today’s transmission channels have multiplied including telex, fax and e-mail. Controlling all the channels has become more and more difficult; DOCFLOW eProcsCT ensures the following: - Acquire the documents from the different sources - Index the documents for a rapid search based on a defined pre-classification - Numerate the originals if in paper format - Classify the originals in a file in order to consent a convenient processing - Assign the documents by users competence and knowledge - Store the originals if not destroyed
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DOCFLOW DOCFLOW The The eDocumenteDocument SpecialistSpecialist
SOLUZIONI AGILI PER IMPRESE AGILIDocFlow Italia Spa Tel 02 57 50 33 66 [email protected] www.docflow.com
ProtocolProtocol & & CorrespondanceCorrespondanceTrackingTracking
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ReferencesReferences
DocFlow has developed an application that conforms tothe CNIPA regulations ,for the Management & Information Registering by the administrations.
DPR 428-98
Technical basic rules
GEDOC 1 e 2
Interoperability.........
DPR 445-2000
CNIPA Rules
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TimingTiming
•• Italy 1/1/2004Italy 1/1/2004All the government institutions must adopt a record All the government institutions must adopt a record management systemmanagement system
•• GB 31/12/2004GB 31/12/2004All the government institutions must be compliant with the PRO All the government institutions must be compliant with the PRO rules, private subjects are invited to adoptrules, private subjects are invited to adopt
•• GB 31/12/2008GB 31/12/2008All the government institutions must dismiss paper recordsAll the government institutions must dismiss paper records
•• Italy and GB todayItaly and GB todayAll subjects must accept electronic document digitally signedAll subjects must accept electronic document digitally signed
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ArchitectureArchitectureDBMS
Data Repository
DocumentServer
Application Server(s)Application Server(s)Document
Management(DOCSFusion)
DocumentManagement
(DOCSFusion)
Work IntegrationWork Integration
Application Server(s)Application Server(s)Workflow
ManagementWorkflow
Management
DocsAdminDocsAdmin
XML connectorsXML connectors
REG
ISTE
RIN
G
REG
ISTE
RIN
G
AD
MIN
PRO
CED
UR
AL
AD
MIN
PRO
CED
UR
AL
Scan/FaxDocuments
Desktop/MailClient
Intranet users
RUPA
Digital signature
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Technologies Technologies usedused
INTEGRATED WORKFLOW MODULEINTEGRATED WORKFLOW MODULE
DIGITAL SIGNATUREDIGITAL SIGNATURE
PDF PUBLISHERPDF PUBLISHER
WEB IMAGINGWEB IMAGING
XMLXML
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FunctionalFunctional ComponentsComponents
REGISTERINGREGISTERINGREGISTERING
PROCEDURAL MANAGEMENTPROCEDURAL MANAGEMENTPROCEDURAL MANAGEMENT
ARCHIVINGARCHIVINGARCHIVING
INTEROPERABILITYINTEROPERABILITYINTEROPERABILITY
SECURITYSECURITYSECURITY
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RegisteringRegistering
AcquisitionAcquisition
StampingStamping
RegisterRegister
Folder Folder organizationorganization
ClassificationClassification
Security Security guaranteeguarantee
AnnulmentAnnulment
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RegisteringRegistering
CLASSIFICATIONCLASSIFICATION
REGISTERINGREGISTERING
scannerScanner
REGISTER REGISTER STAMPINGSTAMPING
FILINGFILING
DOCUMENT TO BE DOCUMENT TO BE
REGISTEREDREGISTERED
ASSIGNATIONASSIGNATION
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OrganizationOrganization ChartChart
•• The The highesthighest position in the position in the gerarchygerarchy overseesoversees allall the the documentsdocuments and and filesfiles givengiven byby the the employeesemployees..
•• The The applicationapplication involvesinvolves the management the management ofof the the organizationorganization chart chart ofof the public the public institutiominstitutiom..
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ProceduralProcedural ManagementManagement
Management of organization chart
Document and Workflow management
Digital signature
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CheckCheck in flowin flow
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ApprovalApproval cyclecycle
•• The The finalfinal documentdocument mustmust bebe approvedapproved beforebeforebeingbeing sent sent toto the the receiverreceiver..
•• The The signaturesignature mustmust bebe placedplaced on the on the documentdocument bybythe the personperson responsibleresponsible forfor the the operationoperation..
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ArchivingArchiving
Discontinued records
Record Management
Procedure Manual
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Data Data ArchivingArchiving
The The personperson RESPONSIBLE RESPONSIBLE forfor the the RegisterRegister isis alsoalsoresponsibleresponsible forfor allall activitiesactivities involvedinvolved in the in the information information systemssystems..
The The personperson RESPONSIBLE RESPONSIBLE forfor the the RegisterRegisterguaranteesguarantees the the correctcorrect procedure procedure ofof the data the data savingsavingon appropriate computer software in on appropriate computer software in safesafe and and differentdifferent placesplaces..
PROCEDURAL BACKUPPROCEDURAL BACKUP mustmust bebe donedone at at leastleast once a once a week.week.
REGISTER REGISTER mustmust bebe savedsaved dailydaily on on CDCD
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InteroperabilityInteroperability
Exchange data via XML
eGov Folder
Return receipt
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InteroperabilityInteroperability
The exchange of documents that must be registered is done by electronic mail through the Public Administration network.
Metadata are transmitted by a XML file.
The Hash Compliant stamp is transmitted along with the document toguarantee that the document has in no way been changed during itstransmission.
HASH DOCUMENT
HASH DOCUMENT
FILE XMLFILE XML
ADMINISTRATION A ADMINISTRATION BR.U.P.A.R.U.P.A.
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eGoveGov FolderFolder
The messages exchanged must bemodified by internet standards:
– HTTP, SMTP, MIME, SOAP, PKCS, XML Signature…
Legal documents can be digitallysigned
– Only by PKCS # 7 attachments forthe moment
The other XML contents can bedigitally signed to prove theirorigin
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SecuritySecurity
•• AUTENTICATIONAUTENTICATION–– UserIdUserId e Passworde Password–– SmartCard (CIE, CNS, ecc.)SmartCard (CIE, CNS, ecc.)–– TokenToken–– BiometricsBiometrics devicesdevices–– NetegrityNetegrity
•• CRYPTOGRAPHYCRYPTOGRAPHY–– ByBy transmissiontransmission–– OfOf the the archivesarchives
•• WATERMARKINGWATERMARKING
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PersistencePersistence
• For all records will be calculated and stored an hashcompliant SHA‐1 ISO standard.
• Every time that a document is showed the hashcode is verified.
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Italy vs GB Italy vs GB rulesrules
ITALYITALY GBGB
PROTOCOLLO REGISTER
ARCHIVIAZIONE SOSTITUTIVA
RECORD MANAGEMENT
AIPA PROTOCOLLO
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Common Common pointspoints
ITALYITALY GBGB
Titolario Index
Massimario di scarto Discontinued plan
Gestione archivio cartaceo Paper Management
Tracking del documento/fascicolo
Document Tracking
Sicurezza di immodificabilità
Integrity
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ToTo bebe developeddeveloped
Key word (with synonymous)
Additional data for folders
Different form for different document type
Other...
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DocFlow Italia Spa – Centro Direzionale Milanofiori Strada 4 Palazzo Q8 – 20089 Rozzano MI Tel 02 57 50 33 66 Fax 02 57 50 33 69 [email protected]
www.docflow.com
DOCFLOW ITALIADOCFLOW ITALIA
T h a n k y o u
