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April 14th 2011Silvia Piro Pagina 2
Numbers?The function of record
• legal probative function: it certifies the production/receipt of a document on a sure date and its source
• organizational managerial function:business and administrative procedures managementrecords managementdatabase management
Records management
Incoming document
Records officerecords, marks, classifies andforwards to the proper office
Mail delivery office
delivers mail to all University departments
Proper office
handles the documentand files it
Silvia Piro April 14th 2011 Pagina 3
Some legislative references
• Law 241/90 New rules about administrative procedures and the right of access to the administrative documents
• 445/2000 Consolidation act on administrative documents
• 2005 e-government code
Silvia Piro April 14th 2011 Pagina 4
Requirements for public administration
• record documents• use the electronic record• adopt a classifying scheme• file documents• elaborate a storage plan
Silvia Piro April 14th 2011 Pagina 5
Some implications of the technological evolution
• information technology is not neutral• the text and the support can be separated
for the first time in human history• There is the need to rethink administrative
procedures
Silvia Piro April 14th 2011 Pagina 6
Critical issues
• information security - privacy• preservation risks of digital and electronic
records in the long term: life-long preservation, long term preservation, risk loss of memory
• the vocational training• costs• to rethink administrative procedures
Silvia Piro April 14th 2011 Pagina 7
Positive aspects
• time reduction, finding information speed• transparency, reduction of discretionary
power in public administration• low costs• accessibility• interoperability
Silvia Piro April 14th 2011 Pagina 8
Next steps
• elaborating of management handbook• extending electronic records management to
other departments• electronic management of workflow
Silvia Piro April 14th 2011 Pagina 9
Electronic security and privacy
• e-mail• Pec: it is a special e-mail that acknowledges
receipt, with legal value, and certifies the sending and delivery of records
• electronic signatures
authenticity and integrity must be guaranteed
Silvia Piro April 14th 2011 Pagina 10
Titulus 97
• It is a project promoted by the University of Padua in conjunction with other Italian universities to create a shared classifying scheme
• the scheme is based on functions rather than the organizational chart
• classifying is the first step to develop the archives
• it makes finding documents easier and allows a qualified preservation
Silvia Piro April 14th 2011 Pagina 11
Aurora
• it was conceived with the aim of finding a shared language to draw up sender, recipient and subject of the document using electronic records
• it has brought about a series of “recommendations”
Silvia Piro April 14th 2011 Pagina 12
Ninfanormalization of information of archival
files
• the object is the creation of a database with the description of files and the main documents that make them, relevant to the transversal inconsumable and bearing functions
• filing is an important phase in building archives and so it is the base of administrative management
• this project is still in progress
Silvia Piro April 14th 2011 Pagina 13
Conclusions
• we are going through a period of transition: hybrid management paper and electronic documents
• the change is not painless: it is necessary to rethink usual procedures and to find new ways, made possible by new technologies, that however guarantee stability and privacy of information
• It is an exacting but inevitable challenge: the future is digital
Silvia Piro April 14th 2011 Pagina 14
April 14th 2011Silvia PiroEditing by Elisabetta Granati
Pagina 15
CONTACT DETAILS
For any questions, input and suggestions [email protected]
Thank you for your attention!