The digital contracts stipulation in the public sphere is now compulsory and fully operational, as provided by the Legislative Decree 145 dated 23/12/2013 (“Destination Italy”).
Beyond the technological aspects, the challenge is to find effective solutions to apply this innovation, realizing easy to use systems and to ensure the full law compliance.
If for Public authority the digital contracts are required by law, also for the private Organizations the Digital Contracts implementation can become a best practice to effectively manage the digital signing, in view of the attractive benefits in the work organization, and of real savings.
The solution
The solution simplifies the process of contracts stipulation, ensuring the complete control of all operational phases, from the documents preparation to the docs Preservation as provided by the law.
The workflow engine adjusts the activities sequence and sets to recipients of competence. The solution includes a set of customizable approval procedures, accessible from outside the office thanks to the native App for iPad and Android.
Thanks to the CEM integrated with the Archiflow management module, the application offers a simplified and certificate mechanism to interact with the supplier. The integration is also possible with the Archiflow module ADP (Active Document Portal), for real time documents publication in a dedicated web portal, enabling suppliers to download, update, insert attachments and consult their state.
The integrated digital signature functions by smart card/USB token, or remote signature using HSM, allow to manage in a simple and immediate way the signing of the documents.
If the Organization uses the Archiflow IT Protocol the processing flow also includes the registration of the documentation.
Features
A complete offer, which includes: software, workflow processes, professional services, customized workflow based on organizational needs.
- Add-in for MS Office and LibreOffice for loading and profiling documents.
- Integrated Digital Signature, even using HSM.
- Authorization flows, also accessible from mobile.
- Creation of the digital flow that includes all the documentation.
- CEM Communications with suppliers.
- Resources to publish documents on the web.
- Digital preservation (local or outsourced); Siav is an AgID Preservator accredited and has obtained ISO 27001
- Documents Graphometric Signature for those with no digital signature
- BlueDrive used for evolved needs of sharing and collaboration
A concrete example
Several Organizations that operate in the field of motorway concessions have chosen to use this dematerialization of contracts solution for effectively manage the document preparation flow, their exchange with the suppliers and the approval stages, digital signature and legal digital preservation.
Great attention has been paid to the document management and the consequent availability of tools to control the entire working process, in view of the considerable economic value of some contracts that are signed by these Organizations with their suppliers.
