The Information Technology Protocol allows the optimization of the management of proceedings through the elimination of paper registers, reducing protocol offices, streamlining document workflow and reducing time and costs of administrative management practices.
Siav IT Protocol integrates the advanced Archiflow for PA features: Classification, Archival Collation, document distribution, electronic and digital signature management, Procedure management.
The solution
In Public Administrations the IT Protocol has taken a strategic value because it represents the entry and the exit point for all the documentation and also the starting point for many procedures.
Siav has developed a specific application that enables the IT Protocol management perfectly in line with current regulations.
The IT Protocol component is integrated with the other Document & Business Process Management components of Siav platform. Through this integration you can manage the Administration procedural process and verify the real time progress of the proceedings.
Siav IT Protocol solution complies with all legal requirements in terms of IT Protocol into force, and in particular with the provisions:
- DPR 445/00 “Consolidated bill on administrative documentation”;
- DPCM 3/12/13 “Techinical rules on IT Protocol”;
- DPR 68/05 “Regulation containing provisions for the use of certified electronic mail”;
- Dlgs 82/05 (CAD) for the SPC, electronic document and digital signature.
Functionalities
Protocol Registration
Archiflow allows you to perform the insertion of the profile data of a correspondence document in a single operation. The managed profile data are required by regulation, integrated with other freely definable Organization data.
Protocol Signature
In compliance with legislation, Archiflow allows the permanent attachment or association to the original document of the information about the document itself, which is uncheangeable by printing an adhesive label which shows the protocol ends. For digital documents the electronic mark is provided, which consists in the calculation of the digest of the file representing the document, and that allows the univocal association of the protocol registration with the document. In the case of the electronic documents exchange logged, Archiflow manages the signature in XML format.
Protocol invalidation
Archiflow allows the invalidation of a protocol tracing the transaction details, as part of the approval process that includes specific authorizations.
The system also allows for a partial invalidation. This possibility, provided by the legislation, lets you cancel or change the value of some specific protocol sheet fields retaining trace over time.
Daily Protocol log
Archiflow allows the automatic generation of the Daily Protocol Log that contains the details of the documents archived in a span of time.
Emergency Registry
The emergency log allows to launch the documents protocol in emergency situations, such as in case of hardware failure or in the eletricity suspension. Protocols can then be exported, once the emergency has ended, in an XML file that can be used to place them in the Archiflow card set. Archiflow contains a specific setup for the emergency registry component, which can be installed on a stand-alone PC not connected to the Organisation network; the setup is meant to be self-consistent, in fact it contains the Save application, database, and the initial configuration of documents types and utilities.
Interoperability
For IT Protocol, Interoperability systems refer to the possibility for a recipient Public Administration system, to automatically process the data transmitted by the Public Administration system sender, in order to automate the protocol activities and the underlying processes automation.
The entire infrastructure provided by Archiflow aims at ensuring the application interoperability between different systems. The sending interoperability messages operations are similar to those for sending CEM or traditional email: through a special interface necessary information are filled , such as recipients, subject, body of the document, etc. The signature, in XML format, is automatically generated and attached to the message.
Incoming messages to be archived are available within the incoming document mailbox: users can therefore view them together with certified and traditional mail.
The archiving of the incoming protocols is easily done clicking a button displayed on the opening screen of the message.
Delivery receipts and other interoperability notifications are automatically archived as Attachments to the Protocol card.
