Document management
Document management of administrative processes enables the proper governance of documents, from creation to storage. By digitising the administrative procedures of public administrations, citizens and businesses have new ways of communicating and interacting through the provision of services and the creation of a single point of access.
AgID defines the interoperability rules for document flows that public administrations implement to comply with the Administrative Procedure Management System.
Index
Index
Strategies
Strategies
AgID supports the regulation of document management through the creation of guidelines.
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Guidelines on the formation, management and storage of IT documents
The document is a unique regulatory instrument concerning the formation, protocoling, management, and preservation of IT documents that also contains provisions for the digitisation of document flows
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Regulations on criteria for the provision of computerised document storage services
This document complements the Guidelines on the subject of Preservation.
Tools
AgID is committed to the digitisation of document management through the following tools:
Digital skills
Digital skills
AgID organises forums and events on document management. The events are designed for representatives of preservation organisations and public administrations, universities and professional associations, trade associations and providers of document management and preservation systems.
Further information about previous meetings can be found via the following links:
Documents and regulations
Documents and regulations
Validity and evidentiary effectiveness of computer document
Computer copies of analogue documents
Analogue copies of Computer documents
Proceedings and Computer files
ANNEX B - Plan for termination of the digital document preservation service
Requirements for the management and preservation of digital documents
Consolidated text of laws and regulations on administrative documentation
Frequently asked questions
Frequently asked questions
The Head of Document Management (or Head of Service for the computerised management of documents, document flows and archives) was introduced by art. 61 of Presidential Decree no. 445/2000, which provides for public administrations to set up within the identified homogeneous organisational areas (AOO) a special service for the management of computerised protocol, document flows and archives. This task is to be entrusted to a manager or an official with suitable professional requirements or technical-archival skills.
Receipts of acceptance and delivery of a message sent by CEM do not have to be registered but must be associated with the protocol record of the transmitted/received document to which the receipt refers.
According to the provisions of Article 53(5) of Presidential Decree 445/20000 TU, documents received and sent by the administration as well as all computerised documents must be registered. This obligation does not apply to official gazettes, official bulletins and newsletters of public administrations, notes of receipt of circulars and other regulations, statistical material, internal preparatory acts, newspapers, magazines, books, advertising material, invitations to events and all documents already subject to special registration.
Pursuant to Presidential Decree No. 68 of 11 February 2005, in the event that a sender no longer has the previous notifications and/or receipts of an electronic document sent by certified electronic mail, the traces of the operations carried out, stored by the administrators in a special message log, may be contested by third parties pursuant to Article 6(7) of the Presidential Decree. The technical rules annexed to the Ministerial Decree of 2 November 2005 define the purposes of the message log and specify the essential data that the operator must keep for each event occurring in the CEM system at the access, reception and delivery points. In this context, an operator must be able to provide, at the request of a holder of a certified e-mail box, the information related to the sending of a certified e-mail message